How Astruct reads the project mail

You don’t need to ask Astruct to look. Once Outlook is connected, Astruct reads what arrives and tells you when something needs attention.

What it reads

• Mail in the Outlook mailboxes you connect, including attachments. New mail is picked up within about five minutes, sooner when Microsoft notifies Astruct of a change.
• Documents you upload.

It only sees what you connect. Mail that goes to a mailbox you haven’t connected, or a letter that only arrives on paper, isn’t seen until you add it.

What it looks for

• Directions that may be variations: site instructions, RFI responses, revised drawings, shop drawing comments and emails telling you to do something differently. See Directions compared against scope.
• Potential delays: plant breakdowns, late access, late information, revised handover dates and programme changes. See Delays.
• Notices and claims from the other party, and payment claims and schedules, where they start a clock.

What it does when it finds one

1. Opens an issue on the project, or adds to an existing one when it is the same matter.
2. Links the evidence, quoting the words from the email or document, each one opening its source.
3. Finds the clause that governs it and works out the deadline. See Deadlines and “check the clause”.
4. Shows it in Needs attention on the project page, sorted by deadline.

You can prepare the notice from the issue. Nothing is sent automatically.

What it ignores

Mail that uses commercial words without commercial effect, such as a variation to a meeting time or an extension for a safety document, isn’t raised as an issue.