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The Correspondence tool is so flexible that you can use it to manage just about any communication that you want to elevate outside of your email to maintain in your formal Procore system of record instead.
Below are some ideas on what you can do with the Correspondence tool, based on how our current customers are using it.
General Contractor
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Owner/CM
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Specialty Contractor
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All Companies
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In order to start using the Correspondence tool on your projects, a company admin must first create one or more correspondence types at the company level.
For those without company-level admin permissions: If you want to start using the Correspondence tool, talk to your company’s Procore Administrator and check out the lists above for ideas.
The Correspondence tool is unlike any other tool in Procore. Whereas most Procore tools apply to a specific business process, such as RFIs, and come pre-templated with associated fieldsets, for example all RFIs have “assignee” and “due date” fields, the Correspondence tool is open for you to configure. When setting up a new Correspondence Type for your company, you are essentially building a “custom Procore tool” from scratch, including deciding what data fields will be associated with it. That means there are a couple of initial setup steps involved.
Note that Procore provides the following pre-built templates for correspondence Types:
You can find the pre-built templates in the Company level Admin tool. See Add a Template Correspondence Type. These templates are an easy way to get started with the Correspondence tool - then, when you’re ready to create your own correspondence types, follow along with the steps below.
Below, we cover the recommended steps for setting up new correspondence types for your teams. You can create multiple correspondence types for your company - the following instructions walk you through setting up one correspondence type.
After you have created the correspondence type, you can then finish creating the fieldset for the correspondence type.
Start at step 6 below:
Start at step 3 below:
Expand or Collapse Field Type Options
Start at step 5 below:
After you have added one or more custom fields to the fieldset, click Save.
Granular Permission Name | Granular Permission Description |
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Create Item | Grants users the privilege to create a correspondence item. Note: Since users with 'Standard' level permissions on a correspondence type can create correspondence items, the 'Create Item' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template. |
Respond to Items They Are On | Grants users the privilege to respond to correspondence items that they are added to the item's 'Assignee' field, 'Received From' field, or 'Distribution' list. Note: Since users with 'Standard' level permissions on a correspondence type can respond to correspondence items they are on, the 'Respond to Items They Are On' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template. |
Edit Open Items They Created | Grants users the privilege to edit 'Open' correspondence items that they created. Note: Since users with 'Standard' level permissions on a correspondence type can edit 'Open' correspondence items they created, the 'Edit Open Items They Created' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template. |
Respond to Items Accessible to Users within Same Company | Grants users the privilege to respond to correspondence items that are accessible to another user within their same company. Users with this granular permission cannot view 'Private' correspondence items unless they have also been granted the 'View Private Items Accessible to Users within Same Company' granular permission. |
View Private Items Accessible to Users within Same Company | Grants users the privilege to view 'Private' correspondence items that are accessible to another user within their same company. |
There are additional settings you may configure for each Correspondence Type at the project level. You can use these settings to:
Because Correspondence is so flexible, it’s important to have a comprehensive plan upfront so you can make sure you are using it in an efficient way that best suits your teams’ needs.
Successful rollout and adoption require the teams to get on board and start using the new functionality. That means people need to be aware of the functionality, its expectations for use, and where to go for help and feedback!