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Procore

Respond to a Correspondence Item

 Early Access
The following documents describe functionality that is currently not available in all accounts. Please contact your Procore Account Manager for more information.

Objective

To send a response to a correspondence to which you have been assigned using the Correspondence tool. 

Background

To reply to a correspondence via the Procore web application you must be assigned 'Admin' level permissions on the project's Correspondence tool.

 Note
  • Users with 'Read-Only and 'Standard' level permission to the Correspondence tool who are NOT members of the Correspondence's Distribution List, will neither be notified nor able to view unofficial responses.
  • Reach out to your Procore point of contact if you want for Private correspondence items to be hidden from users with 'Admin' level permissions at the company or project level, ensuring they will not have the ability to view or respond to private items unless they are specifically included on the correspondence item. (If your company is based in Australia or New Zealand, this additional level of privacy will be enabled by default).
  • You can always see who has permissions to private items via the 'Permissions' tab when viewing a correspondence item.
    OR
    'Standard' level permission or higher on the project's Correspondence tool.
    AND
    You must be the creator of the correspondence or a user listed in the item's Assignee, Recieved From, or Distribution fields. Additionally, users who belong to the same companies as the users listed on the correspondence item can also respond to private items if the General Correspondence type has the granular permission of 'Respond to Private Items Accessible to Users within Same Company' enabled.


*Notes:
- Reach out to your Procore point of contact if you wish for Private correspondence items to be hidden from users with 'Admin' level permissions at the company or project level, ensuring they will not have the ability to view or respond to private items unless they are specifically included on the correspondence item. (If your company is based in Australia or New Zealand, this additional level of privacy will be enabled by default).
- You can always see who has permissions to private items via the 'Permissions' tab when viewing a correspondence item.
OR
'Standard' level permission or higher on the project's Correspondence tool.
AND
You must be the creator of the correspondence or a user listed in the item's Assignee, Received From, or Distribution fields. Additionally, users who belong to the same companies as the users listed on the correspondence item can also respond to private items if the General Correspondence type has the granular permission of 'Respond to Private Items Accessible to Users within Same Company' enabled.
 

Things to Consider

  • To submit a reply to a correspondence via the Procore web app:
    • 'Admin' level permission on the project's Correspondence tool.
      OR
    • 'Standard' level permission or higher on the project's Correspondence tool.
      AND
    • You must be a member of the correspondence's Assignee or Distribution list.

Steps

  1. Open the new correspondence message in your email client. Next to More details, click View online
     Note
    • If you are currently logged in to Procore, the link directs you to the Correspondence details page. Additionally, you can skip step #1 if you navigate within the Procore web application directly to the correspondence item to respond.
    • If you are NOT logged in to Procore, the system will prompt you to log in and then direct you to the Correspondence details page.
  2. Scroll to the bottom of the page that appears. 
    In the Activity area, do the following:
    1. Enter your response in the text box.
    2. Optionally add files as attachments using one of these options:
      • Click Attach File(s) 
        OR
      • Use a drag-and-drop operation to move files from your computer to the Drag and Drop Files area. 
    3. Click Post Response.

After you have submitted your reply, an email notification is sent to designated members on the correspondence's 'Assignee', 'Received From', and 'Distribution List'.

See Also

Create a Correspondence Item