Email a Change Order to External Stakeholders

The built-in email feature enables you to communicate with stakeholders outside Linarc in the context of the change order at any stage, making it easy to gather feedback—even from those not in the project directory. This fosters broader collaboration and ensures smoother approvals. You can also use it to share completed change orders with anyone who needs visibility.

• Forward change orders for inputs from collaborators outside the project directory, with the option to attach a generated PDF version.
• Capture replies within the same screen and integrate external feedback into the change order before continuing the workflow.
• Inclusive communication: Include guest users and CC relevant stakeholders to keep everyone informed.

Background:
By default, Linarc routes change orders for estimate submission, approval, and other actions only to stakeholders listed in the project directory. This ensures that project members can access, review, and act on items directly from their Linarc consoles, enhancing communication and decision-making within the platform.
However, the construction team may also need to involve external stakeholders, such as vendors and specialty contractors, who are not yet registered in Linarc. Since these parties cannot be added to the project directory until their registration is complete, the built-in email feature allows you to request their input, approval, or endorsement of a change order as needed. This ensures that essential contributors outside the platform can participate in the review process seamlessly.

Prerequisite: The external users to whom you want to send the CO must have been added as guest users to the project from the project setup module. See Add Guest Users to a Project to learn more.

Use the links below to jump to the section you need help with:

• Send an email
• View Replies

Note: You can send an email

Send an email from the CO screen

• Open the change order if not already done. To do so:
  • Open the project management console
  • Click the app launcher icon in the top-right and select 'Finance'
  • Click 'Change Order' at the top, then choose 'Boards'
  • Click on the change order card to open it

• Click the 'Email' tab of the CO screen

The left pane shows the list of previously sent emails with their status for the change order, if any.

• Click 'Compose' in the left pane to start drafting your email

From - Prepopulated with your email address. 

To - Select the guest user to whom you want to send the email.

Reminder: 
Before sending the email, ensure that the recipients have already been added as guest users to the project. If they haven't, you can easily add them by navigating to the 'Project' > 'My Team' > 'Guests' screen. See Add Guest Users to a Project to learn more.

• Click inside the 'To' field

• Select the recipient(s) by clicking their serial number, then click 'OK'
• Tip: Use the 'Ctrl' or 'Shift' key on your keyboard to select more than one user at a time.

CC - Enter the email address of the individuals to whom the copies of this mail are sent

Subject - Prepopulated with the CO number and the subject. You can edit this field if required. 

Message: 

• Enter your message in the text box.
• Use the tools on the top to format your text and add emojis, insert hyperlinks, tables, etc.

Attachments:

• Click on the top right

You can add any supporting attachments for your message. If required, you can generate a PDF file of the change order covering its context till the current time, including all estimate submissions, attachments, etc., added so far, with the attachments, if any. See Generate PDF version of a change order for more guidance.

• From your device - Select 'Upload,' click 'Browse' and navigate to the file. Alternatively, drag and drop the files into the 'Attachments' dialog. 
• From Linarc's cloud-based project file repository - Select the drive, navigate to the folder, select the file, and click 'OK'
• You can also add more attachments if needed in the similar way.

Note: 
You can attach files of size not more than 20MB. If the PDF file of the change order or the other attachments exceeds this size, save the file on cloud storage and add the link to the email message.

• Click 'Send' on the top right to forward the email.

Once sent, the delivery status is shown against each recipient on the left pane. 

If the email delivery fails for a recipient, hover your cursor over the status icon to see the error message. 

View Replies to an Email

When recipients reply to your emails, Linarc automatically fetches their responses and displays them in the same change order screen under the 'Email' tab, as a thread to the original email. This removes the need for external email applications and ensures all communication stays in one place. You’ll also receive a notification as soon as a reply arrives, helping you track responses promptly.

To  view the replies

• Click the 'Email' tab of the change order screen

The left pane shows the list of previously sent emails and the replies sent for that email with the tag 'Reply'. By default, the latest reply or draft email will open.

• Click the email with the 'Reply' tag to open

Note: Sending emails from a closed change order is not supported.