Who receives correspondence item emails and push notifications?
Answer
Procore sends email notifications when certain actions are completed on 'Open' and 'Closed' correspondence items in the project's Correspondence tool. Additionally, individual users can configure settings on their mobile device to select which correspondence types they want to receive push notifications for when they are added to the 'Assignee' field on a correspondence item. See Manage Project Settings (iOS) and Manage Project Settings (Android).
The table below shows the actions that can initiate email notifications, the configurable Email Event associated with each action (if applicable) and Procore's default recipients for the emails.1
Users with 'Admin' level permissions on a correspondence type can configure which user roles, if any, receive email notifications for certain actions (referred to as Email Events in the type's project configuration settings). See Configure Advanced Settings: Correspondence.
| Action | Email Event | Notification Setting's Default State | ||||
|---|---|---|---|---|---|---|
| Creator | Assignee | Distribution List Member | 'Received From' | |||
| Correspondence Item Created and Issued 2 | Created | On |  |
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| Added to 'Assignee' Field 2 | Assigned | On | |
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| Added to 'Distribution Member' Field 3 | Assigned | On | |
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| Added to 'Received From' Field | Assigned | On | |
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| Correspondence Item Overdue | N/A | On | |
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| Response Added | Responded To | On | |
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| Item Updated 4 | Updated Item | Off | |
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| User Removed from field 5 | User Removed | Off | n/a | |
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| Correspondence Item Closed 6 | Closed | Off | |
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1 If a custom Correspondence self-serve workflow is used on a project, correspondence item email notifications for that project are managed through the workflow configuration settings instead. See (Beta) When are email notifications sent for Self-Serve Custom Workflows? for more information.
2 Users who have turned on push notifications for the project's Correspondence tool on their mobile device will receive alerts when they are added to the 'Assignee' field on a new or existing correspondence item. This is the only action that triggers push notifications for the project's Correspondence tool.
3 If additional users are added to an existing correspondence item's distribution list, email notifications about the addition are only sent to the new users and not those already on the distribution list.
4 Edits to any field while the item is in an 'Open' status results in an 'Updated' email informing everyone what updates were made along with a link to the item. One exception is changing the status to a 'Closed' state.
5 The removed member receives an email notification that they are removed from the item. In their notification email, they will not receive a link to the item or any further notifications related to the item unless added back to it.
Note: The item's creator will not receive an email notification when others are removed from the item.
6 This is the only email notification that is sent for 'Closed' correspondence items.