Correspondence - Release Notes

Start Correspondence Workflows on Mobile (01/28/2025)

You can now use your mobile device to create correspondence items with workflows applied! After a company admin sets up a workflow template at the Company level, you can send correspondence items through an approval workflow to streamline formal communication processes and enforce contractual obligations. Now that workflows are available in the Correspondence web application, Procore is extending this integration to the mobile app.

Correspondence items have the following differences when a workflow is assigned and the item is issued:

• ‘Status’: Read-only field that auto-populates with information from the workflow.
• ‘Due Date’: Read-only field that auto-populates with dates determined by the workflow and has a name change to 'Current Step Due Date'.
• ‘Assignees’: Read-only field that auto-populates with the user assigned to the current step as determined by the workflow. The field's name changes to 'Current Step Assignee', but the 'Assignees' field remains a reportable, single field listing all assignees across the workflow. 
• ‘Distribution Member’: Any distribution members in the workflow template automatically populate here and cannot be removed once the workflow initiates. Additional members can be added using the Procore web application, but only distribution members in the workflow template receive notifications. 
• ‘Create & Issue’: Tapping this button automatically starts the workflow process for the item. Or, you can save the item as a draft.

Correspondence Workflows Enhanced & available to starter pack customers (01/21/2025)

Procore Starter Pack accounts can now use workflows on correspondence items! The Correspondence workflows integration is rolling out to Starter Pack accounts over the next few days. After setting up a workflow template at the Company level, correspondence items can be sent through a workflow to streamline formal communication processes and enforce contractual obligations.

Along with this expansion in availability, correspondence items also have the following changes when a workflow is assigned and the item is issued:

• ‘Status’: Read-only field that auto-populates with information from the workflow.
• ‘Due Date’: Read-only field that auto-populates with dates determined by the workflow and has a name change to 'Current Step Due Date'.
• ‘Assignees’: Read-only field that auto-populates with the user assigned to the current step as determined by the workflow. The field's name changes to 'Current Step Assignee', but the 'Assignees' field remains a reportable, single field listing all assignees across the workflow. 
• ‘Distribution Member’: Any distribution members in the workflow template automatically populate here and cannot be removed once the workflow initiates.
  • Manually add additional distribution members on the correspondence item to give them item access. However, notifications are only sent to members on the workflow distribution list, not the correspondence item distribution list. 
• ​​​​'Post Response and Change Status' button: Since the item’s status is determined by the workflow, this button becomes ‘Post Response’.

'non-editable' setting for open and closed Correspondence items (11/13/2024)

Procore's new 'non-editable' option enhances correspondence integrity by disabling editing for correspondence items that are no longer in Draft status. This ensures a stable record of the information all parties received and responded to in the Correspondence tool. Even Admins cannot edit correspondence items that have been created and issued when 'non-editable' is turned on at the company level. However, users can still respond to correspondence items and link related items. Work with your Procore point of contact to enable this functionality for your account, and see Edit a Correspondence Item for more information. 

new Correspondence notification options for removing users and Editing ITEMs  (09/12/2024)

To improve transparency and data integrity, the Correspondence tool has two new notification options: 1) "Item Updated" sends a notification to the user roles enabled in the Correspondence email matrix when an "Open" Correspondence item is edited and 2) "User Removed" sends a notification to the user removed from a correspondence item's "Assignee", "Distribution", or "Received From" fields if the particular user role associated to those fields has this notification enabled in the Correspondence email matrix. These features are available for all accounts via a project's Configure Settings. For email notification details, see Who receives correspondence item emails and push notifications?

Improvements to Item Layout, Loading icon, and close date (09/05/2024)

The Correspondence tool has the following three improvements when viewing an item:

• Fieldset layout: Correspondence items now display in a four-column layout instead of a three-column layout.  This provides a consistent experience across Procore tools.

• Loading spinner: Previously, when clicking either the ‘Save as Draft’ or ‘Create & Issue’ button, both of the buttons displayed a loading spinner, but now only the button that was clicked shows a loading spinner. 

• Item close date: When a Correspondence item is closed, the date now appears next to the ‘Status’ field on the item view page. 

enhancements to custom statuses in Correspondence (06/25/2024)

Procore users have two new custom status mapping options for correspondence items: ‘Closed - Unsuccessful’ and ‘Closed - Successful’. Both options close an item, but 'Closed - Successful' results in a green status and 'Closed - Unsuccessful' in red to show that the issue was not approved or completed. Two separate categories for closed items allows for more detailed reporting.

In addition, users utilizing the Workflows tool can now associate a Correspondence custom status to a workflow step’s Item Status. For example, custom statuses mapped to ‘Closed - Successful’ will be available for successful End Steps and custom statuses mapped to ‘Closed - Unsuccessful’ will be available for unsuccessful End Steps.  This improves progress tracking by allowing more accuracy in associating statuses with workflow steps. 

custom statuses used in Correspondence items and workflows cannot be deleted (06/25/2024)

To preserve data integrity, custom statuses that are used in a correspondence item or a correspondence workflow cannot be deleted. See Manage Custom Statuses for Correspondence Types.

Linking Items is Now separate from Correspondence Fieldset (06/17/2024)

The Correspondence tool has a new way of linking an origin correspondence and origin RFI to a correspondence item. Instead of of adding them while creating an item, Procore's new Link button helps users select the correct origin items. The origin items then show up in the Links section of the correspondence item. This centralizes all linking and improves the user experience. See Link an Origin Correspondence Item or Origin RFI to an Existing Correspondence Item. 

Creating and linking new correspondence, RFI, or change events to a correspondence item still works the same and can also be accessed via the new Link button.  See Create and Link an RFI, Change Event, or a Different Correspondence Item to an Existing Correspondence Item.

'Closed' status prevents responses (05/03/2024)

Procore users can no longer add responses to correspondence items with a 'Closed' status or a custom status that is mapped to 'Closed'. This reduces the possibility of missed information. 

Correspondence Tool included in Procore starter packs (04/22/2024)

The Correspondence tool is now part of Procore's Starter packs for new and existing customers! Correspondence starter pack customers can create 10 correspondence types from our pre-built templates. See Create a New Correspondence Type, and reach out to your Procore point of contact to learn more. 

Visual Updates to Correspondence Item Pages (08/10/2023)

Procore users now see a modernized design when viewing and editing correspondence items in the project's Correspondence tool. These updates enhance the appearance and layout of fields in the General, Related Items, Emails, Change History, and Permissions tabs. Additional updates to the Related Items and Emails tabs simplify the processes of adding related items and forwarding summary information about a correspondence item via email. See Correspondence: Visual Updates to Item Pages to learn more.

Orange Lock Icon Added to 'Super Private' Items in Correspondence List (01/24/2023)

Procore has added a new orange lock icon to items that were created using 'Super Private' correspondence types to the List and Archive tabs in the project's Correspondence tool.