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Configure Mail Automation

This tutorial walks you through configuring a mail type, adding an approval rule, and adding a distribution rule so that a category of outbound mail is consistently formatted, approved, and routed.

Outcome​

You will have one mail type fully configured with approval and distribution automation active, ready to use on any project.

Before you start​

You need organization admin access. Decide which mail type you are configuring — for example, a formal transmittal to clients. Identify who should approve items before dispatch and which recipients should always be included.

Steps​

1 — Configure the mail type​

  1. Go to Admin → Mail type config.
  2. Select New mail type.
  3. Enter the type name and display label.
  4. Set a numbering prefix that fits your document control standard, for example TX-EXT.
  5. Assign a template layout.
  6. Mark required fields.
  7. Save.

2 — Add an approval rule​

  1. Go to Admin → Mail approval rules.
  2. Select New rule.
  3. Choose the mail type you just created.
  4. Set the approver to the relevant user or role.
  5. Set a timeout of 24 hours.
  6. Save.

3 — Add a distribution rule​

  1. Go to Admin → Mail distribution rules.
  2. Select New rule.
  3. Set the trigger to the same mail type.
  4. Add the required recipients — typically a client representative or distribution list.
  5. Set the rule to Add (not Replace) so manual recipient selection still applies.
  6. Save.

Verify​

Compose a test item using the new mail type. Confirm it enters Awaiting approval state. Approve it as the configured approver. Confirm the recipients include those from the distribution rule.

Next steps​

  • Add further distribution rules for other mail types.
  • Configure mail signatures to include organization branding on outbound items.