Correspondence Configuration

The Correspondence Configuration screen allows you to configure the file formats to be used while uploading correspondence attachments, and options for sending, receiving and encrypting correspondence.

Steps to Configure Correspondence

Click Administration > System Configuration > Correspondence Configuration. The Correspondence Configuration screen displays as shown below:
Configure the fields described below per your agency's requirements.

Field	Description
Correspondence Configuration
Sender's Default Email Address (From)	Sender's Default Email Address (From) — The default email address for the sender. Select one of the following options: User Email: The electronic address of the logged-in user. User Action Office Email: This option will be selected by default. When selected, displays the Send From field with the following options: User Action Office Email Address Only: The electronic address assigned to the Action Office. User Action Office Name/Email Address: The unique identifier for the Action Office and the electronic address assigned to it. User Name/User Action Office Email Address: The unique identifier for the user and the electronic address assigned to the Action Office. or Global Email Address: The Global From Email Address field and the Set Reply-To to User's Email Address checkbox. See Global Email Address below.
When Sending Correspondence, Send Document in	The standard format for sending documents. Select one of the following options: Native: The original file type of the document. The file type used is based on your agency's software requirements and client workstation access configuration. This option will be selected by default. TIFF-Single File: Tagged Image File Format is a widely supported format for storing images/graphics. PDF: Portable Document Format is the standard supported format for representing documents.
When Sending Request for Documents, Send the Memo in	The standard format when preparing a memo for a Request for Documents. Native is the default option. Select one of the following options: Native: This is the original file type of the document. The file type used is based on your agency's software requirements and client workstation access configuration. TIFF-Single File: Tagged Image File Format is a widely supported format for storing images/graphics. PDF: Portable Document Format is the standard supported format for representing documents.
Scanned File Format for Received/Sent Correspondence	The standard format for documentation sent or received by or from a scanning device. Select one of the following options: PDF: Portable Document Format is the standard supported format for representing documents. This option will be selected by default. TIFF: Tagged Image File Format is a widely supported format for storing images/graphics.
Max Allowed Email Attachment Size* (Enter 1 to 99 MB. Verify agency max. size to avoid conflicts)	The maximum file size of email attachments.
Global Address List Display Count* (Enter 0 to retrieve All/Max value is 9999: May take extended time to load)	The maximum number of addresses that can be displayed on the Global Address List.
Auto Save Correspondence every "X" minutes during active Customize & Save session based on user preference.*	The frequency (in minutes) in which correspondence will automatically be saved during an active "Customize & Save" session.
Prompt User to Send Correspondence after Request Creation	When this checkbox is selected, the system will prompt the user with the option to send correspondence to the Requester after creating and saving a Request. The Send Correspondence screen will automatically be displayed after a Request is created.
Encrypt Correspondence	This option allows for added security for accessing and viewing correspondence stored on the file server. When this checkbox is selected, the content of correspondence will only be displayed to licensed users. Otherwise, correspondence content will be available for users with access to the file server.
Correspondence Delete (Special Access or Delete Permissions Required)
Correspondence Delete (Special Access or Delete Permissions Required)	The contents of the Correspondence Log can be updated so that only applicable correspondence is maintained. Select one of the following options to delete from the Correspondence Log: Mark as Delete: The system tags documents in the Correspondence Log for deletion, but the correspondence is visible and remains in the log with "Delete" as the status. Permanent Delete: The system removes correspondence in the Correspondence Log.
Configure Allowed Correspondence Formats
Configure Allowed Correspondence Formats	When selected, allows you to specify which file types users can upload into the Correspondence Log and that are accepted by your agency. This feature may require input from your agency's IT Security team in order to restrict any potentially dangerous file types such as .exe. Select the checkboxes next to the File Formats you want to allow. To add a new File Format, follow the Steps to Create a New File Format described below.

If you select Global Email Address from the Sender's Default Email Address (From) drop-down menu, configure the fields describe below.

Field	Description
Global From Email Address	The centralized sender address; required, and accepted only in valid email format
Set Reply-To to User's Email Address	Directs replies to the user who sent the email, on user-initiated email only

NOTE: For Microsoft 365 delivery, the domain of the Global From Email Address must match a configured row in the Email Domain Credentials table on the Mail Server Configuration screen. SMTP does not perform domain validation, and all email domains are accepted in SMTP mode. A Reply-To address is applied to user-initiated email only — correspondence, Request for Documents memos, and email reminders a user sends. System-generated notifications and scheduled jobs are sent without one, even while this checkbox is selected. Clearing the checkbox removes the Reply-To address from every outbound email.

The following validation messages will be displayed based on the scenarios described below.

Scenario	Validation Message
The Global From Email Address is not in a valid email format	Please enter a valid email address.
The address domain does not match a configured email domain in Microsoft 365 mode	This From address cannot be used. Its domain must match one of your configured domains.

NOTE: The configuration is not saved until the address passes both checks, and the previously saved configuration is retained.

The sender address configured here is applied to every outbound email. Depending on the selected configuration, the From address resolves to the user’s email, the user’s Action Office email, or the configured Global From Email Address. The From field is read-only in each of those areas and cannot be typed into, pasted into, or overwritten.

