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Procore

Add a Template Correspondence Type

Objective

To add a template correspondence type.

Background

Procore has created several template correspondence types based on popular construction use cases and recommended practices. These template correspondence types have unique default fieldsets and can be added to one or more projects after the steps below are completed.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the Company level Admin tool.

Steps

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Correspondence.
  3. Click the Types tab.
  4. Click +Create.
  5. In the 'Add Correspondence Type' window, select the Start from Template button. (See Create a New Correspondence Type for information about the Make New Custom Type option.)
  6. Mark the checkbox next to each of the following template correspondence types that you want to add to your company:
    Note: Template correspondence types that have already been added to your company's Procore account are not be included in the Choose Templates list.
     
    Template Name and Prefix Example Usage Default Fieldset Configurations
    Addendum (ADD) This is a formal notification of a change in the project before the construction contract has been issued. Addendums can be issued to change the bid date, add or delete scopes of work, add unit price requirements, change project conditions, and more. What are the default fieldset configurations for Procore's 'Addendum' template correspondence type?
    Bulletin (B) This is a formal notification of change in the project after the construction contract has been issued. What are the default fieldset configurations for Procore's 'Bulletin' template correspondence type?
    Change Request (CR) This is an adjustment in contract price, an extension of the contract time, or a modification to the contract. What are the default fieldset configurations for Procore's 'Change Request' template correspondence type?
    Client Instruction (CI) This is a formal directive typically sent from the client to the builder to expand the scope of work, add new materials to the project, or to address issues and rework. What are the default fieldset configurations for Procore's 'Client Instruction' template correspondence type?
    Constraints (CON) This allows identification of constraints (a condition, agency, or force that impedes progress towards an objective or goal). What are the default fieldset configurations for Procore's 'Constraints' template correspondence type?
    Early Warning Notice (EWN) This allows parties to give early warning of anything that may delay the work, or increase costs, as soon as they become aware of them. What are the default fieldset configurations for Procore's 'Early Warning Notice' template correspondence type?
    Extension of Time (EOT) Successor to a Notice of Delay, this is an upstream communication from the contractor to the owner or from the subcontractor to the contractor identifyhing the relevant event that has caused the delay. What are the default fieldset configurations for Procore's 'Extension of Time' template correspondence type?
    General Correspondence (GC) This can be used when a communication doesn't fit a specific type. What are the default fieldset configurations for Procore's 'General Correspondence' template correspondence type?
    Lessons Learned (LL) This is an identification and an assessment of lessons that can be learned from a project that could be applied to other projects. What are the default fieldset configurations for Procore's 'Lessons Learned' template correspondence type?
    Letters (L) This is a formal communication. What are the default fieldset configurations for Procore's 'Letters' template correspondence type?
    Letters of Intent (LOI) This can be used for a range of purposes but is most commonly used in bidding to inform a client of your intent to bid on a project. What are the default fieldset configurations for Procore's 'Letters of Intent' template correspondence type?
    Material Request (MR) Many companies issue material (or purchase) requests prior to a purchase order in an effort to notify responsible parties of equipment or materials required for project completion. Responsible parties typically confirm the availability of items requested within the required timeline of the project. What are the default fieldset configurations for Procore's 'Material Request' template correspondence type?
    Mitigation Plan (MP) This provides the ability to identify and assign plans to address unexpected events (risks) that arise on a project, which could adversely impact the original planned dates of delivery and/or project costs. What are the default fieldset configurations for Procore's 'Mitigation Plan' template correspondence type?
    Notice of Delay (NOD) Precursor to Extension of Time, this is used to make a claim to extend the completion date or to recover costs for a project. Most contracts have clauses that deal with delays or notices of claims that spell out the requirements for submitting them. What are the default fieldset configurations for Procore's 'Notice of Delay' template correspondence type?
    Notice to Proceed (NTP) A notification letter from the owner addressed to the contractor stating the date on which the contractor can begin project work. The date marks the beginning of the performance period of the contract. What are the default fieldset configurations for Procore's 'Notice to Proceed' template correspondence type?
    Notification of Backcharge (NOB) Proactive notification to the responsible contractor of work not performed to expectations, indicating an amount that will be assessed to the responsible contractor if the issue is not remedied by the assigned due date. This is a predecessor to a change event or change order. What are the default fieldset configurations for Procore's 'Notification of Backcharge' template correspondence type?
    Permit Request (PER) Used as a method to identify and track the status of project permits. What are the default fieldset configurations for Procore's 'Permit Request' template correspondence type?
    Project Request (PR) Used as a method to track all potential projects that could be considered, many of which require a formal review and approval process, before the project is funded. What are the default fieldset configurations for Procore's 'Project Request' template correspondence type?
    Risk Identification (RI) Provides the ability to identify, quantify, and assign project risks (unexpected events that could adversely impact the original planned dates and costs of delivery). What are the default fieldset configurations for Procore's 'Risk Identification' template correspondence type?
    Site Instruction (SI) This is a formal directive typically sent to relevant project stakeholders to expand the scope of work or to purchase or test new materials for the project. This can also be used to address defect issues and rework. What are the default fieldset configurations for Procore's 'Site Instruction' template correspondence type?
     
  7. Optional: Mark the Items are private by default checkbox if you want all items that are created under this correspondence type to be private by default.
  8. Optional: Mark the Send an email notification when items are closed checkbox if you want email notifications to be sent when items created with this correspondence type are closed.
  9. Click Add.
    This creates a configurable fieldset for the template correspondence type that can be applied to existing projects, set as the default fieldset for the correspondence type on new projects, or edited.