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.