Mail Configuration
Kazinex Workflows includes a fully configurable mail (correspondence) system with five sub-systems that work together to automate, standardise, and control how correspondence is created, routed, and approved in your organisation.
Understanding how these five sub-systems interact is key to setting up an efficient correspondence workflow.
The five mail sub-systems
| Sub-system | Purpose | Who configures it |
|---|---|---|
| Mail Signatures | Add a personal or organisational sign-off block to outgoing correspondence | Org Admin, Project Admin, or any member (for personal signatures) |
| Mail Templates | Pre-built body text for common correspondence types (RFI responses, NCR notices, etc.) | Org Admin, Project Admin |
| Mail Type Configuration | Define the correspondence types available in a project, their auto-numbering, and response requirements | Org Admin, Project Admin |
| Mail Distribution Rules | Automatically add CC/BCC recipients based on the correspondence type or metadata | Org Admin, Project Admin |
| Mail Approval Rules | Require internal approval before correspondence is sent externally | Org Admin, Project Admin |
How the sub-systems interact
When a member composes a new correspondence item:
- Mail Type Configuration determines which types appear in the "Type" dropdown (e.g. RFI, NCR, TQ). It also applies the correct auto-number prefix and sets the default response due date.
- Mail Templates provide body text the author can load instead of writing from scratch.
- Mail Signatures are appended to the body based on the author's default signature preference.
- Mail Distribution Rules are evaluated when the correspondence type and metadata are entered — matching rules automatically add recipients to the To or CC fields.
- Mail Approval Rules are checked when the author clicks Send — if a matching rule exists, the correspondence enters an internal approval queue before it is dispatched.
Where to find mail configuration
Mail configuration settings are in two locations:
- Organisation-level settings: Settings → Mail (tab) — affects all projects in the organisation unless overridden at project level
- Project-level settings: Project Settings → Mail — can add or override organisation-level configuration for a specific project
Scope hierarchy
| Scope | Applies to |
|---|---|
| Organisation | All projects unless a project-level override exists |
| Project | This project only — can extend or restrict org-level settings |
| User | The individual member's personal signatures and template preferences |
Admin requirements
All mail configuration sub-systems require at minimum Project Admin permissions. Organisation-level mail configuration requires Org Admin.
See Mail Configuration Admin Guide for governance, change control, and best practices.
In this section
- Mail Signatures — create, edit, and manage sign-off blocks
- Mail Templates — build reusable body-text templates
- Mail Type Configuration — define types, numbering, and due dates
- Mail Distribution Rules — auto-add recipients by rule
- Mail Approval Rules — require internal sign-off before sending