Managing Correspondence

Once correspondence starts flowing on your projects, you need to organise, find, and respond to it efficiently. This page covers the folder system, reading and replying, threading, delivery tracking, and searching.

Folders

Correspondence is organised into five folders:

• Inbox — items you have received. Shows an unread count badge. New correspondence arrives here.
• Sent — items you have sent. Your outbound correspondence history.
• Drafts — unsent items you are still composing. Shows a total count. See Composing & Sending for details on drafts.
• Archive — items you have archived from your inbox. Archived items are out of sight but not deleted — you can move them back to the inbox.
• Trash — items you have trashed. Trashed items can be restored or will remain until permanently cleared.

The folder sidebar shows counts — unread for Inbox, total for Drafts — so you can see at a glance what needs attention.

Reading Correspondence

Click a correspondence item to open the detail view. The detail page shows:

• Subject — the correspondence subject line
• From — the sender with avatar
• To and CC — all recipients with avatars
• Body — the full rich text content
• Attachments — file names with download links
• Entity tags — linked contracts, projects, issues, reports, and tasks with navigation links
• Sent date — when the correspondence was sent

Opening a correspondence item automatically marks it as read. The unread count in the Inbox folder updates accordingly.

Replying

Three reply actions are available on any received correspondence:

• Reply — reply to the sender only. Opens the compose page with the sender as the To recipient and the original body quoted.
• Reply All — reply to the sender and all other recipients (both To and CC). Opens the compose page with all participants included.
• Forward — send the correspondence to new recipients. Opens the compose page with an empty To field and the original content quoted.

Each reply or forward creates a new correspondence item in the same thread. The new item follows the same rules — once sent, it is immutable. Entity tags from the original are carried forward, and you can add or remove tags before sending.

Threading

Correspondence items in the same thread are displayed together on the detail page. Below the current item, you can see all previous messages in the conversation. Expanding a thread item shows its full content — body, attachments, and recipients.

Threading provides conversation context without cluttering the inbox. Each thread item is its own immutable record, but viewing them together shows the full history of the exchange.

Delivery Status

If you are the sender, the detail page includes a delivery status section showing per-recipient tracking:

• Delivered — the recipient has received the correspondence (it appeared in their inbox)
• Read — the recipient has opened and read the correspondence, with a timestamp

This is important for contract administration where proof of receipt matters. You can see exactly who has read your correspondence and when.

Delivery status is only visible to the sender — recipients cannot see each other's read status.

Folder Actions

Several actions help you organise your correspondence:

• Archive — move a received item from Inbox to Archive. Useful for items you have dealt with but want to keep for reference.
• Trash — move a received item from Inbox to Trash. For items you no longer need readily accessible.
• Mark as Read / Unread — toggle the read status of individual items. Useful for marking something as unread to come back to later.
• Mark All Read — bulk action to mark all items in the Inbox as read. Useful when catching up on a large volume of correspondence.

Archived and trashed items can be restored to the Inbox if needed.

Searching

Search across your correspondence using the text search field. Search matches against:

• Subject lines
• Body content

Filter results by folder to narrow your search. Combined with entity tags, this makes it straightforward to find specific correspondence — search for a contract number, a subject keyword, or a recipient name.

💡 Tip

Use entity tags to your advantage. Tagging correspondence to a contract means it automatically appears in the contract's Correspondence tab — building your correspondence register without extra effort.

Header Badge

The Mail icon in the application header shows your unread correspondence count. Clicking it navigates directly to your Inbox. The badge is positioned before the notification bell, reflecting that correspondence often requires more timely attention than system notifications.

The unread count updates in real time as new correspondence arrives and as you read items.

What's Next?

• Want the big picture? See the Correspondence Overview.
• Need to send correspondence? Read Composing & Sending.
• Interested in formal document transmittal? Learn about Notices.