The following areas apply the configured sender address:

Area	Path
Correspondence	A request > Correspondence tab
Request for Documents	A request > Request for Documents > New > Sent via Email
Request for Documents reminders	A request > Request for Documents > Send Email/Reminder
Document delivery	A request > Add Documents > Perform Final Action > Deliver Document, with Delivery Mode set to Email
Report exports	Reports > any report > Export > Email
Report Scheduler	Reports > any report > Report Scheduler > New > Recipients Information
EDR reports	A request > EDR > Report > mail option
Lifecycle notifications	Emails generated from Email Template Configurations — Assignment, Extension, Fee Waiver, Expedite, and Close triggers for FOIA and Appeal, and Task triggers
Task Reminder emails	Scheduled task reminders — the Upon Task Due within X days trigger, on both the Daily and Once frequencies

Lifecycle notifications and Task Reminder emails have no From field on screen; they resolve the configured sender address when the scheduled job runs.

NOTE: The configured sender address is applied identically whether the Authentication Mode is SMTP or Microsoft 365 Email. The existing SMTP sending process is otherwise unchanged.

Selecting the Set Reply-To to User's Email Address checkbox directs replies to the individual who sent the email, while the From address stays the global sender address. The setting does not apply uniformly to all outbound mail — it distinguishes email a user sends from email the application generates on its own.

Email type	From address	Reply-To address
User-initiated — correspondence, Request for Documents memos, and email reminders a user sends	Global sender address	The email address of the user signed in at the time of sending
System-generated notifications — request assignment, status change, and the lifecycle triggers configured under Email Template Configurations	Global sender address	None; replies are directed to the global sender address
Scheduled jobs — Task Reminder emails and the notification jobs configured under Scheduler Configuration	Global sender address	None; replies are directed to the global sender address

A user-initiated email resolves its Reply-To address each time it is sent, so the same template sent by two users carries a different Reply-To address for each. Clearing the checkbox removes the Reply-To address from every outbound email, user-initiated email included, and replies to all mail are then directed to the global sender address.

Switching the Sender's Default Email Address (From) setting from Global Email Address to User Email or User Action Office Email hides and clears both the Global From Email Address field and the Set Reply-To to User's Email Address checkbox.

NOTE: A Reply-To address is applied to user-initiated email only. System-generated notifications and scheduled jobs are sent without one, even while the Set Reply-To to User's Email Address checkbox is selected.

An email is dispatched only after a valid sender address resolves from this configuration. The address resolves differently for each sender setting, so a setting that resolves for one user may not resolve for another.

Sender setting	Sender address resolves when…	Result
Global Email Address	A Global From Email Address is saved	The address is resolved for every user, and Send Email is available
User Email	The signed-in user has an email address on their profile	Send Email is available for that user
User Action Office Email	The Action Office of the request has an email address on file	Send Email is available for that request

Send Email stays unavailable while no valid sender address resolves, and it becomes available as soon as one does. The condition applies on every screen that sends email — Send Correspondence, Deliver Documents with the Delivery Mode set to Email, the Request for Documents email screens, and the report email export screens.

A global sender address does not depend on the user or the Action Office, so it resolves for every request. Send Email therefore stays available under a global sender address even when the Action Office of the request has no email address on file.

Two further conditions stop delivery after Send Email has been used, rather than making the action unavailable:

Condition	Result
The mail service is unavailable	The email is reported as not sent, and no success is recorded
In Microsoft 365 Email mode, the domain of the sender address has no matching row in the Email Domain Credentials table	The email is marked as Failed, and a domain validation error is recorded in the Email Log

NOTE: A sender setting of User Email or User Action Office Email resolves no address when the user profile or the Action Office has no email address on file, and Send Email stays unavailable until an address is added. Configuring a global sender address resolves this for every user.

How Microsoft 365 Email Mode uses the Resolved From Address

Setting the Authentication Mode on the Mail Server Configuration screen to Microsoft 365 Email hides the User Email and User Action Office Email options on every email-producing screen. Outbound mail is sent from the address resolved by this configuration, and the sender cannot be selected per email.

NOTE: In Microsoft 365 Email mode, the domain of the resolved sender address must match a configured row in the Email Domain Credentials table on the Mail Server Configuration screen. An address whose domain has no matching row causes the email to be marked as failed, with a domain validation error recorded in the Email Log.

A single email addressed to more recipients than the Recipient Limit configured on the Mail Server Configuration screen is delivered in several batches automatically. To learn more, see ATIPXpress Send Emails Using Azure.

Click Save. A confirmation message displays as shown below.

ATIPXpress validates the Global From Email Address when you click Save:

Scenario	Validation Message
The field is empty	The existing required-field validation message
The value is not a valid email address	Please enter a valid email address.
The domain of the value does not match a configured domain for the selected email mode	This From address cannot be used. Its domain must match one of your configured domains.
The list of configured domains cannot be retrieved	Unable to verify the allowed domains right now. Please try again.

Nothing is saved until the address passes every check. A failed validation leaves the field in an error state and retains the last successfully saved configuration.

Changing Sender’s Default Email Address (From) from Global Email Address to User Email or User Action Office Email hides and clears the Global From Email Address field and the Set Reply-To to User's Email Address checkbox, so no stale global value is applied.

The configured sender identity is applied to every outbound email ATIPXpress sends, including automated lifecycle notifications generated from Email Template Configurations and Task Reminder emails. These messages carry no user-facing From field and no user-level Reply-To address.

Click OK.

Steps to Create a New File Format

Click Add New. The Configure Allowed Correspondence Formats section displays as shown below.
Enter a File Format and its corresponding Extension.
Click Save.

NOTE: The screen will display a message if a file type already exists in the list. Click Back to return to the Correspondence screen.