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Procore

Correspondence

The Correspondence tool enables you to send custom correspondences to collaborators, such as subcontractors, contractors, and clients. The tool provides configurable templates for formal and informal correspondence types that can be sent from one party to another. An example of such a correspondence type is Extension of Time.

  • Create custom correspondence types for different business processes
  • Create and edit fieldsets that can be assigned to correspondence types
  • Create custom fields and assign them to one or more fieldsets
  • Assign a custom correspondence type to one or more projects
  • Create a general correspondence

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 Tip

To browse and search all Procore training videos, visit our video library.

Web

Correspondence Tool Permissions
 
Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Correspondence - Respond to a Correspondence Item

 

Correspondence - Create a Correspondence Item

 

Correspondence - Change the Status on a Correspondence Item

 

Correspondence - Add a Correspondence Type

 

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Correspondence - Change the Status on a Correspondence Item

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Correspondence - Change the Status on a Correspondence Item

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Web

Correspondence Tool Permissions
 
Create a Correspondence Item
 
Respond to a Correspondence Item
 
Change the Status on a Correspondence Item
 

Mobile

View and Respond to a Correspondence Item (Mobile) - Field Worker
 

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - View and Respond to a Correspondence Item (Mobile)

 

Correspondence - Respond to a Correspondence Item

 

Correspondence - Create a Correspondence Item

 

Correspondence - Change the Status on a Correspondence Item

 

Correspondence - Add a Correspondence Type

 

 

diagram_correspondence_tool-overview.png

 

Correspondence

Learn which user permissions are required to take the described actions in this tool.

 Important

Some actions that impact this tool are done in other Procore tools. See the User Permissions Matrix for the full list of actions taken in all other tools.

PERMISSIONS

   The action is available on Procore's Web, iOS, and/or Android application. Click to view the article.

icon-mindtouch-table-check.png Users can take the action with this permission level.

icon-mindtouch-table-check.png Users can take this action with this permission level AND one or more additional requirements, like granular permissions.

What granular permissions are available for the project's Correspondence tool?

Action None Read Only Standard Admin Notes

Add a Related Item to a Correspondence Item

 Web  

   

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Standard users can perform this task for correspondence items that they created.

Archive a Correspondence Item

 Web   

     

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Change the Status of a Correspondence Item You Created

 Web

 

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  • Create Item
    (for 'Draft' items)
    OR
  • Edit Open Items They Create 
    (for 'Open' items)

icon-mindtouch-table-check.png

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Users with 'Read Only' level permissions need 'Create Item' granular permissions to change the status of a 'Draft' item that they created. 

Users with 'Read Only' level permissions need 'Edit Open Items They Create' granular permissions to change the status of an 'Open' item that they created. 

Change the Status of a Correspondence Item Someone Else Created 

 Web
      icon-mindtouch-table-check.png  

Complete a Correspondence Item with DocuSign®

 Web

      icon-mindtouch-table-check.png Admin permissions needed on the correspondence type for which you want to initiate, download, or withdraw a DocuSign®.

Configure Advanced Settings: Correspondence

 Web

      icon-mindtouch-table-check.png  

Create a Correspondence Item                          

 Web     iOS     Android

 

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+ Create Item 

icon-mindtouch-table-check.png icon-mindtouch-table-check.png On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device. Tasks performed offline sync with Procore when a network connection is reestablished. 

Create and Link a New Correspondence Item from a Correspondence Response

 Web

 

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+ Create Item 

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+ Create Item 

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These are the permission levels needed on the correspondence type used to create the new item. 
Create and Link an RFI to an Existing Correspondence Item

 Web    
 

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  • Create Item

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  • Create Item

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All levels need additional permissions in the project's RFI tool: 

Create and link a 'Draft' RFI:
'Standard' level permissions or higher on the project's RFI tool.

Create and link an 'Open' or 'Closed' RFI: 'Standard' level permissions on the project's RFI tool with 'Act as RFI Manager' granular permissions enabled on your permissions template. Or "Admin' level permissions on the project's RFI tool. 

Create and Link a Change Event to an Existing Correspondence Item

 Web    
  icon-mindtouch-table-check-gp.png
  • Create Item
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  • Create Item
icon-mindtouch-table-check-gp.png All levels need additional permissions:

'Standard' level permissions or higher in the project's Change Events tool. 
Create and Link a Correspondence Item to an Existing Correspondence Item

 Web    
  icon-mindtouch-table-check-gp.png icon-mindtouch-table-check-gp.png

 
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All levels need additional permissions in the new item's correspondence type:

'Read Only' level permissions on the new item's correspondence type with the 'Create Item' granular permissions enabled on your permissions template. 

