Creating a new circular

Use this procedure to create and send a new circular.

Click Received or Sent tab on the top of the Circulation screen and click Create New Circular button.

You will now see the circular entry screen.

Subject:

Type or choose a subject of the circular. You can enter an additional text in the text box. If you do not choose a subject from the list box, the text you entered in the text box will be the subject.

Your administrator can add the subjects which users use frequently to the subject list box by Edit Subjects function. See Administrating iOfficeV4 - Editing Subject names.

Recipients:

Select users who receive this circular.

Click Select.
Select users, groups, or a predefined recipient list. There are several ways to select users.
To select a recipient list, choose a recipient list name from Group List, and then click Add->. All the users in the recipient list will be displayed.

Note:

(P), (G) and (C) beside a recipient list name indicates "Private", "Group" and "Common" recipient lists, respectively.

To select all the users, choose All from Group List, and then click Add->.
To select all the users who belong to a group, choose a group name from Group List, and then click Add->. All users who belong to the group will be selected.
To select users, choose a group name from Group List, and then click Show. The users who belong to the group will be displayed in User List. Choose users from User List, and then click Add->.

You can create the recipient lists which define recipients so that you can select users without selecting users manually each time you create a circular. See Creating recipient lists for circulars.

Message Text:

Type a text of the circular, or select a predefined form and edit it.

You can create the forms you frequently use. See Creating circular forms.

Attachment:

Click Attach to attach files to this circular.

Attaching files to a message:

Click Attach.

You will now see the Add Attachments screen.

Click Browse button (Note: the name of the button is depending on your computer system) to select a file.
Click Add to attach the file.
If you want to attach more files, repeat 2. and 3.
If you want to remove files from the list, choose files, and then click Remove.
Click OK.

Priority:

Choose the priority of this circular.

E-mail Notification:

Use this option, if you want to receive a notification when all of the recipients confirm the circular.

Notes:

This option is available if your administrator sets "Use" to Notification via E-mail of Mail server Setting. See Setting mail server properties.

The notifications is sent to the e-mail addresses specified by Personal Options - User Information. See Editing your personal information.

Closing Day:

Specify until when the circulation is valid. The circular will be completed irrespective of confirmation of all users after this date. Specify all "--" to the dates, if you set it for an indefinite time.

Click OK to send the circular.

You may want to create a circular based on the circular created before. Use Copy & Create New on the detail screen of a circular in Sent view to create such a circular. To see Viewing sent circulars.