PIMS User Guides

Tracking Correspondence

1. “Correspondence Register” Form

This form contains information about all Correspondence registered in the system. The form consists of correspondence information and information connected with the correspondence: E-mail content, addresses, attachments, E-mails, references to documents and other correspondence, correspondence receivers.

To register a new correspondence use the “New Correspondence Wizard...” button and follow the steps of the wizard.

Figure 62: “Correspondence” Form

Also correspondence could be created or updated by dropping Outlook messages to the panel on the main part of the from.

When Outlook message is dropped you will be asked if you want to update current correspondence.

By choosing Yes, correspondence fields and email preview will be updated with dragged message’s data, previous emails attachments will be deleted and the message file uploaded to Emails tab.

By choosing No, an Outlook message will be uploaded to Emails tab and the tab will be opened.

Dropping another file types will be treated as adding attachments to email and the files will be uploaded to Attachments tab.

Note that if the message is not in HTML format you will be prompted to display the content of the message or not.

Upper part of form (Main Form)

Field Description
Corr ID Abbreviation used to identify a Correspondence
Corr Type Abbreviation to specify Correspondence Type
Action Action to be taken with this Correspondence
Originator Specifies original author company
Sent By Who sent the Correspondence
Recipient Specifies recipient company
To Contact Who received the Correspondence
Contract No Specifies a contract
Sub Project ID Specifies a sub project
Refer Queries To Who should queries be directed to
Contract Element Specifies a contract element
Area Specifies an area
Subject Specifies subject of the Correspondence
Sent Date Specifies when was the Correspondence Sent
Received Date Specifies when was the Correspondence Received
Internal Indicates if the Correspondence is Internal
Draft Indicates if the Correspondence is a Draft
Client Corr. ID Specifies client correspondence
Responsible Specifies correspondence responsible person

Email Preview

Field Description
Email Preview The content of the Correspondence

2. “Addresses” tab

Figure 63: Addresses Tab of “Correspondence” form

The table below provides a detailed description of the fields in the tab “Addresses”:

Field Description
Email From Which Email address was the Correspondence sent from
Email To Which Email addresses was the Correspondence sent to
Email CC Which other email addresses was the Correspondence sent to
Email BCC Which other email addresses was the email sent to without showing the addresses to other recipients
Responce Required Indicates if the response validation is required

3. “Attachments” tab

Figure 64: Attachments Tab of “Correspondence” form

The table below provides a detailed description of the fields in the tab “Attachmetns”.You can upload attachments by dropping the files to the grid, using upload button or drop the attachments into the panel in the main part of the form.

Field Description
File Name The Name of the File
File Size The Size of the File

4. “Emails” tab

Figure 65: Emails Tab of “Correspondence” form

Outlook message files are stored in “Emails” grid separately and ordered by sent and received date.

The table below provides a detailed description of the fields in the tab “Emails”.

Field Description
File Name The Name of the File
File Size The Size of the File
Sent Date Date when the message was sent
Received Date Date when the message was received

5. “References” tab

Figure 66: References Tab of “Correspondence” form

The correspondence can refer to Documents and other correspondence. Register referenced documents by selecting Document from Document ID dropdown, and register referenced correspondence by selecting Corr ID.

The table below provides a detailed description of the fields in the “Documents” grid:

Field Description
Document ID ID of the Document that is to be connected to the Correspondence
Revision Shows the referenced Document Revision
Curr Rev Shows the Current Revision of the Connected Document
Title Shows the Title of the connected Document
Client Doc ID Shows the Document ID that the client has set on the connected Document
Type Shows the Type of the Connected Document
Discipline Shows the Discipline of the Document
Area Shows the Area of the Document
Originator Shows who made the Document
Document Group Shows the Document Group that the Document is in

The table below provides a detailed description of the fields in the “Correspondence” grid:

Field Description
Corr ID ID of the Document that is to be connected to the Correspondence
Subject Shows the referenced Document Revision
Sent Date Shows the Current Revision of the Connected Document
Received Date Shows the Title of the connected Document

6. “Receivers” tab

You can distribute Correspondence to other Team Members. Register the receivers by choosing the person from Team Member iD dropdown and push "Distribute Correspondence..." button in taskbar.

Figure 67: Receivers Tab of “Correspondence” form

The table below provides a detailed description of the fields in the tab “Receivers”:

Field Description
Team Member ID Abbreviation used to identify team member
Email Address The Email address of the Receiver
Name The Full Name of the Receiver

7. “Confidentiality Permissions” tab

YSame way as documents, correspondence could be confidential and visible only to the permitted persons.

In order to make correspondence confidential make sure Confidential is checked and add permissions to persons and groups under Confidential Permissions tab by choosing them in Groups field.

Figure 68: Correspondence Confidentiality Tab of “Correspondence” form

Confidential Corr. ID and Title only can be visible for users without permissions if allowed by setup, in such case a toolbar button “Confidential Correspondence List…” is visible.