Correspondence in K2 is used to capture information such as property visits, supplier emails, or phone call conversations.
Select from the following to display information on managing correspondence:
Adding or Editing a Correspondence
To add or edit a correspondence record:
Do one of the following:
Navigate to Business Continuity > Correspondence > New Correspondence to add a correspondence record.
Click the New Correspondence option in the Tasks panel of a business unit or project record to create a correspondence linked to that record.
Click the Correspondence(s) option in the Associated Items panel of a business unit or project record and then double-click an existing record to open it
The fields on the Correspondence Editor are described in the following table:
This field…
Holds this information...
Number
The correspondence number. This may be populated automatically depending on the Correspondence Auto Unique Numbering system option (accessed by navigating to Tools > System Options and then clicking the System Options button).
Type
The type of correspondence (for example: a visit).
These can be defined in Correspondence Type Reference Data (accessed by navigating to Business Continuity > Correspondence > Correspondence).
Correspondent
The correspondent. Enter part of a contact's name and then select from the drop-down list.
Contact
The contact.
Enter part of a contact's name and then select from the drop-down list.
Click the New button adjacent to the field if they do not exist in the K2 system.
Agency
The agency that the contact is employed by or contracted to.
Enter part of a agency's name and then select from the drop-down list.
Date
The date of the correspondence.
Subject
The subject of the correspondence (for example: inspection).
Whether to send the user a notification of the event. Selecting this check box enables the remaining Notification fields, where you can select when to send the notification.
Last edited by
The user who last edited the event. This cannot be edited.