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Procore (en-CA)

Respond to a Correspondence item

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Objective

To post a response to a correspondence item using the Correspondence tool. 

Background

If you have been notified about a correspondence item, you can post a reply in the project's Correspondence tool in Procore.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the correspondence type.
      OR
    • 'Read Only' or 'Standard' level permissions on the correspondence type with the 'Respond to Items They Are On' granular permission enabled on your permissions template AND be the item's creator or added to the item's 'Assignee' field, 'Received From' field or 'Distribution' list.
      OR
    • 'Read Only' or 'Standard' level permissions on the correspondence type with the 'Respond to Items Accessible to Users within Same Company' granular permission enabled on your permissions template AND be associated with the same company as the item's creator or a user added to the item's 'Assignee' field, 'Received From' field or 'Distribution' list.
  • Additional Information:
    • 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 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 check to see who has permissions to private items on the 'Permissions' tab when viewing a correspondence item.

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.
      respond-to-correspondence.png

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