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Document Existing Correspondence

To store preexisting correspondence from your email client into the Correspondence tool, use File from email, and select the relevant option.



Project Email Address

To incorporate ongoing discussions into correspondences for systematic documentation, use Project email address:

  1. Copy the project's dedicated email address from the Correspondence tool.
  2. Access your email client.
  3. Include the project email address in the recipients’ list of any new email that you wish to be documented in the tool.
Tip:

Make sure to keep the project email address as a recipient in every reply you wish to document.

Note: A notification confirming the successful storage of the email in the system will be sent to you.
Note: Non-members can file external emails to the system, thus maintaining a complete record of project communication.

Upload Emails

The option to upload emails is aimed at helping you document completed conversations as correspondences by dragging or uploading them. You can use this option to document multiple emails or even just one email.

Note:

Any new replies to emails that have already been uploaded are not captured.

  1. Outlook:

    • Select emails from your inbox and drag them into the Upload emails window.

      Important:

      New Outlook, available with Outlook for Microsoft 365 and Outlook 2021 in recent Windows 10/11 updates (Version 2301+), doesn't support moving items by dragging them from one location to another.

  2. Gmail:

    • Convert relevant emails to EML files.
    • Upload them to the Upload emails window using Choose files.

  3. Click Upload. Keep your browser open until the uploading phase is complete. You may continue working while the upload is in progress.

  4. Click Done after verifying the upload status.

Note:

After uploading emails to the Correspondence tool, you will receive an email notification with the upload status.

Parent page: Working with Correspondence

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