Correspondence Numbering
Every correspondence item gets a unique reference number assigned automatically when the item is created. The number format is controlled by the Mail Type Configuration for the selected correspondence type.
Number format
The reference number consists of a prefix followed by a zero-padded sequential counter:
[Prefix]-[Counter]
Examples:
| Type | Prefix | Counter | Example number |
|---|---|---|---|
| RFI | RFI- | 3-digit | RFI-001, RFI-042 |
| NCR | NCR- | 3-digit | NCR-001, NCR-015 |
| TQ | TQ- | 3-digit | TQ-001 |
| Site Instruction | SI- | 3-digit | SI-001 |
| General | GEN- | 3-digit | GEN-001 |
| Custom (Contractual Letter) | CL- | 3-digit | CL-001 |
The prefix is configured per type in Settings → Mail → Type Configuration. The counter width (number of digits) can be set when configuring the type.
When the number is assigned
The reference number is assigned when the correspondence item is first created (even as a Draft). The number is reserved at that point. If the draft is deleted without sending, the number is not recycled — the next item gets the next sequential number.
This ensures numbers are always unique and there are never gaps in the sequence due to retry or draft-delete patterns. For audit purposes, a "missing" number indicates a deleted draft.
Per-type counters
Each correspondence type has its own independent counter. Sending an RFI does not advance the NCR counter. Each type's sequence starts at 001 (or a custom start value configured in type settings) and increments independently.
If your project is migrating from an existing system that already has correspondence numbered RFI-001 through RFI-067, configure the Counter starts at value to 68 in the type configuration so the Kazinex sequence begins at RFI-068.
Project-specific prefixes
If your project uses a project-code prefix in correspondence numbers (e.g. PRJ01-RFI-001 rather than RFI-001), configure the type prefix to include the project code:
- Type prefix:
PRJ01-RFI- - Result:
PRJ01-RFI-001,PRJ01-RFI-002
This is set per project in Project Settings → Mail → Type Configuration → Number Prefix.
Year-based numbering
For numbering schemes that reset by year (e.g. RFI-2024-001, RFI-2025-001), include the year in the prefix:
- Prefix:
RFI-2024- - Counter:
001
Update the prefix at the start of each year to reset the visual sequence while maintaining uniqueness of all numbers.
If you need true year-based counter resets (counter restarts at 001 each year), configure a new mail type or adjust the counter start value at the beginning of each year.
What's next
- Mail Type Configuration — configure prefixes, counter start, and response settings per type
- Composing Correspondence — create and send correspondence
- Correspondence Types — which type to use for which situation