Memo templates

Every memo and circular is written from a template. The template sets the letterhead and layout, the header fields the author fills in (To, Through, Subject…), how memos are numbered and which approval route they go through.

Open Administration › Memo templates. You need view_memo_templates to see them; add_memo_templates, edit_memo_templates and delete_memo_templates to change them. manage_memo_templates or manage_document_templates gives all of these (registry officers hold the latter).

The list

Memo templates on this installation.
  1. Search by name or description. A Status filter shows active or inactive templates.
  2. New memo template.
  3. A template. Select it to open its page.

The hospital's templates include Internal Memo, Internal Memo — DA Final, Departmental Circular, circulars from the CMD, CMAC and DA, and the audit memos and reports.

A template's page shows a sample of how a memo on it looks, and a summary: Approval (the route, or “The author chooses when submitting”), Publishing, Numbering, Header fields, Version and Memos written from it. Its actions are Edit, Write a memo from it, Deactivate / Activate and Delete.

Create or change a template

The editor has three tabs: Details, Header fields and Layout. It saves the same way as the request template editor (Save or Save & close, with problems marked on the tabs).

The Details tab of the “Internal Memo” template.
  1. Details / Header fields / Layout.
  2. Name (what authors pick it by) and Description (when to use it).
  3. Reference pattern. For example MEMO/{YYYY}/{seq}. Tokens: {YYYY} {YY} {MM} {DD} {seq} {seq:5}. Numbering restarts whenever a date token changes.
  4. Approval workflow. The route memos on this template go through before they are published. Leave it on The author chooses to let the author pick. Manage workflows opens Approval workflows.
  5. Publish manually after approval. Approved memos wait for the author to press Publish instead of going out at once.
Active
Inactive templates cannot be picked for new memos.
Header fields
What the author fills in: To, Through, Subject and so on. It is the same form builder as for request templates (see Form). Each field becomes a variable you can place in the layout.
Layout
The printed memo: letterhead, the header table, the Body text block where the author's text goes, signatures and footer. It is the same editor as the request document (see Template), with an extra Body text block. Apply official layout gives the hospital letterhead, watermark, verification QR code and status stamp.

Add a new kind of memo

  1. Select New memo template.
  2. Details: name, description and reference pattern. Choose the approval route, for example Memo: HOD, then the DA signs.
  3. Header fields: add To, Through, Subject and any others the memo needs.
  4. Layout: select Apply official layout and check the Body text block and signatures are where you want them.
  5. Save & close, then select Write a memo from it to try it as an author.

Memos keep a copy of the template they were written from, so editing a template never changes memos already written. Each save raises the template's version.

A template that memos were written from can only be deactivated, not deleted.

How memos are emailed

Two settings in Settings › Variables control email for published memos: memos.email_mode (named = only people named on the memo; audience_bcc = one message to the organisation address with the whole audience in BCC; off = notifications only) and memos.email_batch_size (most BCC recipients per message).

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