Mail Type Configuration

Mail type configuration defines which correspondence types appear when a member composes a new item in a project. For each type, you set the auto-number prefix, whether a response is required, the default response due-date window, and whether the type is currently active.

Built-in types (RFI, NCR, TQ, Site Instruction, General) are available to all projects by default. You can customise their settings or create organisation-specific custom types.

Built-in correspondence types

Code	Full name	Typical use
rfi	Request for Information	Seeking clarification on design or contract details
ncr	Non-Conformance Report	Recording and resolving non-conforming work
tq	Technical Query	Technical clarification during construction
si	Site Instruction	On-site direction to the contractor
general	General	Miscellaneous correspondence without a specific type

Configuring a type

1. Go to Settings → Mail → Type Configuration (org-level) or Project Settings → Mail → Type Configuration.
2. Click a type to open its settings, or click New Type to create a custom type.

Field	Required	Description
Code	Yes	Short identifier (e.g. rfi, ncr). Used internally and in auto-numbering. Must be unique per project.
Name	Yes	Full display name shown to members when composing (e.g. "Request for Information")
Number Prefix	Yes	The prefix applied to auto-generated reference numbers (e.g. RFI-, NCR-, TQ-). The system appends a sequential counter: RFI-001, RFI-002, etc.
Counter starts at	No	The starting number for the auto-counter. Default is 001. Useful when migrating from an existing system with pre-existing reference numbers.
Response required	No	If enabled, the correspondence item shows a Response Due Date field and the system tracks whether a response has been received.
Default due days	No	The default number of calendar days from the send date for the response to be due. Authors can override this at compose time.
Active	Yes	Only active types appear in the compose dropdown. Deactivating a type hides it for new items but does not affect existing items of that type.

3. Click Save.

Auto-numbering behaviour

When a member creates a new correspondence item:

1. They select the type (e.g. RFI).
2. The system generates the next reference number using the prefix and counter: RFI-001, RFI-002, etc.
3. The number is reserved at the point of creation (Draft status) — it does not roll back if the draft is deleted.
4. Numbers are sequential and gapless per type per project.

tip

If you need a numbering format that includes the year (e.g. RFI-2024-001), contact your organisation admin — the number scheme format is configurable in the organisation-level metadata settings.

Creating a custom type

Custom types follow the same configuration as built-in types but require a unique code. Custom types are visible only within the scope where they are created (project or org).

Example: a contract management team might add a cl type for "Contractual Letter" with prefix CL-, response required, and 14 default due days.

Project-level overrides

Organisation-level type configuration sets the default for all projects. Project admins can:

• Activate or deactivate a type for their project without affecting other projects
• Change the number prefix — useful if the project uses a different naming convention (e.g. the project uses TQ-P01- rather than TQ-)
• Change default due days — if the project contract specifies different response windows

Project-level overrides do not delete or change the org-level configuration — they only apply within that project.

Deactivating a type

Setting a type to Inactive removes it from the compose dropdown. Existing correspondence of that type remains intact and continues to display its type code. Deactivating a type does not affect search, filters, or reporting.

What's next

• Mail Distribution Rules — automatically add recipients based on correspondence type
• Mail Approval Rules — require internal approval before a type of correspondence is sent
• Correspondence Types Reference — full reference for all type fields and built-in behaviour