OR

'Standard' level permissions or higher on the new item's correspondence type.

Customize the Column Display in the Correspondence Tool

 Web  
  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png  

Edit a Correspondence Item You Created  

 Web     iOS     Android

 

 

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+Create Item (for 'Draft' Items)

OR

+ Edit Open Items They Created (for 'Open' Items)

icon-mindtouch-table-check.png
 
icon-mindtouch-table-check.png

Shows permissions needed on the item's correspondence type.


On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device. Tasks performed offline sync with Procore when a network connection is reestablished.

Edit a Correspondence Item Someone Else    Created 

 Web     iOS     Android

      icon-mindtouch-table-check.png Shows permissions needed on the item's correspondence type.

On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device. Tasks performed offline sync with Procore when a network connection is reestablished.
Export a Correspondence Item

 Web   
  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png User needs access to a correspondence item for this task. See View a Correspondence Item.
Export a List of Correspondence Items

 Web   
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(Excludes correspondences marked as Private)
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(Excludes correspondences marked as Private)
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Learn about Super Private to explore more restrictions on Admin level permissions.
Generate a QR Code for a Correspondence Item

 Web   
  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png User needs access to a correspondence item for this task. See View a Correspondence Item.
Link a Correspondence Item on your personal layer on a drawing

 Web   
  icon-mindtouch-table-check-gp.png icon-mindtouch-table-check-gp.png icon-mindtouch-table-check-gp.png

All levels need additional permissions:

'Read Only' level permissions or higher on the project's Drawings tool.

Link a Correspondence Item and publish the markups to the drawing 

 Web   
  icon-mindtouch-table-check-gp.png
  • Additional permissions in Drawings tool
icon-mindtouch-table-check-gp.png
  • Additional permissions in Drawings tool
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  • Additional permissions in Drawings  tool

Additional permissions needed in Drawings tool:

'Standard' level permissions or higher on the project's Drawings tool.

Perform Bulk Actions on Correspondence Items

 Web   
   

 
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Respond to a Correspondence Item                   

 Web     iOS     Android

 

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  • Respond to Items They are On*

                  OR
     
  • Respond to Items Accessible to Users within Same Company**

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  • Respond to Items They are On*

                  OR
     
  • Respond to Items Accessible to Users within Same Company**
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On a mobile device, this action can be performed offline. Tasks performed offline sync with Procore when a network connection is reestablished.

* In addition to this granular permission, users must be the item's creator or added to the item's 'Assignee' field, 'Received From' field, or 'Distribution' list.

**In addition to this granular permission, users must be associated with the same company as the item's creator or added to the item's 'Assignee' field, 'Received From' field, or 'Distribution' list.

Access Workflow information and actions
 

 Web

 

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icon-mindtouch-table-check.png To learn more about the Workflows tool see About the Workflows.
Scan a Correspondence Item QR Code              

 iOS   Android
  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png User needs access to the correspondence item for this task. See View a Correspondence Item.

Search, Sort, and Filter Correspondences       

 Web     iOS     Android

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png Users can perform these actions for each correspondence type they have read-only or higher permissions for.  

On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device. Tasks performed offline sync with Procore when a network connection is reestablished.
View a Correspondence Item                               

 Web     iOS     Android

  icon-mindtouch-table-check.png
  • Granular permissions, depending on the item's status and privacy setting
icon-mindtouch-table-check.png
  • Granular permissions, depending on the item's status and privacy setting
icon-mindtouch-table-check.png
  • Granular permissions, depending on the item's status and privacy setting

Users may need specific roles or granular permissions to view an item depending on the item's status and privacy setting.  Expand the Tip box on View a Correspondence Item to learn more. 

On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device. Tasks performed offline sync with Procore when a network connection is reestablished.

Company Level

Admin Tool

The following table highlights which user permissions are required to perform the described user action.

Task None Read Only Standard Admin
Apply Configurable Fieldsets to Projects       icon-mindtouch-table-check.png
Create New Custom Fields       icon-mindtouch-table-check.png
Create New Configurable Fieldsets       icon-mindtouch-table-check.png
Create a New Correspondence Type       icon-mindtouch-table-check.png
Edit a Correspondence Type       icon-mindtouch-table-check.png
Edit Custom Fields       icon-mindtouch-table-check.png
Edit Configurable Fieldsets       icon-mindtouch-table-check.png
Remove Configurable Fieldsets from Projects       icon-mindtouch-table-check.png

Training Video

 

Below are the notable changes to the project's Correspondence tool. 

Recent Changes

'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.