Manage Correspondence

To add or edit a correspondence record:

1. 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

     

   • Search for and open a correspondence record

   The Correspondence Editor is displayed.

   

2. Enter or edit the relevant details.

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). Note: 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). Note: These can be defined in Correspondence Subject reference data (accessed by navigating to Business Continuity > Correspondence > Correspondence).
Duration	The hours and minutes that the correspondence lasted.
Administration	The hours and minutes taken by the contact or agency (for example: to prepare for a visit or answer an email).
Follow Up Date	When to follow up the correspondence.
Follow Up Task	The action to take to follow up.
Notes	Any notes on the correspondence.
Last Updated By	The user who last updated the record. This is populated automatically and cannot be edited.
Last Updated Date	The date and time the record was last updated. This is populated automatically and cannot be edited.

3. Click Save.

Back to top

To link a correspondence to a business unit:

1. Open the relevant correspondence record.

2. Click the Link to Business Unit option in the Tasks panel.

   

   The Select business unit window is displayed.

   

3. Select the relevant project and then click OK.

Back to top

To link a correspondence to a project:

1. Open the relevant correspondence record.

2. Click the Link to Project option in the Tasks panel.

   

   The Select window is displayed.

   

3. Select the relevant project and then click OK.

Back to top

To record a correspondence event:

1. Open the relevant correspondence record.

2. Click the New Event option in the Tasks panel.

   

   Alternatively, click the Event(s) option in the Associated Items panel and then double-click an existing record to open it.

   

   The Event window is displayed.

   

3. Enter the relevant details.

The fields on the Event window are described in the following table.

Section	This field	Holds this information...
Detail	When	The date of the event.
	Status	The status of the event. Select from the drop-down list
	Event Type	The type of event. Note: These can be defined in Correspondence Event Type reference data (accessed by navigating to Business Continuity > Incident > Incident).
	Description	A description of the event.
	Comment	Any comments on the event.
Notification	Notify	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.
Audit	Last edited by	The user who last edited the event. This cannot be edited.

4. Click OK.

Back to top

Refer to Correspondence Reference Data for further information.

Back to top

Refer to Use Attribute Manager for further information.

Back to top