Generating New Correspondence

Creating and Managing Project Communications in ACC

Use the Correspondence tool to make project communications accessible to all project members. It includes rich text editing features for formatting, linking, and organizing content.

Step-by-Step: Creating New Correspondence

1. Open the Correspondence Tool

   • Click Create to open a new correspondence window.

2. Define the Correspondence Type

   • Default type is General Correspondence (GCOR).

3. Add a Subject- Be sure to include the UF or MP# in the subject of EVERY Email

4. Select Recipients

   • Choose from project members, nonmembers, roles, or companies.
   • ✅ Nonmembers can be added to include external stakeholders.
   • Once added, nonmembers are saved at the project level for future use.

5. Tip:
   Project administrators can invite new members directly from this interface.
   Click Invite new member to project and refer to https://wiki.businessaffairs.ufl.edu/link/758#bkmrk-defining-corresponde.

6. Set Privacy Level

   • Default is Public.
   • Project administrators can change this in Advanced Settings.

7. Compose Your Message

   • Use the rich text editor to format content, insert links, and create lists.

8. Add Attachments

   • Upload files from your computer or select from Project Files.

9. Add References

   • Link relevant project items or documents.

10. (Optional) Set Status and Due Date

    • Can be updated from the correspondence page or table view.

11. Click Send

    • Recipients receive an email with the correspondence content and attachments.
    • Replies can be sent directly via email.

Managing Privacy Settings

You can define correspondence as Private to restrict visibility.

To Set an Existing Correspondence as Private:

1. Open the correspondence item.
2. Go to the General Information tab.
3. Select the Private option.

Notes:

• Only the original sender can change privacy settings.
• External emails filed into the system can also be marked as private.