Circulation/Report

To Display New/Unconfirmed Circulars/Reports (Basic Screen)

Documents created by you and received from others users are displayed in the list.
You can categorize and manage documents by using folders.
There are six pre-defined folders.

• New/Unconfirmed
  Circulars/Reports created by other users arrive in this folder.
  If a circulars/reports created by you received new comments, it is also classified in this folder and displayed in pink background.
  
  * "From" column will display the name of commenters who commented on the circulars/reports you created. If there is no comment from other users, value set in "Created By" during circulars/reports creation will be displayed.
• Watchlist
  Circulars/Reports added to the watchlist are classified in this folder.
  
• Created By Me
  Circulars/Reports created by you are classified in this folder.
• Trash
  Circulars/Reports being deleted are classified in this folder.
• Draft
  Circulars/Reports being edited are saved.
• Confirmed
  When you confirm a circular/report sent by other user, the circular/report is classified in this folder.
  You can also move circulars/reports in Created By Me or Trash to this folder.
  Since folders can be created in this folder, you can classify and manage circulars/reports.
  

When you press each folder, the list of circulars/reports is displayed.
In New/Unconfirmed, you can create a new circular/report, confirm and mark as read/unread circulars/reports.

• Create a circular/report.
• Change the status to Complete.
  Select circulars/reports you want to change the status and press this button to complete.
  You can select more than one circular/report.
  If a circulars/reports is completed, it is moved to Confirmed folder automatically.
  
  * If a circular/report which recipients add comments is completed, it is removed from New/Unconfirmed folder.
• Mark circulars/reports as read.
  Select circulars/reports you want to change the status and press this button to complete.
  You can select more than one circular/report.
  
  * Only modifies the items in New/Unconfirmed. The status of the items in Watchlist is not affected.
  
• Mark circulars/reports as unread.
  Select circulars/reports you want to change the status and press this button to complete.
  You can select more than one circular/report.
  
  * Unread circulars/reports are displayed in bold.
  * Only modifies the items in New/Unconfirmed. The status of the items in Watchlist is not affected.
  
• Circulars/Reports are classified into New/Unconfirmed, Watchlist, Created By Me, Trash, Draft, Confirmed.
  When you press each folder, the list of circulars/reports classified by the folder is displayed.
  
• Items from the list that match the conditions are displayed. (Narrow down)
  Switch between "Unread", "Read", "(All)".
  
• The list of circulars/reports is displayed.
  You can check with/without attachment file, Priority, Status.
  When you press a link of Title, Details of Circular/Report screen is displayed.
  If a circulars/reports created by you received new comments, it is also classified in this folder and displayed in pink background.
  
  * "From" column in "New/Unconfirmed" folder will display the name of commenters who commented on the circulars/reports you created. If there is no comment from other users, value set in "Created By" during circulars/reports creation will be displayed.

To Check Detail of Circular/Report Received

When you press a link of Title of a circular/report you want to check in New/Unconfirmed, Details of Circular/Report screen is displayed.
If you want to confirm a circular/report, use this screen.

• By clicking "Reply to All", the title and contents will be copied to a new create screen.
  All recipients and creator of the copy source of Circulation/Report will be set as the recipients of "Reply to All".
  
  * Login user will be excluded from the recipients.
  
• By clicking "Forward", the title and contents will be copied to a new create screen.
  Recipient is not selected.
  
• By clicking "Copy & Add", the title and contents will be copied to a new create screen.
  All recipients of the copy source of Circulation/Report will be set as the recipients.
  
• You can download attachment files or circulars/reports.
  (Please refer to the explanation of  To Download Circulars/Reports  for more details.
  
• The deadline (remaining days) of the circular/report is displayed.
  
• Add a circular/report to Watchlist, delete it from Watchlist.
  : Not added to Watchlist
  : Added to Watchlist
  
  * Only recipients can add to Watchlist.
  * The "Watchlist" link is only visible to recipients.
  
• When you press Sticky note button, you can copy the information to a Sticky note.
  Please refer to the explanation of  Sticky Note  for more details.
• When you press Cabinet button, you can copy the information to a file in Cabinet.
  A circulation/report will be added to Cabinet with the following contents:
  
  • "Title(Form)" of the circulation/report will be added to "Title".
  • Contents of the circulation/report will be added.
  • Added files in the circulation/report will be added to "Attachment Files".
  Please refer to the explanation of  Cabinet  for more details.
• Email composing screen will be opened in a new window.
  The following information will be automatically filled in the email composing screen.
  
