Create a Correspondence Type

Things to Consider

  • The name you give to the Correspondence Type should clearly describe its intended use (some examples are shown in the lists above). The Type is the first thing the project teams will see when they initiate a new Correspondence within a project, so pick a name for the Type that they will recognize and understand.

    • Recommended - Define a prefix within the Correspondence Type name, which can be easily understood and recognized by the project teams. This will make it easier for the project teams to quickly recognize the Correspondence Type when using it in Drawing markup or linking to other tools.

  • Permissions are applied at the Type level, and are template-based (usually by role, within the company-level Permissions tool). So consider who will need to view and use this Correspondence Type, and create separate Types to accommodate communications with separate audiences (for example, a general notice to a subcontractor would be a separate Type than a general notice to an owner). See Correspondence: Permissions for more information.

  • Recommended - select “private by default” when you create the Correspondence Type. Because Correspondence permissions are role-based, taking this step will ensure that only specific parties (e.g. a particular subcontractor) will be able to see Correspondences assigned or distributed to them (rather than all subcontractors). (Conversely, if the intent of the Correspondence type is to broadcast information to all members of a particular project role [e.g. all subcontractors], then you should deselect the “private by default” option.)

  • The Correspondence Type also shows up in its own line on the Project Overview chart, on the Project Homepage. This way, you can easily keep track of item statuses within each Correspondence Type.

  • If your company is using a custom tool (built by the Procore Custom Solutions team), you cannot have Correspondence Types that match Custom Tool names. If you’d like to use a Correspondence Type that is already associated with a Custom Tool, we recommend that you change the Custom Tool name.

Steps

  1. Navigate to the Company level Admin tool.

  2. Under 'Tool Settings', click Correspondence.

  3. Click the Types tab.

  4. Click + Create.

  5. In the 'Add Correspondence Type' window, select the Make New Custom Type button.
    Note: See Add a Template Correspondence Type if you prefer to start from a template or your company's version of the Correspondence tool does not have the option to 'Make a New Custom Type'.

  6. Complete the following information for the new correspondence type:

    • Name: Enter a name for the correspondence type.

      Tip icon Tip

      Based on the text you enter in the Name field, the system suggests similarly named template correspondence types that have not yet been added to your company's Procore account. You can select the button for a template correspondence type to finish populating the Name field and to automatically populate the Number Prefix field.

    • Number Prefix (Optional): Enter an alphanumeric prefix (up to 10 characters long) for the correspondence type.

    • Optional: Mark the Items are private by default checkbox if you want all items that are created under this correspondence type to be private by default.

    • Optional: Mark the **Send Email Reminders for Overdue Items checkbox if you want Procore to send automatic email reminders to assignees when an item they are assigned to is overdue. Enabling or disabling this feature affects all projects that use this correspondence type. This is a global feature that cannot be configured for a single project.

  7. Click Add.
    The new correspondence type is created and a banner stating "The template was successfully added." appears. You are then redirected to the 'Edit Fieldset' page for the new correspondence type where you can update the fieldset and apply it to one or more projects (which will allow you to start creating and viewing correspondence items with the new correspondence type on those projects). See Create New Configurable Fieldsets.

    Tip icon Tip

See Also

Setup
Create and Apply a Fieldset