Register Outgoing Correspondence
David Guinane
20 steps
4 minutes
Contrack
Tip! In this example, we previously generated an Outgoing Correspondence number, OG-1234500001, so that we could write a response to RFI-001. The letter has been written and sent via email, so we will now register the correspondence in Contrack.
1
Navigate to [https://contrack.com.au/](https://contrack.com.au/)
2
Click "Correspondence"
3
Click "Outgoing Correspondence"
4
Click the pencil icon to edit the OG-1234500001 correspondence
5
Normally the correspondence has been sent, so you can now close it. Click "Status"
6
Change the status to "Closed"
7
Fill out the outgoing correspondence input fields in as much detail as possible. An example is shown below.
It's important to use Keywords in the title and description fields, so that at a later date, you can search and find the correspondence easily.
8
Click the "Select a file to upload" field to uplaod the email and/or letter response to RFI-001.
9
Select the relevant file/s and/or email/s from the file system.
10
Once the file/s are uploaded, link the incoming correspondence to the outgoing correspondence. Click "ADD"
11
Click the checkbox of the corresponding incoming correspondence. In this case, the Outgoing is "Response to RFI-001", so we need to select the Incoming "RFI-001"
12
Click "OK"
13
Click "SAVE" to save the outgoing correspondence record.
14
We can now also close the incoming correspondence, as it has been responded to. The quicket way to do this is go back into the outgoing correspondence details.
15
Click the eye icon to be taken to the linked incoming correspondence.
16
Now that the correspondence has been responded to, and no further action or response is expected, the incoming correspondence can be closed. Click "Status" dropdown.
17
Click "Closed"
18
Click "SAVE"
19
A success pop-up will appear saying the correspondence has been saved.
20
The corresponding Incoming Correspondence, IC-1234500001, is now considered closed as it has been responded to and there is no further response or action expected.
Register Outgoing Correspondence
David Guinane
20 steps
4 minutes
Contrack
Tip! In this example, we previously generated an Outgoing Correspondence number, OG-1234500001, so that we could write a response to RFI-001. The letter has been written and sent via email, so we will now register the correspondence in Contrack.
1
Navigate to [https://contrack.com.au/](https://contrack.com.au/)
2
Click "Correspondence"
3
Click "Outgoing Correspondence"
4
Click the pencil icon to edit the OG-1234500001 correspondence
5
Normally the correspondence has been sent, so you can now close it. Click "Status"
6
Change the status to "Closed"
7
Fill out the outgoing correspondence input fields in as much detail as possible. An example is shown below.
It's important to use Keywords in the title and description fields, so that at a later date, you can search and find the correspondence easily.
8
Click the "Select a file to upload" field to uplaod the email and/or letter response to RFI-001.
9
Select the relevant file/s and/or email/s from the file system.
10
Once the file/s are uploaded, link the incoming correspondence to the outgoing correspondence. Click "ADD"
11
Click the checkbox of the corresponding incoming correspondence. In this case, the Outgoing is "Response to RFI-001", so we need to select the Incoming "RFI-001"
12
Click "OK"
13
Click "SAVE" to save the outgoing correspondence record.
14
We can now also close the incoming correspondence, as it has been responded to. The quicket way to do this is go back into the outgoing correspondence details.
15
Click the eye icon to be taken to the linked incoming correspondence.
16
Now that the correspondence has been responded to, and no further action or response is expected, the incoming correspondence can be closed. Click "Status" dropdown.
17
Click "Closed"
18
Click "SAVE"
19
A success pop-up will appear saying the correspondence has been saved.
20
The corresponding Incoming Correspondence, IC-1234500001, is now considered closed as it has been responded to and there is no further response or action expected.
