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Creating a Correspondence

You can track the communication that enters or leaves your office by creating confidential or non-confidential correspondence documents. There are several ways to create correspondence documents. You can create correspondence documents by clicking:

New on the correspondence register. This creates a new correspondence document using the selected subtype and without a reference to any other correspondence.
Options -> Add Update on an existing correspondence document. This creates a new correspondence document using the same subtype as the existing document, and carries over the attachments.
Options -> Respond on an existing correspondence document. This creates a new correspondence document using the same subtype as the existing document. Similar to Add Update, this also carries over the attachments from the existing documents, in addition to setting the existing document as the Previous Message in conversation. All the correspondence related to the current one are grouped together under the References tab.

Proliance allows for finer grained control over who gets access to a document by providing an option to mark it as confidential.

When a correspondence is marked as confidential, it does not get shared with all users in the creator’s company, but rather can be accessed only by the document creator or any other user with Read All Instances permission. Similarly, when doing a workflow or forward operation, the document is made accessible only to the user explicitly addressed in this operation rather than all users in the addressed user’s company.

Note:

Confidential correspondence documents cannot be shared or unshared using the Sharing functionality.
Replies to confidential correspondence are confidential by default and will only be accessible to the addressed contacts.
Once a correspondence is created and saved as confidential, it cannot be made non-confidential. The same applies to non-confidential correspondence.

To create a correspondence document

Open the Correspondence register.
Click New to create a new correspondence document using the default template.

— or —

Click the arrow next to New to select the template to use. For more information, see "About Document Templates".

A blank correspondence document appears. Some information may already be filled in, depending on the template used.

If you are creating a confidential document, select the Confidential check box.
In the Subject field, type a brief summary of the correspondence document.
If you are going to perform a workflow action, enter the information required for this action. See "Correspondence Workflow Actions" for a list of preconditions for a specific action.
Complete any additional required information. Headings marked with an asterisk (*) or highlighted fields are required. For more information, see "About Required Fields".
Please refer to the following for more information on the fields for each page:

Click Save. Proliance saves the correspondence document.

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