Mail Distribution Rules
Mail distribution rules automatically add or override recipients on outbound mail items based on defined conditions. They ensure the right parties are copied on transmittals, correspondence, and notifications without relying on manual selection each time.
When to use distribution rules
- To ensure client representatives are always copied on formal transmittals.
- To route copies of specific document types to a regulatory contact.
- To keep discipline leads informed of submissions in their area without individual configuration.
Creating a distribution rule
- Go to Admin → Mail distribution rules.
- Select New rule.
- Choose the trigger — mail type, document type, package, or status change.
- Set the recipient condition — add or replace the current recipient list.
- Assign the recipient — a named user, access group, or distribution list.
- Set the rule priority if multiple rules may apply.
- Save.
Rule evaluation
Rules are evaluated when a mail item is created. Multiple rules can match the same item. The result is the union of all matched recipients unless a rule is set to Replace, which overrides the user's manual selection.
Auditing rule effects
The mail activity log shows which distribution rules were applied to each dispatched item. Review this log if a recipient unexpectedly received or did not receive a mail item.
Avoiding conflicts
Do not create overlapping rules that add conflicting recipients. Use the Preview tool when creating a rule to verify the expected recipients before saving.