Project Management

General Correspondence

This section of the User Guide contains the following topics:

Create a Project | Daily Log/Site Diary | General Correspondence

Meeting Minutes | Project Admin | Purchase Order | Request for Information (RFI)

Scheduling | Smart Emails | Instruction Videos

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General Correspondence

General Correspondence – Video

General Correspondence – Create a General Correspondence notice

To create a General Correspondence notice, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the “CREATE” button

Click the “CREATE” button to start completing your notice information.

Step 3: Add recipients

First, type into the “To” field to search for the contact you would like to address the notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a Webuild account to view, download or respond to your notice.

Step 4:  Add notice information

Add the title of your notice, a description of the General Correspondence and the related cost details.

Step 5:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a General Correspondence notice, each contact receives an email notification.

Recipients can click the “Download Notice” button to download the General Correspondence notice pdf and any related attachments or click “View Details” button to view the General Correspondence notice and related files via the interface.

A record of the General Correspondence notice is added to your project’s General Correspondence register with all related information, including a date/time stamp for download activity.

Example of a General Correspondence Notice

General Correspondence – Edit a General Correspondence notice

To Edit a General Correspondence notice, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a General Correspondence notice block and select “Edit” from the menu.

Step 3:  Add or remove recipients

Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the General Correspondence notice.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a Webuild account to view, download or respond to your notice.

Step 4:  Edit notice information

Edit the title or description of the General Correspondence.

Step 5:  Add/remove markups or other attachments (optional)

To add an attachment, click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

To remove an attachment, scroll down to the bottom of the notice and click the “trash” icon, located on the bottom-right of each attachment.

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a General Correspondence notice, each contact receives an email notification.

Recipients can click the “Download Notice” button to download the General Correspondence notice pdf and any related attachments or click “View Details” button to view the General Correspondence notice and related files via the interface.

The existing record of the General Correspondence notice is updated in your project’s General Correspondence register with all related information, including a date/time stamp for download activity.

Example: General Correspondence notice pdf file

Step 8:  Responses or questions

All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

General Correspondence notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to General Correspondence notice emails and messages will also be logged in the “COMMENTS” tab of the General Correspondence notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

General Correspondence – Export a General Correspondence

To export a General Correspondence notice from your register, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a General Correspondence notice block and select “Export” from the menu.

Note: to select multiple General Correspondence notices, hover over the notice and click the checkbox on the left-hand side of the notice title.

Example: General Correspondence notice pdf file

If you have any questions about General Correspondence notices, shoot us an email at support@webuildcs.com and our customer success team will be in touch.

General Correspondence – Share a General Correspondence notice

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side a General Correspondence notice block and select “Share” from the menu.

Note: To select multiple General Correspondence notices to share, hover over the notice and click the checkbox on the left-hand side of the notice title.

Step 3:  Add recipients and share

Add one or more contacts you would like to share your selected notices with by typing into the search field and selecting them from the list.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view or download shared notices.

Step 4:  Notifications

After sharing a General Correspondence notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the General Correspondence notice pdf and any related attachments.

Example: General Correspondence notice pdf file

General Correspondence – Duplicate a General Correspondence notice

To duplicate a General Correspondence notice, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side a General Correspondence notice block and select “Duplicate” from the menu.

Step 3:  Add recipients

First, type into the “To” field to search for the contact you would like to address the General Correspondence notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.

Step 4:  Edit notice information

Edit the title or description of the General Correspondence.

Step 5:  Add/remove markups or other attachments (optional)

To add an attachment, click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

To remove an attachment, scroll down to the bottom of the notice and click the “trash” icon, located on the bottom-right of each attachment.

Step 6: Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a General Correspondence notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the General Correspondence notice pdf and any related attachments or click “View Details” button to view the General Correspondence notice and related files via the interface.

A record of the General Correspondence notice is added to your project’s General Correspondence register with all related information, including a date/time stamp for download activity.

Example: General Correspondence notice pdf file

Step 8:  Responses or questions

All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

General Correspondence notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to General Correspondence notice emails and messages will also be logged in the “COMMENTS” tab of the General Correspondence notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

General Correspondence – Remove a General Correspondence notice

To remove a General Correspondence notice, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side a General Correspondence notice block and select “Remove” from the menu.

Click the “OK” button to remove your selected notices.

Note: To select multiple General Correspondence notices to remove, hover over the notice and click the checkbox on the left-hand side of the notice title.

General Correspondence – Export a General Correspondence register report

To export a General Correspondence register report, follow the steps below.

Step 1:  Go to the General Correspondence register

Navigate to your Management module and click on the General Correspondence notice tool to access the General Correspondence register.

Step 2:  Select notices

Select the General Correspondence notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.

Step 3:  Click the “SUMMARY” button

Click on the “SUMMARY” button on the floating toolbar to export a report of your General Correspondence register.

Example: General Correspondence register report pdf file

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