Mail & Correspondence

Send, track, and manage formal project correspondence using Teralo's mail system with configurable types, response tracking, and distribution groups.

Mail Overview

Mail is Teralo's formal correspondence system, providing a structured way to communicate on construction projects with full traceability.

Accessing Mail

1. Go to Project > Mail
2. The mail view shows:
   • Inbox: Mail received
   • Drafts: Unsent mail
   • All Mail: Complete register of sent and received mail

Composing Mail

Sending Mail

1. Go to Project > Mail
2. Click New Mail or Compose
3. Fill in the details:
   • To: Select recipients from the project directory
   • Subject: Clear, descriptive subject line
   • Mail Type: Select the type (RFI, Site Instruction, etc.)
   • Content: Write your message
   • Attachments: Add documents, photos, or files
   • Response Date: Set a deadline for reply (if applicable)
4. Click Send

Mail Types

Configure mail types to categorise correspondence:

• Request for Information (RFI): Seeking clarification on design or scope
• Site Instruction: Directing work on site
• Variation Request: Requesting scope changes
• General Correspondence: Standard communications
• Transmittal: Formally transmitting documents

Configure types in Project > Tools > Mail or Organisation > Tools > Mail.

Mail Numbering

Each mail item receives an automatic number using your configured prefix:

• Format: PREFIX-001, PREFIX-002, etc.
• Prefix is set at the organisation level (e.g., "ABC" for ABC Constructions)
• Numbers are sequential and unique within the project

Distribution Groups

Create distribution groups for sending mail to common sets of recipients:

1. Go to Project > Directory > Distribution Groups
2. Click Create Group
3. Name the group (e.g., "Design Team", "Client Representatives")
4. Add members from the project directory
5. Use the group when composing mail

Response Tracking

Response Status

Monitor outstanding mail and responses:

• Overdue: Response was due and hasn't been received
• Due Soon: Approaching the response deadline
• On Track: Response not yet due
• Responded: Reply has been received

Mail Dashboard

View mail statistics from the project dashboard:

• Total mail sent and received
• Overdue responses
• Response rates
• Mail by type breakdown

Mail Templates

Creating Templates

Save time with reusable mail templates:

1. Go to Project > Tools > Mail
2. Create templates for common correspondence
3. Include placeholder text and standard formatting
4. Apply templates when composing new mail

Mail Signatures

Set up signatures for outgoing mail:

1. Go to Settings > Tools
2. Create your mail signature
3. Signatures are automatically appended to outgoing mail

Searching and Filtering

Finding Mail

Use search and filter options to find specific correspondence:

• Search by subject, content, or mail number
• Filter by mail type, status, or date range
• Filter by sender or recipient
• Sort by date, type, or status

Best Practices

• Use appropriate mail types: Categorise correspondence for easy retrieval and reporting
• Set response dates: Hold recipients accountable for timely responses
• Use distribution groups: Ensure the right people receive relevant correspondence
• Attach supporting documents: Include all relevant information with your mail
• Track overdue responses: Follow up on outstanding items regularly
• Use templates: Maintain consistency and save time for routine correspondence
• Keep subjects descriptive: Make mail searchable with clear, specific subject lines