Correspondence

Every communication tied to a request — whether composed in AccessPoint, captured from Outlook, or logged by hand — opens in the correspondence detail panel. It is the single record for one letter, email, or phone call, holding that item's summary, attachments, follow-up status, and an internal notes thread. You reach a record from a request's Requestor tab or, for third-party notices, from a consultation.

When AI Assist is enabled, composing a letter can be AI-assisted — see Sending Correspondence. However it was drafted, the correspondence record described here is the same.

Reading the Header

The header shows badges for:

• Direction — inbound or outbound
• Channel — email, phone, letter, and so on
• The communication date
• The third-party name (on the consultation lane)
• Send status — Sent or Failed, for composer records
• A follow-up flag when one is outstanding

A provenance line records who sent or added the item, when, and which template it came from. A letter sent by automatic acknowledgement also shows a Sent automatically badge.

Below it, From, To and Cc list the sender and recipients when the entry records them: the shared mailbox and recipient of a letter sent from the composer, or the sender and recipients of the email a request was created from. A line is left out when it is empty. That email is kept as the request's first inbound entry, with source Intake email.

Editing the Summary

Open Edit summary to change the direction, channel, date, and the notes/summary text. Unsaved edits are guarded if you cancel.

Attachments

Manage attachments from the panel: view, download, and preview any linked files, and upload additional ones. PDF-convertible files preview in place.

Files attached to a correspondence entry are filed as Correspondence: they never go into a response package. On the requestor lane (the request letter, the letters you send and the ones you log) they hold the requestor's personal information, so only people who can see requestor personal information can open them, in the Documents workspace or anywhere else. Readers, advisors, reviewers, custodians and contributors do not see them, and do not see the correspondence list itself, which needs Manage communications. Third-party (consultation) correspondence is not covered by this rule.

Tracking Follow-up

Use the follow-up controls so nothing slips:

1. Toggle Follow-up required.
2. Set a due date and a note. The item then surfaces on your My Day list — see Notifications.
3. Click Mark done when it is handled.

The Notes Thread

Append notes adds internal context to an append-only thread. Notes are never edited or deleted, so the thread stays a durable record of how the communication was handled.

Deleting a Record

Deletion is guarded the same way as consultations: entries that have attachments, notes, or a sent composer record cannot be deleted, and the panel shows the reason.