Composing a New Communication

Every communication in Methvin is treated as an actionable, trackable record. Here is the exact workflow for creating one.

1. From the main toolbar, click the Compose Mail button. The compose mail side-panel will slide out.

Select Communication Type

Selecting a Communication Type (such as RFI,) standardizes project data for long-term traceability. This classification ensures that different streams of information—whether technical, legal, or financial—are handled with the appropriate protocol. By tagging data at the source, you enable powerful reporting capabilities and ensure that a “Single Source of Truth” is maintained for every facet of the project.

2. Click the dropdown to categorize your message. This dictates the auto-generated “Mail Ref” (e.g., RFI-CON, ROI, RFI-BID). Categories include:

• Tendering & Procurement
• Contract Administration
• Financial & Progress
• Design & Coordination
• Compliance, Safety & Quality
• Legal & Contractual
• General Correspondence

This ensures all communications are standardised and properly classified

Add Recipients

• To: Enter the primary recipient. If they are an external client, remember this grants them access to view this specific thread.
• Cc: Add anyone who needs to be kept in the loop but is not required to take direct action.

Enter Subject

A clear and structured Subject line is the backbone of efficient document control. In an environment where thousands of messages are exchanged, a precise subject allows for instant searchability and identification.

• Enter a highly specific title.

Best Practice (Subject Lines): Avoid vague subjects like “Question about drawing.”

Instead use: [Discipline] - [Specific Location] - [Issue].

Example: Structural - Level 3 Slab - Rebar Congestion Query.

Assigned & Deadlines

Assigning ownership and setting hard deadlines ensures that critical tasks never slip through the cracks. By defining exactly who is responsible for a response and when it is due, the app creates a culture of accountability. This feature turns every correspondence into a trackable milestone, helping the entire team stay on schedule and reducing the costly delays associated with “waiting for information.”

Expand the Assigned & Deadlines section.

• Assigned To: Choose the specific Team Member whose “court the ball is in.”

• Deadline: Use the calendar picker to set a hard date for a required response.

This allows the communication to be tracked as an actionable item.

Status Settings

Status settings transform static emails into dynamic project records. By moving a thread from Active to In Progress or Completed , you gain a high-level view of what is currently blocking the project and what has been successfully resolved.

Expand the Status section. This is crucial for dashboard reporting.

• Tag: Add custom text labels for easy searching later.
• Type: Select the nature of the issue (e.g., Issue, Clash, Fault, Failure ).
• Priority: Rate the urgency ( Low, Medium, High, Urgent ).
• Status: Set the current state. (e.g., Active, In Progress, Completed, In review).

New actionable emails should usually be set to Active or In Progress .

Attachments

In construction, documentation is evidence. By linking directly to your Agile workspace, it ensures that every recipient is viewing the latest revision of a drawing or spec. Instead of floating disconnected PDFs, you are maintaining a ‘Single Source of Truth’ that prevents site teams from working off outdated information.

• Click Attach file to upload directly from your computer, OR
• Click Import file from project to pull a document already stored in your Methvin Agile/Files tab.

Approval From (Optional)

The Approval feature acts as a vital safety net for project integrity. By requiring internal sign-off before a message reaches a client, it ensures that technical advice, contractual notices, and financial claims are vetted for accuracy and compliance. If this message needs internal sign-off before hitting the client’s inbox,

• Click approval from
• Select a Team Member from the dropdown.
• The message will be saved as a Draft until they approve it.

Send Communication

• Enter your message in the editor
• Click Send

Once you have sent a communication it will be sent as an email, and the recipeint can reply to it in the Methvin’s Correspondence App.