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Configuring Mail Type rules

Specify which mail types can be used for creating, replying or forwarding, and control which mail types can update a mail's status to complete a process.

Mail rules control which mail types can be used for certain business processes. As a project admin, you can specify which mail types are allowed to be used for starting a mail thread, and which can be used for replying and forwarding. This means fewer mistakes as its easier for users to choose the right mail type. For greater control over your mail processes, you can also specify which mail types will complete a process when used.

  1. Log into Aconex and click on Setup in the Module Menu.
  2. Under Project, click on Project Settings.
  1. Click Mail Types.
  2. For the selected Mail Type you wish to edit, click Edit Rules.  
    For this example, we’ll edit the rules for Request for Information.
click edit rules
  1. Specify whether users on this project can create a mail (start a mail thread) of this mail type.  This will be ticked by default.
allow users to create mail
  1. From here you can choose available mail types when replying to, and/or, forwarding this mail type.
    Let’s choose Custom in the Reply with column to select mail types that can be used as a reply.

configure reply mail types
  1. Select mail types to be made available for replying and click on the >> arrow to move them across to the Selected column. Then click OK.
select reply types
  1. The selected mail types will now appear in the Reply with: column.  Now, only these mail types can be used to reply to a Request for Information. 
    By default they are set to Update Status, meaning they can all be used as a final response to complete the RFI process.
added mail types a set to update status by default

Make sure organizations working on your project have access to use these Mail Types, otherwise, they may not be able to respond.  See Configure Mail Types for your project.

  1. To prevent a mail type from updating the status of a conversation (i.e. keep the conversation Outstanding), click the edit icon next to Updates Status.
click the edit button
  1. Select the mail types that should not update the status and click on the » arrow to move them across to the No column. Then click OK.
select mail types that will not update the status

Note: Permitted users can manually mark mail as their response, and update the status. Read Mark sent mail as your response.

  1. Click Save to apply the rules.

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