  • "Title(Form)" of the circulation/report will be added to "Subject".
  • Contents of the circulation/report will be added to "Body".
  • Added files in the circulation/report will be added to "Attachment Files".
  * Email composing screen is displayed in a text format.
  * Email composing screen is depends on the settings set up in Personal Settings > Design Settings.
  
  (Please refer to the explanation of  WebMail  or  WebMail IMAP  for more details.
  
• When you press Print button, a printable view selection menu is displayed.
  You can choose either printable view with or without comments.
  When you choose a view, a printable view is displayed in a new window.
• The detail of the circular/report is displayed.
• The date/time added and originator (created by) of the circular/report are displayed.
  If the circular/report has been updated, the date/time updated is also displayed.
• Display users that match the conditions in Comment History. (Narrow down)
  By Confirmation Status: You can switch between "(All)", "Confirmed", "Unconfirmed".
  By Read Status: You can switch between "(All)", "Read", "Unread".
  
  * When "Display target for read status" in [System Management > General Settings] is set to "Creator only", the pull down menu to filter the read status will only be visible to the creator.
  
• Expand all the comments folded in Comment History.
  When you press again, all the comments are closed.
• The sort order of a list of users which has been set in recipients can be changed by clicking the "Sort" button.
  
• The read status of the users set as recipients is displayed.
  
  * When "Display target for read status" in [System Management > General Settings] is set to "Creator only", this setting will only be visible to the creator.
  
• Comments by recipients are displayed as history.
  When you press "[Notify to Unconfirmed Users]" link, Notify to Unconfirmed Users window is displayed.

To Comment On Circular/Report Received

Input comment area is displayed when you click a comment link of the comment history in Circular/Report details screen.

• Enter a comment and confirm the circulation/report.
• Check this checkbox to prevent others seeing your comment.
• Click to attach files. When you press the button, file selection window is displayed. Choose files you want to attach.

To Download Circulars/Reports

Circulars/Reports and attachment files can be downloaded.
When you click the "Download" button, the Download Menu is displayed.

• The Circular/Report information and the Comment History is downloaded as a CSV file.
  The Date/Time Created, Created By, Priority, Title(Form), Content, Attached Files and Comment History of all users are written in the CSV file.
  The Name, Read Status, Date/Time Created and Content are written for each comment of the Comment History.
  
  * When "Display target for read status" in [System Management > General Settings] is set to "Creator only", the read status is written only for the creator.
  
• File attached to circular/report and files attached to the body content are downloaded.
  
  * This is displayed when "Enable Batch Download" in [System Management > File Download Settings] is allowed.
  (For more details, please refer to Circulation/Report > To Setup Files Download in System Management Manual).
  
• Files attached to circular/report, files attached to the body content and files attached to comments will be downloaded.
  
  * This is displayed when "Enable Batch Download" in [System Management > File Download Settings] is allowed.
  (For more details, please refer to Circulation/Report > To Setup Files Download in System Management Manual).
  

Index file of downloaded attachment files
The index file (.csv) is included in the compressed file of downloaded attachment files.
The Type, Name, Default Group, Date/Time Created, Private, Created By, Current File Name, File Size (KB), Error Details, File Path are written in the index file.

• Type
  For files attached to Circulars/Reports, "Content" is written.
  For files attached to comments, "Comment" is written.
  
• Name
  For files attached to comments, the recipient's name is written.
  
• Default Group
  For files attached to comments, the recipient's default group is written.
  
• Date/Time Created
  For files attached to comments, the comment's date/time created is written.
  
• Private
  For files attached to comments, [H] is be written for private comments.
  
• Created By
  For files attached to comments, [E] is be written for creator's comments.
  
• Current File Name
  The attachment file's name is written.
  
• File Size (KB)
  The attachment file's size is written.
  
• Error Details
  In case of an error, the error details are written.
  
• File Path
  The path of the attachment files downloaded is written.
  

Sequential Number Assignation to Duplicate File Names
A sequential number may be assigned to the Name or File Name when the circular/report attachment file and the body attachment file share the same name or when the Name/File Name are the same after getting cut for being too long.
Examples of the assigment of sequential number are as follows.

• Example of the circular/report attachment file and the body attachment file having the same name.
  

  AttachmentfileA.txt	> AttachmentfileA_001.txt
  AttachmentfileA.txt	> AttachmentfileA_002.txt
  AttachmentfileA.txt	> AttachmentfileA_003.txt



• Example of having the same name after cutting the file name.
  

