Correspondence

The Workspace view is the main correspondence thread register. It shows project correspondence threads with status, participants, unread counts, attachments, assignment, formal flags, and linked project context.

Common statuses include New, Open, Pending reply, Awaiting response, Under review, Issued, Resolved, and Archived.

Use search and filters to find threads by subject, participant, status, assignment, visibility, or linked record type.

Use MY WORK → Inbox to review inbound email and SMS conversations across every project you can access. Search by counterpart, address, phone, or email subject; filter by channel or project; show unread conversations only; and sort or page through the permission-scoped result set.

Selecting an email row opens its project or Site Correspondence thread. New inbound email can also raise a bell notification and Android push notification for the conversation owner. TaskRox checks that person's current project permission and, for restricted threads, their thread access before exposing sender, subject, or message content. Historical messages imported more than 48 hours after receipt remain available in Correspondence without generating a burst of old-message alerts.

Use Compose to create a new message or draft a reply to an existing thread. Drafts appear in the Drafts view until they are sent, issued, rejected, withdrawn, or superseded.

Sender identities control who a message is sent as. General project replies can use the project identity where permitted. Formal sender identities such as Superintendent, Principal Rep, Contract Admin, PM, or Contractor Rep depend on the user's correspondence authority.

The Issue Register tracks formal correspondence such as notices, directions, EOT responses, claim responses, payment correspondence, variations, responses, and transmittals.

Formal issue actions require the right sender identity, authority scope, and approval state. A normal admin role alone does not automatically grant formal issue authority.

Issued formal correspondence is recorded with an issue number, type, subject snapshot, sender, timestamp, and status so the project has an auditable correspondence trail.

Threads can be project visibility or restricted visibility. Restricted threads are only visible to users with the required correspondence access.

AI assistance can summarise threads, draft replies, and suggest links to project records. AI does not send messages or create authoritative links without user review.

Historical correspondence can be imported through the import flow. Import uses message identity and fallback hashes to avoid duplicate messages. For ongoing capture, an org admin can also connect an external mailbox (see External mailbox providers below) so labelled/foldered mail syncs into the project automatically.

By default, projects send and receive through a TaskRox-managed address. An organisation admin can optionally connect an external mailbox so correspondence also flows through it:

• Gmail / Google Workspace — sync a chosen Gmail label into the project and send from Gmail-routed sender identities.
• Microsoft 365 / Outlook — sync a chosen Outlook folder into the project and send from Microsoft 365-routed sender identities.

Both are configured in Correspondence → Settings and are admin-only. Connecting a provider does not change anything for projects that have no connection — the TaskRox-managed address keeps working.

Sending from a connected provider requires two things: an explicit send permission on the connection, and domain consent for the sender address (so a connected mailbox cannot send as an address it is not authorised for). If a connection loses send permission, a re-consent prompt appears and outbound through that provider is blocked until it is restored.

Microsoft 365 connections start with read + send access to the mapped folder. An admin may optionally enable a mailbox-management upgrade so synced messages are tagged with a project category in Outlook; this is never required for the core connection.

Note: Microsoft 365 here is the mailbox provider for project email sync and sending. It is separate from Microsoft 365 document editing in the Documents module (see Documents → Editing documents in Office editors) — connecting a mailbox does not enable document editing, and vice versa.