Share Document Management Files in a Correspondence Item

You can use the Correspondence tool to create a correspondence item to easily share documents from the Document Management tool. Attached files are linked directly from the Document Management tool, ensuring that the full history, context, and permissions for documents are maintained.

• Required User Permissions:

  • 'Standard' or 'Admin' level permissions to the project's Document Management tool.
    AND

  • 'Standard' or 'Admin' 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 the permissions template.

• Additional Information:

  • Make sure that users are added to the necessary permission groups in the Document Management tool so that they can access the files that you attach. See View and Manage Document Permissions.

  • After attaching a document management file to a correspondence item, a link to the correspondence item appears in the Information panel of the file in the Document Management tool, giving users a way to keep track of the file sharing.

  • Learn how Document Management attachments behave differently: What is the difference between Document Management attachments and attachments from other tools?

  • Currently, the following conditions exist:

    • Users must log in to Procore to view or download Document Management attachments.

    • Document Management files cannot be attached to custom fields or user responses within a Correspondence item.

• Create a New Correspondence Type

• Creating or Editing a Correspondence Item

• Sending Emails with Document Management Files

Creating or Editing a Correspondence Item

1. Navigate to the project’s Correspondence tool.

2. Do one of the following:

   • To create a new correspondence item, click the Create menu and select an available correspondence type.

   • To add files to an existing correspondence item, click Edit on that item.

3. Add or edit information on the correspondence item as necessary.

4. In the Attachments section, click Attach Files.

5. Click Document Management.

6. Find the files that you want to share. The following actions are available:

   • Use the search bar and filter menus to filter by keyword and file attributes.

   • Click the toggle next to Show Revisions to view previous revisions.

   • Click the column headers to change how files are sorted.

   • Click the vertical ellipsis icon in a column to pin, autosize, or sort by a column.

7. Mark the checkbox next to each file that you want to attach, or mark the checkbox at the top to select available files.
   

8. Click Attach.

9. The attached documents are shown in the Document Management tool data table.
   
   
   You can review or edit the attached documents as needed:

   • Click on a file name to open it in the viewer.

   • If you need to remove any files:

     • To remove one file, hover over the file and click the delete icon.

     • To remove multiple files, mark the checkbox next to each file and click the delete icon above the table.

10. When you're ready to save the correspondence item:

• For a new correspondence item, click Create & Issue or Save as Draft.

• If you edited an existing item, click Save.
  Note: After attaching the file to a correspondence item, a link to the correspondence item appears in the Information panel of the file in the Document Management tool, giving users a way to keep track of the file sharing.

Sending Emails with Document Management Files

The Correspondence tool allows you to automatically or manually send emails that include secure Document Management file links for users to view and download.

Automatic emails

Procore sends email notifications when certain actions are completed on correspondence items in the project's Correspondence tool. If the correspondence item has any document management files attached, links to those files are included in the email digest along with each file's revision identifier and status at the time of delivery.

Manual emails

To manually transmit files from the Correspondence tool follow these steps:

1. Navigate to the project’s Correspondence tool.

2. Open the relevant correspondence item.

3. Click the ellipsis icon

4. Select Email.

5. Fill out the email form, including attaching any document management files you want the user to access.

For information on how users can view or download attachments in a correspondence item and from correspondence emails, see View and Download Document Management Files in a Correspondence Item.