Correspondence Hub
The Correspondence Hub centralises all formal project communication — requests for information, non-conformance reports, site instructions, technical queries, and general notices — in one traceable register. Every item is numbered, threaded, linked to related project records, and tracked through a defined status lifecycle, giving the team an auditable record of what was communicated, when, and what response was given.
Correspondence types
| Type | Code | Typical use |
|---|---|---|
| General | GEN | Formal notices, instructions, and project-level communication not covered by a specific type. |
| Request for Information | RFI | Formal queries requiring a documented response from the recipient. |
| Non-Conformance Report | NCR | Records of work or deliverables that do not meet specification, requiring corrective action. |
| Site Instruction | SI | Direct instructions issued on site, requiring acknowledgement or compliance record. |
| Technical Query | TQ | Technical questions requiring specialist or client input before work can proceed. |
| Custom types | — | Project admins can define additional types in Admin → Mail type config to match project-specific communication protocols. |
Priority levels
| Priority | When to use |
|---|---|
| Normal | Standard business communication with a routine response window. |
| Urgent | Communication requiring response faster than the default due-date window. |
| For Information | No response required; issued purely to keep recipients informed. |
Status lifecycle
Every correspondence item moves through the following states:
Draft → Sent → Responded → Closed
| Status | Description |
|---|---|
| Draft | Composed but not yet dispatched. Can be edited or deleted. |
| Sent | Dispatched to recipients. A sent timestamp and reference number are locked in. |
| Responded | At least one recipient has submitted a formal response. |
| Closed | The item is resolved and no further action is expected. Closing requires the author or a project admin. |
Creating a correspondence item
- Go to the Correspondence tab and select New Correspondence.
- Choose the Type (RFI, NCR, TQ, etc.).
- Set the Priority (Normal, Urgent, or For Information).
- Enter the Subject and optional Reference number.
- Choose Recipients — select named users, distribution lists, or enter external email addresses.
- Add CC recipients if additional parties need to be kept informed.
- Write the Body (rich text; HTML formatting is supported).
- Attach files using Attachments.
- Set the Due date for the required response.
- Link to a Related document, Work package, or Workflow from the register.
- Send immediately or Save as Draft to review before dispatch.
Fields reference
| Field | Required | Description |
|---|---|---|
| Type | Yes | The correspondence category (RFI, NCR, TQ, etc.). |
| Subject | Yes | A clear, descriptive headline for the item. |
| Reference number | Auto | Automatically generated using the project's numbering scheme. |
| Priority | Yes | Normal, Urgent, or For Information. |
| Recipients (To) | Yes | Primary recipients who are expected to respond. |
| CC | No | Additional recipients who receive a copy but are not required to respond. |
| Body | Yes | The full text of the correspondence item (rich text, HTML). |
| Attachments | No | Supporting files (drawings, photos, specifications). |
| Due date | No | Expected response date. Drives overdue alerts. |
| Related document | No | Links the item to a specific register document. |
| Related work package | No | Links the item to a work package. |
| Related workflow | No | Associates the item with an active review workflow. |
Threading: Responses and follow-ups
Each correspondence item supports a full reply thread. Recipients respond directly within the item, creating a parent–child relationship that keeps the full exchange in one place.
- Add response — recipients with project access click Respond on the correspondence item. External recipients use the notification link.
- Child items — a follow-up can be created as a child of the original, inheriting the reference number with a sequential suffix (e.g.,
RFI-0042-01). - Read/unread status — each recipient's read status is tracked. Unread items appear highlighted in the correspondence list and in the recipient's notification feed.
Approval before dispatch
For correspondence types that require internal review before sending (configured in Admin → Mail approval rules), the item enters an Approval pending state after the author clicks Send. A designated approver must confirm before the item is dispatched to external recipients.
- Approval is recorded with the approver's name and timestamp.
- If the approver rejects, the item returns to Draft for revision.
- The author is notified of both outcomes.
Distribution rules auto-routing
Project admins can define Distribution rules (in Admin → Mail distribution rules) that automatically add recipients when certain field conditions are met — for example, all RFIs in the Structural discipline are automatically copied to the structural lead and client representative. Distribution rules reduce manual recipient selection for recurring communication patterns.
Related
- Distribution Lists — predefined recipient groups
- Mail Approval Rules — approval-before-dispatch configuration
- Mail Distribution Rules — auto-routing rules
- Audit Trail — full correspondence event history