  ABCDEFGHIJKLMNOPQRSTUVWXYZABCDEFGHIJKLMNOPQRST.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZABCD.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZAB_001.txt
  ABCDEFGHIJKLMNOPQRSTUVWXYZABCDEFGHIJKLMNOPQ.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZABCD.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZAB_002.txt
  ABCDEFGHIJKLMNOPQRSTUVWXYZABCDEFGHIJKL.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZABCD.txt	> ABCDEFGHIJKLMNOPQRSTUVWXYZAB_003.txt

To Check Circular/Report Commented by Other Users

Click the title link which is displayed in pink color to view the Circular/Report that has a new comment added by others.
This chapter will show you how to check a comment that has been added in a circular/report.

• By clicking "Reply to All", the title and contents will be copied to a new create screen.
  All recipients and creator of the copy source of Circulation/Report will be set as the recipients of "Reply to All".
  
  * Login user will be excluded from the recipients.
  
• By clicking "Forward", the title and contents will be copied to a new create screen.
  Recipient is not selected.
  
• By clicking "Copy & Add", the title and contents will be copied to a new create screen.
  All recipients of the copy source of Circulation/Report will be set as the recipients.
  
• Display re-send screen.
  (Please refer to the explanation of  Re-send Circular/Report  for more details.)
  * The button will not appears if the circulation/report has completed.
  
• Circulars/Reports and attachment files can be downloaded.
  (Please refer to the explanation of  To Download Circulars/Reports  for more details).
  
• Complete the circular/report.
  
• Move circulars/reports to Trash.
  * If you create a circular/report and move it to Trash, the recipient cannot refer it anymore.
  
• The deadline (remaining days) of the circular/report is displayed.
  
• Add a circular/report to Watchlist, delete it from Watchlist.
  : Not added to Watchlist
  : Added to Watchlist
  
  * Only recipients can add to Watchlist.
  * The "Watchlist" link is only visible to recipients.
  
• When you press Sticky note button, you can copy the information to a Sticky note.
  Please refer to the explanation of  Sticky Note  for more details.
• When you press Cabinet button, you can copy the information to a file in Cabinet.
  A circulation/report will be added to Cabinet with the following contents:
  
  • "Title(Form)" of the circulation/report will be added to "Title".
  • Contents of the circulation/report will be added.
  • Added files in the circulation/report will be added to "Attachment Files".
  Please refer to the explanation of  Cabinet  for more details.
• Email composing screen will be opened in a new window.
  The following information will be automatically filled in the email composing screen.
  
  • "Title(Form)" of the circulation/report will be added to "Subject".
  • Contents of the circulation/report will be added to "Body".
  • Added files in the circulation/report will be added to "Attachment Files".
  * Email composing screen is displayed in a text format.
  * Email composing screen is depends on the settings set up in Personal Settings > Design Settings.
  
  (Please refer to the explanation of  WebMail  or  WebMail IMAP  for more details.
  
• When you press Print button, a printable view selection menu is displayed.
  You can choose either printable view with or without comments.
  When you choose a view, a printable view is displayed in a new window.
• Display a list of unconfirmed comments.
  Click the button to confirm the comment. You can also reply a comment.
  
• The detail of the circular/report is displayed.
• The date/time added and originator (created by) of the circular/report are displayed.
  If the circular/report has been updated, the date/time updated is also displayed.
• Display users that match the conditions in Comment History. (Narrow down)
  By Confirmation Status: You can switch between "(All)", "Confirmed", "Unconfirmed".
  By Read Status: You can switch between "(All)", "Read", "Unread".
  
  * When "Display target for read status" in [System Management > General Settings] is set to "Creator only", the pull down menu to filter the read status will only be visible to the creator.
  
• Expand all the comments folded in Comment History.
  When you press again, all the comments are closed.
• You can notify to unconfirmed users.
  When you press "[Notify to Unconfirmed Users]" link, Notify to Unconfirmed Users window is displayed.
  * [Notify to Unconfirmed Users] link is not displayed for users other than the originator.
  * If a circular/report is completed, [Notify to Unconfirmed Users] link is not displayed for the circular/report.
  * If Email Notification option and Whereabouts application cannot be used, [Notify to Unconfirmed Users] link is not displayed.
• The sort order of a list of users which has been set in recipients can be changed by clicking the "Sort" button.
  
• The read status of the users set as recipients is displayed.
  
