Correspondence

PERMISSIONS

What granular permissions are available for the project's Correspondence tool?

Action	None	Read Only	Standard	Admin	Notes
Add a Related Item to a Correspondence Item  Web					Standard users can perform this task for correspondence items that they created.
Archive a Correspondence Item  Web
Change the Status of a Correspondence Item You Created  Web		Create Item (for 'Draft' items) OR Edit Open Items They Create  (for 'Open' items)			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.
Change the Status of a Correspondence Item Someone Else Created   Web
Complete a Correspondence Item with DocuSign®  Web					Admin permissions needed on the correspondence type for which you want to initiate, download or withdraw a DocuSign®.
Configure Advanced Settings: Correspondence  Web
Create a Correspondence Item                            Web     iOS     Android		+ 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  Web		+ Create Item	+ Create Item		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		Create Item	Create Item		All levels need additional permissions in the project's RFI tool:  Create and link a 'Draft' RFI: 'Standard' level permissions or higher on the project's RFI tool. Create and link an 'Open' or 'Closed' RFI: 'Standard' level permissions on the project's RFI tool with 'Act as RFI Manager' granular permissions enabled on your permissions template. Or "Admin' level permissions on the project's RFI tool.
Create and Link a Change Event to an Existing Correspondence Item  Web		Create Item	Create Item		All levels need additional permissions: 'Standard' level permissions or higher in the project's Change Events tool.
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.
Customise the Column Display in the Correspondence Tool  Web
Edit a Correspondence Item You Created    Web     iOS     Android		+Create Item (for 'Draft' Items) OR + Edit Open Items They Created (for 'Open' Items)			Shows permissions needed for each correspondence type. If the 'non-editable' setting is enabled (by Procore) at the company level, the granular permission 'Edit Open Items they Created' is not available because 'Open' and 'Closed' items cannot be edited by any user or Admin. 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.
Edit a Correspondence Item Someone Else Created   Web     iOS     Android					Shows permissions needed for each correspondence type. If the 'non-editable' setting is enabled (by Procore) at the company level, it is not possible for any user or Admin to edit a correspondence item that someone else created. 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.
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: 'Read Only' level permissions or higher on the project's Drawings tool.
Link a Correspondence Item and publish the markups to the drawing   Web		Additional permissions in Drawings tool	Additional permissions in Drawings tool	Additional permissions in Drawings  tool	Additional permissions needed in Drawings tool: 'Standard' level permissions or higher on the project's Drawings tool.
Perform Bulk Actions on Correspondence Items  Web
Respond to a Correspondence Item                     Web     iOS     Android		Respond to Items They are On*               OR   Respond to Items Accessible to Users within Same Company**	Respond to Items They are On*               OR   Respond to Items Accessible to Users within Same Company**		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.
Access Workflow information and actions    Web		The Granular Permission for the action	The Granular Permission for the action		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         Web     iOS     Android					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.
View a Correspondence Item                                 Web     iOS     Android		Granular permissions, depending on the item's status and privacy setting	Granular permissions, depending on the item's status and privacy setting	Granular permissions, depending on the item's status and privacy setting	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.  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.

Admin Tool

The following table highlights which user permissions are required to perform the described user action.

Task	None	Read Only	Standard	Admin
Apply Configurable Fieldsets to Projects
Create New Custom Fields
Create New Configurable Fieldsets
Create a New Correspondence Type
Edit a Correspondence Type
Edit Custom Fields
Edit Configurable Fieldsets
Remove Configurable Fieldsets from Projects

'non-editable' setting for open and closed Correspondence items (13/11/2024)

Procore's new 'non-editable' option enhances correspondence integrity by disabling editing for correspondence items that are no longer in Draft status. This ensures a stable record of the information all parties received and responded to in the Correspondence tool. Even Admins cannot edit correspondence items that have been created and issued when 'non-editable' is turned on at the company level. However, users can still respond to correspondence items and link related items. Work with your Procore point of contact to enable this functionality for your account and see Edit a Correspondence Item for more information. 

new Correspondence notification options for removing users and Editing ITEMs  (12/09/2024)

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?

Improvements to Item Layout, Loading icon and close date (05/09/2024)

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. 

enhancements to custom statuses in Correspondence (25/06/2024)

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. 

custom statuses used in Correspondence items and workflows cannot be deleted (25/06/2024)

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.

Linking Items is Now separate from Correspondence Fieldset (17/06/2024)

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.

'Closed' status prevents responses (03/05/2024)

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. 

Correspondence Tool included in Procore starter packs (22/04/2024)

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. 

Visual Updates to Correspondence Item Pages (10/08/2023)

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.

Orange Lock Icon Added to 'Super Private' Items in Correspondence List (24/01/2023)

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.