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Managing Updates

Keep your project stakeholders informed with Teralo's communication and update features. This guide covers mail, notifications, and keeping everyone in the loop.

Project Mail

Mail is Teralo's formal correspondence system for project communications.

Sending Mail

  1. Go to Project > Mail
  2. Click Compose or New Mail
  3. Fill in the details:
    • To: Select recipients
    • Subject: Clear, descriptive subject line
    • Mail Type: RFI, Site Instruction, General, etc.
    • Content: Write your message
    • Attachments: Add any relevant documents
  4. Set a response date (if applicable)
  5. Click Send

Mail Types

Configure mail types for different purposes:

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

Mail Templates

Create templates for common communications:

  1. Go to Project > Tools > Mail Templates
  2. Click Create Template
  3. Enter template content with placeholders
  4. Save for reuse

Use templates to:

  • Maintain consistency
  • Save time
  • Ensure required information is included

Tracking Responses

Monitor outstanding mail:

  • Overdue: Response was due and hasn't been received
  • Due Within 7 Days: Approaching deadline
  • On Track: No immediate response needed

View mail statistics in the project dashboard (Detailed view).

Document Updates

Uploading New Documents

  1. Go to Project > Documents
  2. Click Upload
  3. Register the document with:
    • Document number
    • Title
    • Revision
    • Type
    • Status
  4. Upload the file

Document Revisions

When updating existing documents:

  1. Find the document to update
  2. Click Upload Revision
  3. Upload the new version
  4. Increment the revision (A → B, etc.)
  5. Add revision notes

Previous versions remain accessible for comparison.

Document Workflows

Use workflows for formal document processes:

  1. Submit for Review: Send document for team review
  2. Review and Comment: Reviewers provide feedback
  3. Approve or Revise: Final decision on the document
  4. Issue: Make document official

Dashboard Updates

Custom Messages

Post announcements to the project dashboard:

  1. Go to Project > Settings > Dashboard
  2. Enable Custom Messages
  3. Add your announcement
  4. Choose display duration
  5. Save changes

Use for:

  • Important project announcements
  • Safety reminders
  • Milestone celebrations
  • Upcoming schedule changes

Recent Activity

The Recent Activity feed automatically shows:

  • New documents uploaded
  • Mail sent and received
  • Contract updates
  • Procurement changes
  • Photo uploads

Team members see activity relevant to their permissions.

Calendar Events

Adding Events

  1. Go to Project > Calendar
  2. Click on a date or Add Event
  3. Enter event details:
    • Title
    • Date and time
    • Location
    • Description
    • Attendees
  4. Save the event

Event Types

Create events for:

  • Site meetings
  • Client presentations
  • Inspections
  • Milestones and deadlines
  • Training sessions

Notification Management

Email Notifications

Configure how users receive notifications:

Users can set their preferences in Settings > Preferences:

  • Instant notifications for important items
  • Daily digest summaries
  • Weekly roundups
  • Turn off non-essential notifications

What Triggers Notifications

Users may receive notifications when:

  • They're added to a project
  • Mail is sent to them
  • Documents they're watching are updated
  • They're mentioned in comments
  • Calendar events are approaching
  • Tasks are assigned to them

Keeping Stakeholders Informed

Regular Updates

Establish a communication rhythm:

  • Weekly progress mail to key stakeholders
  • Monthly summary reports
  • Milestone announcements
  • Issue notifications as needed

Document Distribution

Use transmittals for formal document distribution:

  1. Create a transmittal mail
  2. Attach the documents
  3. List all recipients
  4. Send with delivery confirmation

Progress Reporting

For clients and stakeholders:

  • Share access to the dashboard for real-time updates
  • Send regular mail summaries
  • Upload progress photos regularly
  • Maintain updated calendar with milestones

Best Practices

Mail Etiquette

  • Use clear, descriptive subject lines
  • Include all relevant information
  • Attach supporting documents
  • Set realistic response dates
  • Follow up on overdue items

Document Management

  • Maintain consistent naming conventions
  • Keep revision history clear
  • Use appropriate statuses
  • Archive superseded documents

Calendar Management

  • Keep events current
  • Send reminders for important dates
  • Include all relevant attendees
  • Add clear descriptions and locations