Memos

Official memos and circulars: written on a letterhead template, approved by the right officer, then circulated to all staff or to chosen units and people. This installation calls the module Memos & Circulars.

Where
Menu › Workspace › Memos & Circulars.
Who
Everyone reads the memos addressed to them. Heads of department, HR, registry officers and executives can write memos; heads and executives approve them; executives can circulate approved memos and delete them.
Permissions
view_memos to read; add_memos (write drafts, shows Write a memo), edit_memos, submit_memos (send for approval), approve_memos (shows Awaiting approval), publish_memos (circulate approved memos), delete_memos. The author of a memo can always edit, submit, circulate and delete their own. See Memos permissions.
How-to
Write and send a memo · Take a memo through approval
Memos & Circulars for a head of unit, on the For me view.
  1. Views. For me: memos circulated to you, your units or all staff. Written by me: your drafts, memos in approval and the ones you sent. Awaiting approval: memos waiting for your decision (approvers only).
  2. Search. By subject or reference.
  3. Write a memo. Opens the composer. Only with permission to write memos.
  4. A memo. Sender and position, date, subject, the first lines and the reference. High priority and Urgent memos are marked. Select it to read it.

Screens

Memos & Circulars
The reading list with its three views. Older memos load with Older / Newer.
New memo
The composer: the template box at the top, Write / Preview / Letterhead, Save draft, the memo page itself (To, Through, From, Ref. No., Date, subject and body), and a side panel for Who can see it, Delivery and What happens next.
A memo
The memo as it prints, the approval panel while it is being approved, and About this memo (From, Sent to, Status, Reference, Circulated, Shown until, Template). Buttons, as allowed: Submit for approval, Publish, Edit, New version, Print, Archive or Delete.
Edit memo
The composer again, for a draft or a rejected memo.

Statuses

The words below are this installation's; the standard wording is in brackets where it differs.

Draft
Saved but not sent. Only the author sees it.
In progress (In review)
Submitted and moving through its approval chain. It has its reference number. The author and approvers can see it; nobody else yet.
Approved
Every approver agreed, and the template says the author circulates it: select Publish. Most templates skip this and circulate straight away.
Circulated (Published)
Sent to its audience: they are notified and it appears under For me.
Rejected
An approver turned it down. The author can edit it and submit it again.
Archived
Taken out of circulation. It is kept and can be opened, and New version starts a fresh draft from it.

A memo with a Stop showing it after date drops out of For me after that date and shows Expired on its page.

Key fields

Template
Sets the letterhead, the header fields, the reference format and the approval chain. Plain memo (no letterhead, no approval) has none of these; you choose its approval route on the memo's page before submitting.
To, Through, From
The printed head of the memo. From is filled in with your name and position.
Ref. No.
Given automatically when the memo is submitted; never typed.
Subject, body
What the memo says.
Who can see it
Everyone, or Selected units and people (Units, People). If nobody is chosen, only you and the approvers see it.
Priority
Low, Normal, High or Urgent. High and urgent memos appear under Needs your attention on the home page until opened.
Stop showing it after
Optional end date.

Menu and status words (Memos & Circulars, In progress, Circulated) are set by administrators under Settings › Terminology, so they may differ on your system.

Depends on

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