Send Project Correspondence

Sending correspondence from Plexa files the message against the project and gives it a type and a mail number, so it forms part of the permanent record rather than sitting in one person's sent items.

Step By Step Guide

OPEN THE COMPOSER

Select "Correspondence" in the Plexa sidebar, then select "Compose"

The Compose button highlighted in the Correspondence module with an arrow pointing to it

ADDRESS THE MESSAGE

Add recipients under "To", and anyone who needs a copy under "Cc". Both draw on the project directory rather than your personal contacts

WRITE IT

  • Enter a "Subject"
  • Write the "Body"
  • Select "Templates" to start from a saved format instead of a blank message
The compose form with the Subject field marked 1, Body marked 2 and the Templates button marked 3

1 "Subject" · 2 "Body" · 3 "Templates"

ATTACH AND SET THE RESPONSE

Drag files into the attachment area, and set "Response", "Respond by" and "Status" where the message needs a reply by a certain date

SEND

Select "Send Email", or "Save to Draft" to finish it later

Save to Draft marked 1 and Send Email marked 2 at the foot of the compose form

1 "Save to Draft" · 2 "Send Email"

"To", "Subject" and "Body" are required. The counters beside "To (0)" and "Cc (0)" show how many recipients you have added.

Choosing the Right Type

Correspondence is filed by type, and the type is what people filter on months later. Pick the one that matches the intent — "Request for Information", "Extension of Time", "Builders Direction", "Contract Communication" or "Transmittal" among others.

A message filed as "General Correspondence" when it is really an RFI becomes very hard to find later. The type is worth a moment's thought.

Notes & Recommendations

  • Set "Respond by" when you need an answer. It is the field that makes an overdue response visible
  • Sent correspondence appears in "All Sent" for the whole project, not only your own "Sent" folder
  • Attach documents from the project with the attachment area rather than uploading a second copy from your computer

Need More Support?

For Individual requests related to using Plexa Tools, Contact PLEXA SUPPORT

Email: support@plexapro.com

Phone: 1300 117 140

We're here to help you get the most out of Plexa.