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Create a Project Mail

Writing a memo, an RFI, or some other general correspondence? You need Aconex Mail.

This page covers:

Creating a project mail

  1. Select your project from the Project Selector at the top of the page.
Project Selector
  1. Click the Mail button on the Module Menu, and under Create New, click Blank Mail to create a blank mail.
  1. If you created a blank mail, choose the mail in the Type field.
Select a Mail Type
  1. Enter one or more mail recipients in the To field and/or the Cc field. Either:
    • Enter a full or partial user or group name and hit Enter to select from a list, or
Select Recipient

You’ll notice a checkbox option for Hard Copy to the right of the mail’s recipients – this creates a flag in the mail suggesting that you printed the email and sent a hard copy to the recipient for their records.

  1. If required, attach documents, other project mails, or local files to the mail. See Adding attachments to a mail below.
Attachments
  1. Click on an  Attributes dropdown, and select one or more values for each attribute, as required.
  1. If required, choose the response type from the Response Required list, and select the respond by date.
  2. Complete the Subject field with a meaningful description of the content to make it easier to find this mail.
Subject
  1. Complete the mail details, if they’re available. Mandatory details are identified with a red asterisk, but the more information you include in the Details section, the easier it will be to find and report on this mail.
The Mail Form in the Compose view

The variety of details you’ll see will depend on the project and the mail type. Some projects do not use Mail Details.

  1. To add other auto text to the body of this mail:
    • Position the cursor where you want the text to be added.
    • Select the auto text name from the list. You can add as many auto text items as required.
  1. Complete the Body field. You can type your message or paste text from another application. Use the Format menu to apply formatting to your text.
  1. Click the Send button. 
    Note that if you save your mail to draft, it will be available to anyone in your organization.
Send Button

All Aconex mail is automatically scanned when it's sent for potentially malicious links, encoding, and other obfuscated content. If we find any of these nasty elements, we remove them to protect you and all the recipients of that mail.

In a very, very small percentage of cases, this affects the appearance or formatting of some mail. This is a necessary by-product of ensuring the greatest possible security for your personal, organizational, and project data on the Aconex platform – a job we take very seriously.

Finding and adding mail recipients from a directory

  1. Click the To or CC links.
Address Book Button
  1. Click the:
    • Project tab – to search for project team members and guests only.
    • Global tab – to search all Aconex users and guests.
  1. Type full or partial search terms in one or more search criteria fields
  2. Click the Search button.
Address Book Search
  1. Select the checkbox for each recipient or recipient group you want to send this mail to.
    Click the:
    • To button - to address the project mail to these recipients.
    • Cc button - to carbon copy the mail to these recipients (those who are not expected to reply to or act on the project mail).
    • Bcc button - to blind carbon copy the mail to these recipients (other recipients will not see these recipients in the mail header).
Add Recipient
  1. Click the OK button.
Ok Button

Adding attachments to a mail

You can add documents or project mail to a mail, or files from your computer or local network.

While this can be helpful in some cases, we recommend that you issue documents using transmittals, not mail. This way, you can be sure that your documents are made available in the receiving organization's document register.

However, if you need to mail documents as attachments to a mail, follow these steps.

  • To see more search criteria fields, click the Show icon.
  • To remove an attachment, click on the cross icon in the Remove column to the right of the attachment.

To attach documents or project mail:

  1. Click the Attach button and choose:
    • Document - to attach documents from the Register or Temporary Files.
    • Project Mail - to attach other related project mails.
  1. Choose the tab for the area you want to search.
  2. Complete search criteria fields, as required.
  3. Click the Search button.
  1. Select the checkbox for each document or project mail you want to attach.
  1. Click the Attach button.
Attach Mail List

To attach files from your computer or network:

  1. Click the Attach button and choose Local File.
  1. Click the Browse button, browse to the file you want to attach, and click the Open button.
Attach Browse Button
  1. To add another file, click the Attach another file link and repeat the above step.
  2. Click the Attach button.
Attach Link and Button

Adding Notes to a Project Mail

  1. Choose the project mail you wish to add notes to from either the InboxSent or Draft tabs. Click on the subject line of the chosen mail and the mail will be displayed on the screen.
Adding notes
  1. Click on the Notes tab on the left hand side of the screen.
  2. There are two options beneath Notes Private Comments and Comments against recipients. To add a private note that is visible only to people in your organization and isn’t searchable, type your text in the allocated space and click the Save button.

Note that the information entered is permanent and not searchable.

  1. Under these private notes you can also add comments/status.
Adding Notes 3

The main difference between the notes and the comments/status fields lie in the fact that the comments are a searchable field. This field can be used as another way of sorting mail. Also this field only contains a few characters and may be quite appropriate for a short name or a code.

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