  * When "Display target for read status" in [System Management > General Settings] is set to "Creator only", this setting will only be visible to the creator.
  
• Comments by recipients are displayed as history.
  In addition, you can add comment to recipients.

- To Notify to Unconfirmed Users
When you press "[Notify to Unconfirmed Users]" link, Notify to Unconfirmed Users window is displayed.

• Enter a title.
  
• Enter message text.
• Choose how to notify.
  Choose either Email or Whereabouts Message.
  * If Email Notification option is set to "Do Not Use" by the administrator, Email option is not displayed.
  * If Whereabouts application is set to "Do Not Use", Whereabouts Message option is not displayed.
  
• Recipients are displayed.
  Unconfirmed users among the recipients of the circular/report are displayed.
  When you press "X" button, the recipient is removed.

When you press "OK" button, a notification is sent by using the method you selected.

To Display the List of Circulars/Reports in the Watchlist

When you click the Watchlist folder link, the list of circulars/reports added to the Watchlist is displayed.
Inside the Watchlist folder you can create new circular/reports, delete from Watchlist, set to read/unread.

• Create New Circular/Report.
• Delete Circular/Report from Watchlist.
  Select the items you want to delete from the Watchlist, and delete them from the list by using this button.
  Several circulars/reports can be selected at the same time.
  
• Set Circular/Report to "Read".
  Select the items you want to modify, and change their status with this button.
  Several circulars/reports can be selected at the same time.
  
  * Only shown in the Watchlist, the status cannot be change in the New/Unconfirmed list.
  
• Set Circular/Report to "Unread".
  Select the items you want to modify, and change their status with this button.
  Several circulars/reports can be selected at the same time.
  
  * The unconfirmed circulars/reports are shown in bold letters.
  * Only shown in the Watchlist, the status cannot be change in the New/Unconfirmed list.
  
• The circulars/reports are classified in New/Unconfirmed, Watchlist, Created By Me, Trash, Draft and Confirmed.
  When you click each folder, the circulars/reports classified in that folder are displayed on a list.
  
• Items from the list that match the conditions are displayed. (Narrow down)
  You can switch between Unread, Read and (All).
  
• The list of circulars/reports is shown.
  You can check the priority, if they have attachment files, etc.
  When you click the Title link, Details of Circular/Report screen is displayed.
  

Notification of Circulars/Reports added to the Watchlist

The message above will appear as notification when a circular/report on the watchlist has a comment registered.

To Display Circulars/Reports Created By Me

When you press the link of Created By Me, the list of circulars/reports created by you is displayed.
In Created By Me, you can create a new circular/report, complete circulars/reports, and move circulars/reports to Trash

• Create a circular/report.
• Complete the circular/report.
  Select circulars/reports you want to change the status and press this button to complete.
  You can select more than one circular/report.
  
  * Users other than the originator of a circular/report cannot complete the circular/report.
• Move circulars/reports to Trash.
  Select circulars/reports you want to move and press this button to move.
  You can select more than one circular/report.
  
  * If you create a circular/report and move it to Trash, the recipient cannot refer it anymore.
  
• Circulars/Reports are classified into New/Unconfirmed, Watchlist, Created By Me, Trash, Draft, Confirmed.
  When you press each folder, the list of circulars/reports classified by the folder is displayed.
  
• The list of circulars/reports is displayed.
  You can check with/without attachment file, Priority, Status.
  When you press a link of Title, Details of Circular/Report screen is displayed.
  

- To Move Circulars/Reports


Press and hold down the mouse button over the grip on the left side of a circular/report in the list, and move it to Trash or Confirmed folder or sub-folders in Confirmed folder and release the mouse button, a confirmation window is displayed.
If you press "Yes" button, the circular/report is moved to the destination folder.

To Create New Circular/Report

When you press "Create New Circulation/Report" button, Create New Circulation/Report screen is displayed.

• Enter a title of the circular/report.
  When you press ▼, you can choose any one of titles/forms you and your administrators created.
  If you want to enter a title individually, enter the title in the input field.
  
  * If no title/form has been created, the selection is not displayed when you press ▼.
• Choose a priority of the circular/report.
  
• Set recipients of the circular/report.
  When you press "Choose One", the following choices are displayed.
  
  • "Direct Edit"... Select User window is displayed. Select recipients.
    (For more details about user selection, please refer to  Common Functions for All Screens > User/Group/Role Selection  in User's Manual.)
  • "Choose from Existing Recipients"... Select Recipients window is displayed. Select recipients.
    
