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Edit a Correspondence Item

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Objective

To edit a correspondence item.

Things to Consider

  • Required User Permissions:
    • To edit any correspondence item:
      • 'Admin' level permissions on the item's correspondence type.
    • To edit a 'Draft' correspondence item that you created:
      • 'Standard' level permissions on the item's correspondence type.
        OR
      • 'Read Only' level permissions on the item's correspondence type with the 'Create Item' granular permission enabled on your permissions template.
    • To edit an 'Open' correspondence item that you created: 
  • Additional Information:

Steps

  1. Navigate to the project's Correspondence tool. 
  2. Click Edit next to the correspondence item that you want to modify.
  3. Modify the task's General Information by clicking into the following fields:
    Note: An asterisk (*) denotes a required field. 
    • Number: This is the unique number to identify this correspondence item. The prefix and number will display in the correspondence in the list view, when linked to other tools, as well as any other location where the correspondence item is listed.
    • *Status: Select the appropriate status for your correspondence item:
      Note: You cannot select the 'Draft' status when editing a correspondence item.
      • Closed: The correspondence has been closed.
      • Open: The correspondence is open.
      • Custom Status: Custom statuses previously created for the correspondence type can be selected when editing correspondence items. See Configure Advanced Settings: Correspondence.
    • Subject: The subject is a title of the correspondence item which will display in the correspondence in the list view, when linked to other tools, as well as any other location where the correspondence item is listed.
    • Private: Select Private to make the correspondence private. Private correspondences are only visible to the correspondence's creator, the user listed in Received From, the users listed in Assignees, the users listed in Distribution and users with company or project level 'Admin' permissions.
       Note
      • Users who belong to the same companies as the users listed on the item can also view private items if the General Correspondence type has the granular permission of 'View Private Items Accessible to Users within Same Company' enabled.
      • Reach out to your Procore point of contact if you wish for 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 see who has permissions to private items via the 'Permissions' tab when viewing a correspondence item.
    • Assignees: Assign responsibility for responding to a general correspondence to one or more project team members from the users in the Directory. Add users with 'Read Only' level permissions or higher to the distribution list. Depending on the user's permission level, they can respond to the correspondence.
    • Due Date:  Enter or select a date from the calendar for the response to be due.
    • Received From: Similar to 'CC' on emails, add people who are not directly responsible, but should be aware of this General Correspondence. Add users with 'Read Only' level permissions or higher to the distribution list. Depending on the user's permission level, they can respond to the correspondence.
    • Distribution Member: Add users with 'Read Only' level permission or higher to the distribution list. Depending on the user's permission level, they can respond to the correspondence.
    • *Schedule Impact: Select whether this correspondence item's subject does or will affect the programme.
      • 'Yes': The programme is impacted in a known way. 
      • 'Yes (unknown)': Yes, the programme is impacted but the details or extent of the impact is not yet known. 
      • 'No': The programme is not impacted.
      • 'TBD': To be determined. You are not sure whether the programme will be impacted or not. 
      • 'N/A': The programme is not relevant to this correspondence item. 
    • Sub Job: Select a sub job to connect to the correspondence item. 
    • Cost Code: Select a cost code to assign to the correspondence item. 
    • Trades: Select one or more trades to associate with the correspondence item.
    • Location: Select the location pertaining to the correspondence from the drop-down list. 
      Note: If Procore is configured to allow users to create locations (see Allow or Disallow Users to Create Locations Within a Tool), you can click the Create a New Location button at the bottom of the list. 
    • Origin Correspondence: Select an existing correspondence item to link to this new correspondence item. The Links sections on both correspondence items will include links to each other after this correspondence item is created.
    • Origin RFI: Select an existing RFI to link to this new correspondence item. The Links section on this correspondence item will include a link to the RFI after this correspondence item is created.
    • Description: Provide details about the General Correspondence you want to communicate.
    • Attachments: Attach the applicable files you want to include in your communication of this General Correspondence. The attachment maximum for each correspondence item is 2,500 files. Attachments included in Responses to the correspondence item do not count toward this maximum. 
    • Programme Tasks: Search for and select one or more programme tasks from the project's programme to associate with the correspondence item.
  4. Click Save.