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Mail Approval Rules

Mail approval rules define when outbound mail requires an internal approval before it is dispatched to recipients. Use approval rules to maintain quality control over formal transmittals, client correspondence, and official notifications.

Workflows mail rules

How approval rules work​

When a user composes a mail item whose type has an approval rule applied, the item enters an Awaiting approval state after submission. An approver must review and approve or reject the item before it is dispatched.

Creating an approval rule​

  1. Go to Admin → Mail approval rules.
  2. Select New rule.
  3. Choose the mail type the rule applies to.
  4. Set the approver — a named user, a role, or a project admin.
  5. Set an approval timeout if applicable.
  6. Save.

Rule conditions​

Rules can apply unconditionally to a mail type or conditionally based on:

  • Recipient type (external recipient, specific company, or distribution list).
  • Document type or package.
  • Value thresholds (for correspondence involving cost or formal status changes).

Approver actions​

The approver receives an in-app notification and email when an item is waiting. They can:

  • Approve — the item is dispatched as composed.
  • Approve with edits — the approver modifies the item before dispatch.
  • Reject — the item is returned to the composer with a rejection note.

Timeout behaviour​

If an approver does not act within the configured timeout period, the item can be auto-approved, escalated, or flagged for admin attention depending on the rule configuration.