A correspondence record logs a hand-recorded interaction with a person that is not a note or a call — for example a letter, a fax, a mailed document, or another contact you want on the timeline.
Pregnancy centers often use it to acknowledge a faxed ultrasound or STI report. You can also log it from a donor, client, contact, staff, or volunteer record.
Adding a correspondence record
Add correspondence from the person's record (donor, client, contact, staff, or volunteer), or from a case.
The form asks for:
Correspondence Type (required) — what kind of interaction this was, from your organization's list
Summary (required) — a short line describing the interaction
Correspondence Date — defaults to today
Notes — any additional detail
Taken By — defaults to you
Intention — pregnancy centers only. When you record an intention here, CoolFocus updates the case's current intentions
You do not set who the record belongs to. CoolFocus links it automatically from where you opened the form, the same way notes and calls work.
Where it shows up
On the timeline of the person it is logged against, alongside notes, calls, tasks, and attachments
On a case's activity feed when the correspondence was logged from that case (it stays with that case, not every case for the same client)
Correspondence logged from a Contact record shows up wherever that person appears, since a contact can hold more than one role
Correspondence does not have its own list page in the sidebar. You log and read it from the record it is attached to.
How it differs from notes and calls
Correspondence has its own type list and fields. It does not support batch adding, and there is no standalone correspondence list yet.