Once a letter is finalized, the Correspondence panel (formerly labeled "Letters" on case,
property, and permit file screens) shows its full distribution history — every channel it's
gone out on, in one place — and lets you record a new one.
You'll see a Record distribution (or email or record distribution) menu in three
different places. All three write to the exact same history shown in the Correspondence
panel, so use whichever is convenient in the moment:
- Directly on the letter's row in the main letter table — no need to open anything first.
- Inside the letter's details view, in the Distribution history panel.
- On Step 4 — Finalize & Send of the letter flow, immediately after finalizing, so you
don't have to reopen the letter to record how it went out.
Use the Record distribution menu on a finalized letter to log any of:
- Mailing — the date mailed, a mail method (First Class, Certified Mail, Priority Mail, or
Hand Delivered), an optional certified-mail tracking number, and notes.
- Email — see Emailing a letter below.
- Posting / placard — the date, a location description (e.g. "front door"), optional GPS
coordinates, notes, and an evidence photo. A photo is strongly encouraged for placards but
not required.
- Door-hanger — the same fields as posting, for door-hanger courtesy notices.
Every entry appears in the Correspondence panel with its channel, date, a short detail line,
its outcome, and any notes — so at a glance you can see everything that's been done to notify
a recipient, not just whether it was mailed.
Choosing Send by email opens a two-tab dialog:
- Email to letter recipient — pick from any email address already on file for the
recipient, or add a new one right in the dialog. Adding a new address here saves it onto
that person's own contact record and immediately becomes selectable in the picker above it,
so you don't have to leave the letter to update their contact info first.
- Email to other linked person — send a copy of the finalized letter to any other person
linked to the parent case or property (a co-owner or attorney, for example) without changing
who the letter's official recipient is. Because this sends to someone other than the
recipient, choosing an address here opens a second confirmation dialog before it actually
sends.
Sending via CodeNforce email hard-locks the letter forever — there's no undo and no
delayed-send takeback, no matter which tab you send from. The finalized PDF is attached
automatically when available, and delivery status (sent, delivered, bounced, opened, clicked)
updates automatically on the distribution history as CodeNforce hears back from the mail
provider — you don't need to check anywhere else.
See also: Generating and sending a letter,
Printing a letter.
Back to: Letters & Emailing — User Guide