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Correspondence App User GuideContact ManagementManaging Contacts

Contact Management

The Contacts feature serves as the central directory for all project stakeholders within the Correspondence App. It allows users to store, manage, and organise contact information in a structured and accessible way. Each contact can be assigned relevant details such as **company, trade, **and role, making it easier to categorise and locate the right people when required. By maintaining a well-organised contact list, users can streamline communication, ensure accuracy in recipient selection, and improve overall coordination across the project.

Open Contact List

• Click on the Contacts option from the toolbar

Add New Contact

  • Click Add Contact
  • Enter the required details:
    • Full Name
    • Job Title
    • Company
    • Email Address
    • Phone Number
    • Address
    • Country/Region
    • Select relevant Trades
  • Click Add Contact
Always assign a Trade. If the schedule changes and you need to notify all Mechanical, Electrical, and Plumbing (MEP) contractors, you can instantly filter your contacts by Trade instead of trying to remember individual names.

Groups

The Groups feature allows users to create custom contact lists for recurring communications within a project. This ensures that emails can be sent efficiently to predefined audiences without repeatedly selecting individual recipients.

Use Groups for regular distribution lists (e.g., “Weekly Site Meeting Attendees”).
  • Open the Contacts modal and look at the left-hand navigation menu. Click on Groups.
  • Click create Group and give it a highly descriptive name.
  • Add description (optional).
  • Select the contacts you wish to add to this specific list.
  • Click save group.
When composing a new mail, instead of typing out 15 individual email addresses in the “To” or “Cc” fields, you can simply select the Group name.

Trades

The Trades section provides a structured and dynamic way to organise and manage project contacts. Instead of viewing contacts in a flat list, the Trades directory allows users to group contacts based on their organisational relationships such as Trade, Company, and Client. This makes it easier to locate, manage, and select the right stakeholders for project communications.

  • Select the trades tab from the side panel.
  • At the top right of the Trades directory, there is a dropdown menu that allows you to instantly reorganize the directory based on what you are looking for.
  • You have three primary views:
    • Trade > Company > Client: It groups everyone by their job function first. If you need to find an electrician but can’t remember the subcontractor’s company name, use this view. It will list “Electrical,” and underneath it, display every company performing electrical work, followed by their specific employees.
    • Company > Trade > Client: It groups everyone by their employer first. If you want to see the entire roster for “Stonebridge Construction,” you click their name, and it drops down to show you their staff, neatly organized by their specific trades (e.g., Project Managers, Laborers, Operators).
    • Company > Client > Trade: it lists the Company, then immediately lists the names of the people (Clients), and then displays their trade tags.

Bulk Selection:

  • In any of the three the contact, groups or trades tab, Click on the checkboxes next to the contacts or parent folders.
  • Click Email on the top right corner.
  • This will open the compose mail panel with automatically selected contacts nested underneath the parent folder.
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Advanced FilteringAccess Control