Mail Type Configuration
Mail types define the categories of system-generated outbound mail — transmittals, correspondence types, notifications, and formal review communications. Each mail type controls the template, fields, numbering, and dispatch behaviour for that category.
Why mail types matter
Mail types ensure outbound communications follow consistent formatting, carry the right metadata, and are dispatched through the right channels. Getting the configuration right before a project goes live prevents inconsistent document identifiers and missing recipient information.
Accessing mail type configuration
Go to Admin → Mail type config. This section is visible to organization admins only.
Mail type fields
| Field | Description |
|---|---|
| Type name | Internal reference used when selecting the mail type. |
| Display label | Label shown to users when composing or selecting. |
| Numbering prefix | Auto-number prefix applied to each outgoing item of this type. |
| Template | Layout template controlling fields, branding, and structure. |
| Required fields | Fields that must be completed before dispatch is permitted. |
| Approval required | Whether the item must be approved before dispatch. |
| Distribution default | Default distribution list applied on creation. |
Creating a mail type
- Select New mail type.
- Enter the name, display label, and numbering prefix.
- Assign a template.
- Set required fields.
- Configure dispatch rules (approval required, default distribution).
- Save and activate.
Activating and deactivating
Deactivated mail types do not appear when composing. Previously issued items of a deactivated type remain unchanged in the record.
Related configuration
- Mail approval rules — which mail types require approval before dispatch.
- Mail distribution rules — automatic recipient routing.
- Mail signatures — organization and user signatures.