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.
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Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Video content may not accurately reflect the current state of the system, and/or it may be out of date.
Learn which user permissions are required to take the described actions in this tool.
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.
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the article.
Users can take the action with this permission level.
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 |
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Add a Related Item to a Correspondence Item |
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Standard users can perform this task for correspondence items that they created. | |||
Archive a Correspondence Item |
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Change the Status of a Correspondence Item You Created |
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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. |
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Change the Status of a Correspondence Item Someone Else Created Web |
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Complete a Correspondence Item with DocuSign® |
Admin permissions needed on the correspondence type for which you want to initiate, download or withdraw a DocuSign®. | ||||
Configure Advanced Settings: Correspondence |
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Create a Correspondence Item |
+ Create Item |
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 |
+ Create Item |
+ 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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All levels need additional permissions in the project's RFI tool: Create and link a 'Draft' RFI: |
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Create and Link a Change Event to an Existing Correspondence Item Web |
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All levels need additional permissions: 'Standard' level permissions or higher in the project's Change Events tool. |
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Create and Link a Correspondence Item to an Existing Correspondence Item Web |
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. |
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Customise the Column Display in the Correspondence Tool Web |
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Edit a Correspondence Item You Created
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+Create Item (for 'Draft' Items) OR + Edit Open Items They Created (for 'Open' Items) |
Shows permissions needed on the item's correspondence type.
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Edit a Correspondence Item Someone Else Created |
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. |
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Export a Correspondence Item Web |
User needs access to a correspondence item for this task. See View a Correspondence Item. | ||||
Export a List of Correspondence Items Web |
(Excludes correspondences marked as Private) |
(Excludes correspondences marked as Private) |
Learn about Super Private to explore more restrictions on Admin level permissions. | ||
Generate a QR Code for a Correspondence Item Web |
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 |
All levels need additional permissions: |
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Link a Correspondence Item and publish the markups to the drawing Web |
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Additional permissions needed in Drawings tool: |
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Perform Bulk Actions on Correspondence Items Web |
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Respond to a Correspondence Item |
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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. |
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Access Workflow information and actions |
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To learn more about the Workflows tool see About the Workflows. | ||
Scan a Correspondence Item QR Code iOS Android |
User needs access to the correspondence item for this task. See View a Correspondence Item. | ||||
Search, Sort and Filter Correspondences |
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. |
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View a Correspondence Item |
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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. |
The following table highlights which user permissions are required to perform the described user action.
onBelow are the notable changes to the project's Correspondence tool.
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?
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.
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.
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.
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.
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.
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.
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.
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.