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 fieldsets 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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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OUTDATED VIDEOS - Removed from Support Site and Certifications

Site 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OUTDATED VIDEOS - Removed from Support Site and Certifications

Site 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Video content may not accurately reflect the current state of the system, and/or it may be out of date.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OUTDATED VIDEOS - Removed from Support Site and Certifications

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Video content may not accurately reflect the current state of the system, and/or it may be out of date.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

Site 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.

Site 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.

Site 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

Site 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

Site 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

Site 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

 

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)

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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
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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

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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    
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  • 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.

Customise the Column Display in the Correspondence Tool

 Web  
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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)

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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   
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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   
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  • Additional permissions in Drawings tool
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  • 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

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  • Granular permissions, depending on the item's status and privacy setting
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  • Granular permissions, depending on the item's status and privacy setting
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  • 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

 

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

Recent Changes

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

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 (05/09/2024)

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 (25/06/2024)

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 utilising 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 (25/06/2024)

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 (17/06/2024)

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 centralises 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 (03/05/2024)

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 (22/04/2024)

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 (10/08/2023)

Procore users now see a modernised 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 (24/01/2023)

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.