Correspondence on E1
‘Correspondence’ on E1 refers to messages and notifications sent within the platform relating to project updates and important information.
- not added to the project’s document tab
- disabling audit trails, transmittals, and status updates
- the documents won’t be available to be added to packages for easy re-download,
- new recipients added later via invitation won’t have access
Instead, issue an addendum or revision using the ‘Create New Addendum’ flow, and use Correspondence to send follow up alerts or for individualised communication.
The types of correspondence you can send are:
- General
- Notification of Addendum
- Notification of Revision
- Site Inspection Details
- Extension of Time
How to send Correspondence
Correspondence is issued from the Invites & Responses tab within your project.
You’ll need to nominate recipients before selecting ‘New Correspondence’ from the Quick Actions dropdown, then proceeding to creating your message.
Selecting Recipients
Once in the Invitations & Responses tab, you’ll need to select who will receive your correspondence.
Use the search bar or one or more filters to narrow down your recipient list, and select companies using the tickbox to the left of their company name.
You can:
- Search for a company or contact
- Filter by Trade
- Filter by Package
- Filter by Document Status
- Filter by Quote Status
Once you’ve selected the companies you wish to send correspondence to, select ‘New Correspondence’ from the Quick Actions dropdown menu.
Selecting and creating New Correspondence
You can now select the correspondence type you wish to send. Choose from:
- General
- Notification of Addendum - this correspondence will highlight that an addendum has been issued and will generate a link to the addendum. Do not use this option to issue addendum documents.
- Notification of Revision - this correspondence will highlight that a revision has been issued and will generate a link to the revision. Do not use this option to issue revision documents.
- Site Inspection Details
- Extension of Time
Add your message and attach any files (e.g. site photos, personalised documents etc.), then click send.
How to track Correspondence
A record of correspondence sent will be stored in the Audit Trail against each company, and a copy can be viewed from the Correspondence tab. All replies will be directed to the sender’s email and will not be captured in E1.
To view the individual company Audit Trail
Click the three dots on the far right against the specific company, and select ‘View Audit Trail’ from the dropdown menu.
The audit trail will show the date and time stamp, and list correspondence sent. Click the Correspondence tab to access the individual correspondence.
To view all correspondence sent at a project level
E1 tracks all correspondence sent to your subcontractors via E1. You can find this in the Correspondence tab for the tender it relates to.
The types of correspondence that will be tracked in the Correspondence tab are:
- Invitations to Tender
- Transmittal files
- Notification of Addendum
- Notification of Revision
- Site Inspection Details
- Extension of Time
- General Correspondence
Correspondence Examples
Each of the correspondence types allow for custom messaging and file attachments. The below examples show the messages as viewed by a subcontractor or supplier.
General Correspondence
General correspondence is a completely custom, free format message. The project name and project number are auto-populated, and there is a footer link through to the tender details and documentation.
Notification of Addendum
A Notification of Addendum is used to send a custom message to one or more subbie or supplier. There is a link to the invited package embedded in the notification, and a section to add a customised message (shown below in the DETAILS section). The project title and project number are pre-populated.
The Notification of Addendum correspondence is not to be used to send out addendums, use the Addendum Wizard to issue addendums.
Notification of Revision
A Notification of Revision is used to send a custom message to one or more subbie or supplier. There is a link to the invited package embedded in the notification, and a section to add a customised message (shown below in the DETAILS section). The project title and project number are pre-populated.
The Notification of Revision correspondence is not to be used to send out addendums, use the Addendum Wizard to issue revisions.
Site Inspection Details
The Site Inspection Details correspondence is a free format custom message. The project name and project number are auto-populated, and there is a footer link through to the tender details and documentation.
Extension of Time
The Site Inspection Details correspondence is a free format custom message. The project name and project number are auto-populated, and there is a footer link through to the tender details and documentation.
