Correspondence Tool

Overview

The Correspondence tool enables you to send custom correspondences to collaborators such as Contractors, Consultants and other Fletcher Business Units. The tool provides configurable templates for formal and informal correspondence types that can be sent from one party to another (Refer to the Project Communications section for further details on what functions use the Correspondence too).

Objectives

Understand the Correspondence Types used at Fletcher Industrial Development (refer Communication Matrix for further details)
Creation of Correspondence
Responding to Correspondence
Converting and Linking Correspondence
Closing Out Correspondence

Things to Consider

Correspondence Types are controlled at the Company level of Procore through the Procore Admin tool
While standardisation is always recommended, a custom version of Correspondences can be created for specific project(s) as needed.
Procore has a range of purpose-built tools (e.g. RFI Tool) and the Correspondence tool should generally not be used to replace these tools.

Procedure

Detailed Steps	Support Link
Creation of Correspondence When the need for a Correspondence has been identified, create a new Correspondence from the available Correspondence Types on your project. A Correspondence can be created in the following ways: From the Correspondence Tool From Outlook, using the Procore Outlook Add-in From another Correspondence or RFI (see further below)	Create a Correspondence Item Create from Outlook
Responding to Correspondence Once a Correspondence is active on your projects, responses can be issues in various methods. These include: Responding directly in the Correspondence tool Responding via Email (by replying to the Procore Correspondence email notification)	Respond to a Correspondence Item
Converting and Linking Correspondence An active Correspondence item can be linked or converted as follows: A Correspondence Item can be converted into another Correspondence item A response within a Correspondence Item can be converted into another Correspondence item A Correspondence Item can be converted into an RFI A response within a Correspondence Item can be converted an RFI An RFI can be converted into a Correspondence Use these features to ensure required actions and collaborations in your project.	Create and Link an RFI, Change Event, or a Different Correspondence Item to an Existing Correspondence Item Create and Link a New Correspondence Item from a Correspondence Response
Closing Out Correspondence An active Correspondence item can be closed out using the following two methods: Edit the Correspondence Status Archive the Correspondence Select the most suitable option based upon your requirements. Please be mindful that any custom status previously selected will be changed to Closed at this point.	Change the Status of a Correspondence Item Archive a Correspondence Item

Detailed Steps

Support Link

Creation of Correspondence

When the need for a Correspondence has been identified, create a new Correspondence from the available Correspondence Types on your project.

A Correspondence can be created in the following ways:

From the Correspondence Tool
From Outlook, using the Procore Outlook Add-in
From another Correspondence or RFI (see further below)

Create a Correspondence Item

Create from Outlook

Responding to Correspondence

Once a Correspondence is active on your projects, responses can be issues in various methods. These include:

Responding directly in the Correspondence tool
Responding via Email (by replying to the Procore Correspondence email notification)

Respond to a Correspondence Item

Converting and Linking Correspondence

An active Correspondence item can be linked or converted as follows:

A Correspondence Item can be converted into another Correspondence item
A response within a Correspondence Item can be converted into another Correspondence item
A Correspondence Item can be converted into an RFI
A response within a Correspondence Item can be converted an RFI
An RFI can be converted into a Correspondence

Use these features to ensure required actions and collaborations in your project.

Create and Link an RFI, Change Event, or a Different Correspondence Item to an Existing Correspondence Item

Create and Link a New Correspondence Item from a Correspondence Response

Closing Out Correspondence

An active Correspondence item can be closed out using the following two methods: