Edit Project Documents: Letter

Overview

The Letters screen in Project Documents functions as a way to send a letter associated to job. You can use the distribution to mark who should receive the letter. This module also has the functionality for documents so you can check the audit log and add attachments etc.. associated to the letter.

Accessing Project Documents: Letter

1. Navigate to Jobs > Project Documents from the main menu.
2. Click the Letters tab.

Creating a New Project Letter

From the Letter screen:

1. Click the Add New button. A pop-up window will display.
2. Select the job from the dropdown menu.
3. Click Add New to add a letter to the selected job. The Letter - Edit screen will display.
4. Add any letter content and options.
5. Click the Save button to save the information, or the Save & Close button to save the information and return to the Letters screen.

Editing a Project Letter

Each letter in project documents contains six different tabs. The General info screen is the first edit screen to appear (Figure 2). Navigate to the other edit document screens by using the tabs under the title (Yellow box Fig. 1):

• General (Figure 1)
• Distribution
• Notes
• Attachments
• Emails
• Audit log 

Note: To edit letter information, the letter must not have the status of Closed AND you are one of the following: Assigned as the From, Creator, or in the Distribution list.

Figure 1

Edit Letter: General Tab

By default, the letter's From field is the Requester. There is no one assigned to receive the letter by default. To select the recipient of the letter:

1. Click on the Edit icon (Purple box Figure 1). This will take you to the Letter To: Information screen (Figure 2).
2. Edit the information for the assignee or add a new contact as the assignee. 
3. Click the Save button to save the information, or the Save & Close button to save the information and return to the previous screen to compose the letter.

Clear the To: Information

To completely clear and start from nothing for the assignee, click the Clear Button (Red box Fig. 2). 

Editing Existing Information

For editing the existing assignee information, change the fields, ensuring the Company and Name are filled out before either pressing the “Save”, or “Save & Close” Buttons (Green box Fig. 2). 

You can either change assigned individuals’ company or add a new one by using the “Edit” or “+/Add” Buttons (Orange box Fig. 2). To change the assignee, either select a new contact via the dropdown, or enter a new contact using the “+/Add” Button (Purple box Fig. 2)

**Either adding a contact or company brings you to the standard add page for the corresponding field.

Figure 2

Edit Letter: Distribution Tab

The Distribution list can be used to show everyone involved with the Letter and is used for emails. 

• Remove a contact: Click the corresponding “X” Button (Red box Figure 3).
• Add a contact or multiple contacts: Click the “+” Button (Green box Figure 3). This will take you to the standard Contact search screen with the exception that it will check boxes along the first column, where you can check all contacts you wish to add, then press save to add them.

Figure 3

Edit Letter: Notes Tab

This is the standard notes menu, see the link for documentation

http://support.concretevision.com/documentation/notes/

Edit Letter: Attachments Tab

This is the standard Attachments menu, see link for documentation

http://support.concretevision.com/documentation/attachments/

Edit Letter: Email Tab

The Email tab displays a list of all emails sent regarding the letter.

• View email details using the View/folder icon (Orange box Fig. 8).
• Download attachment by clicking the pdf link (Green box Fig. 8). 
• Sort the list of email using the blue headers (Purple boxes Fig. 8), to sort by Date, From, or Subject.

Note: Emails can only be sent if the Letter status is Sent or Closed.

Figure 4

Edit Letter: Audit Log

This table shows a list of all changes that have been made.