Distribution & Routing
Beyond manually adding recipients when composing, Kazinex Workflows provides automated distribution and routing mechanisms that ensure the right people are always included — without the sender having to remember every time.
Manual recipient management
See Composing Correspondence for how to manually add To, CC, and BCC recipients when composing.
Automatic distribution via rules
Mail Distribution Rules automatically add recipients to correspondence based on its type or other metadata. These rules are configured by admins and run silently in the background when a member composes a new item.
How it works at compose time:
- The member selects the correspondence type (e.g. NCR).
- The system checks all active distribution rules.
- Rules matching the NCR type add their configured recipients to the CC field automatically.
- The member sees these auto-added recipients with a Rule badge.
- If the rule is Additive, the member can remove auto-added recipients. If Restrictive, they cannot.
Common automated distributions:
| Rule | Correspondence type | Auto-added to |
|---|---|---|
| Quality Manager CC | NCR | CC |
| Commercial Manager CC | Contractual Letter | CC |
| Project Director BCC (all urgent) | Any (Priority = Urgent) | BCC |
| Archive email BCC (all outgoing) | Any | BCC |
Configure distribution rules in Mail Distribution Rules.
Distribution lists as reusable recipient groups
A Distribution List is a named group of members you can add to the recipient field in a single click — instead of adding each person individually. Distribution lists are particularly useful for:
- Project team distribution (e.g. "Project Management Team")
- Subcontractor contact groups
- Client-side recipient groups
- Compliance distribution (e.g. "Quality & Safety Team")
Add a distribution list to correspondence the same way you add an individual member — search for the list name in the To or CC field. The list is expanded to its current members at send time.
See Distribution Lists for how to create and manage lists.
Approval before sending
Mail Approval Rules gate correspondence dispatch through an internal review step. When a rule matches:
- The item enters Pending Approval status after the author clicks Send.
- Designated approvers review and approve (or reject) the item.
- The item dispatches to external recipients only after internal approval.
This is essential for:
- NCR responses that must be reviewed by the Quality Manager before issue
- RFI responses reviewed by the Project Engineer before reply
- All outgoing correspondence in regulated environments
Configure approval rules in Mail Approval Rules.
Read receipts and response tracking
After sending, the item detail page shows:
- Which recipients have read the item (opened it in Kazinex)
- Whether the item has received a response (a child reply)
- The response due date (for types with response tracking enabled)
Overdue responses (past the due date without a reply received) are flagged with an overdue badge and trigger notifications to the sender and project admins.
What's next
- Mail Distribution Rules — configure auto-recipient rules
- Mail Approval Rules — gate dispatch with internal approval
- Distribution Lists — manage reusable recipient groups
- Correspondence Threading — reply and read status tracking