To Create a General Correspondence (ProjectWise Explorer)

Select the type of general correspondence draft you want to create:

Draft type	Do this
Blank	Right-click the Deliverables Management node, the Draft folder, or the Outgoing folder and select New General Correspondence, or whatever name your administrator has given to the general correspondence package type(s) in this project (there may be more than one).
From template	Right-click a general correspondence in either the Draft or Outgoing folder and select New General Correspondence from this template, or open an existing outgoing general correspondence and select Use as a template.

The General Correspondence draft form opens.

Tip: As you are preparing the general correspondence, click Save draft at any time to save a draft of this general correspondence. Once saved, you can close the draft and open it later for further editing.

At a minimum, every general correspondence you issue must contain:

a subject (General tab)
a comment (General tab)
at least one recipient (Recipients tab)
due dates for acknowledging and responding (Scheduling tab)

On the General tab, do the following:

Subject - Enter a title that describes the general correspondence.
Comment - Write a message to the recipients of the general correspondence.
Expand the Details section and do the following:
1. (Optional) Attachments - Click Browse to add one or more attachments.
2. Classification - Select a classification from the list to assign to the general correspondence.
  Classification labels are used to categorize transmittals, submittals, RFI's, and general correspondences into the parts of the project they relate to.
  
  Classification labels are completely customizable in each project and are defined by the administrator in the portal settings. The administrator can also decide whether to make assigning a classification required or optional. If the Classification list is not present at all, it means the administrator has not defined any classification labels for this project.
  
  See Defining Custom Classification Labels .
3. Below the Classification field, fill out any additional custom attributes as needed.
  Custom attributes are completely customizable in each project and are defined by the administrator in the portal settings. Default attributes for the General Correspondence package type are Location, Source, Project Phase, Contract. If there are no additional attributes in this section, it means the administrator has either deleted the default attributes or has not defined any custom attributes for this general correspondence package type you are creating.
  
  See Configuring the Attribute List for General Correspondences.

On the Recipients tab, add the participants that you want to receive this general correspondence and turn the Ack (Acknowledge) and Resp (Respond) options on or off as needed for each recipient.

To add participants, do the following:

Click Add recipients.
The Add recipients dialog opens.

You can filter the dialog to show only internal participants, only external participants, or both internal and external participants.

You can use this dialog to add any current internal or external participant to the recipients list.

You can also use this dialog to invite new external participants to the project. Once invited, you can immediately add the newly invited person(s) to the recipients list (you do not have to wait for them to accept the invitation in order to issue the general correspondence).
To add a current external or internal participant:
1. Select a participant from the list and click Add selected.
To invite and add a new external participant:
1. Click Invite new.
  The Invite external participant dialog opens.
2. In the Contact email field, enter the email address of the person you want to invite to this project.
3. In the Subject field, enter a subject for the project invitation email.
  A default subject is provided, which you can keep or change as needed.
4. (Optional) In the Message field (not labeled), enter a short, personal message to the invitee.
5. Click Send.
  An invitation is sent to the person, and they are added to the external participants list.
6. Select the newly invited external participant in the list and click Add selected.

On the Scheduling tab, do the following:

Set the Acknowledgement due date (the date by which the recipient must acknowledge that they have received the general correspondence).
Set the Response due date (the date by which the recipient must send a formal response to the general correspondence).

For both due dates, you can either set a specific due date, or you can make the due date a certain number of days after the general correspondence was issued. You can also specify how many days (if any) before the due date that a reminder email will be sent to the recipient.

Note: At this point there is nothing to do on the Responses tab. Once the general correspondence is issued, this tab is where you will be able to view responses from the recipients.

Depending on how complete the general correspondence is, click one of the following:

Save draft - if you want to save your changes so far but leave the draft open for further editing
Close - if you want to close the draft after saving it (you can open it for editing later)
Send for review & issue - if you want to send the draft to another internal participant to review before issuing it
Issue - when you are ready to send the draft to the selected recipients