    * Recipients which have been created by "Personal Options" - "Recipients Settings" or "Application Management" - "Recipients Settings" are displayed in the list of the selection window.
• Set options for commenting.
  If you check "Allow To Add Comment When Confirming", the recipients can comment on the circulars/reports.
  If you uncheck "Allow To Add Comment When Confirming", the recipients cannot comment on it.
  If you check "Notify [Announcement] by Neotwi When Adding Comment", when a recipient comments on it, a notification is sent.
  If you uncheck "Notify [Announcement] by Neotwi When Adding Comment", when a recipient comments on it, no notification is sent.
  
• Enter an originator (Created By).
  You can enter the information as an originator freely.
  If you do not enter the field, your name and belonging group are set as an originator.
  You can also choose a group in the group selection window which is displayed when you press the link of "Select Group".
  
• Enter a deadline.
  When you press the entry field, a calendar screen is displayed. Click a date on the calendar, and it will be set to the field.
  
  * Enter a date in MM/dd/yyyy format, numeric.
  * If a circulars/reports which deadline has passed, the circulars/reports is automatically complete.
  
• Switch the input mode format.
  You can switch the input mode from Rich Text Editor to Control Form.
• Enter message.
  You can edit the content based on the title/form, or use text decoration and images freely.
  (For more information, please refer to  All Common Functions for All Screens > Rich Text Editor .)
• You can attach files.
  When you press the button, file selection window is displayed. Choose files you want to attach.
  

After all entries are completed, when you press "Confirm Created Content" button, Confirm Circulation/Report screen is displayed.
When you press "Save as Draft", the circular/report is saved as a draft

Using Control Form As Input Mode
You can input a form by using control form.

• Click Edit Control to display the format settings screen.
  (For more information, please refer to  All Common Functions for All Screens > Form settings .)
• Switch the input mode format.
  You can switch the input mode from Rich Text Editor to Control Form.
• Display the set up format screen.
  

To Confirm Circular/Report

When you press "Confirm Created Content" button, Confirm Circulation/Report screen is displayed.

• The content of the circular/report is displayed.

When you press "Create", the data is saved and sent to New/Unconfirmed folder of each recipient.

To Resend Circular/Report

When you press "Resend" button in the detail screen of a circular/report you created, the resend screen to edit the content is displayed.



You can change any data you entered when creating.

After all entries are completed, when you press "Confirm Created Content" button, Confirm Circulation/Report screen is displayed.

To Display Circulars/Reports in Trash

When you press the link of Trash, the list of circulars/reports which has been deleted an moved from other folders is displayed.
In Trash, you can create a new circular/report, complete and delete circulars/reports.

• Create a circular/report.
• Complete the circular/report.
  Select circulars/reports you want to change the status and press this button to complete. You can select more than one circular/report.
  
  * Users other than the originator of a circular/report cannot complete the circular/report.
• Delete circulars/reports.
  Select circulars/reports you want to delete and press this button to delete. You can select more than one circular/report. You can select more than one circular/report.
  
  • If the originator deletes... The circular/report information including recipients are deleted.
  • A recipient deletes... Only her/his circular/report information is deleted (the circular/report information of originator and other recipients is not deleted)
• Circulars/Reports are classified into New/Unconfirmed, Watchlist, Created By Me, Trash, Draft, Confirmed.
  When you press each folder, the list of circulars/reports classified by the folder is displayed.
  
• The list of circulars/reports is displayed.
  You can check with/without attachment file, Priority, Status.
  When you press a link of Title, Details of Circular/Report screen is displayed.

- To Move Circulars/Reports


Press and hold down the mouse button over the grip on the left side of a circular/report in the list, and move it to Trash or Confirmed folder or sub-folders in Confirmed folder and release the mouse button, a confirmation window is displayed.
If you press "Yes" button, the circular/report is moved to the destination folder.

To Display Circulars/Reports in Draft

When you press the link of Draft, the list of circulars/reports which has been saved as draft is displayed.
In Draft, you can create a new circular/report and delete circulars/reports.

• Create a circular/report.
• Delete circulars/reports.
  Select circulars/reports you want to delete and press this button to delete. You can select more than one circular/report.
  You can select more than one circular/report.
• Circulars/Reports are classified into New/Unconfirmed, Watchlist, Created By Me, Trash, Draft, Confirmed.
  When you press each folder, the list of circulars/reports classified by the folder is displayed.
  
• The list of circulars/reports is displayed.
  You can check with/without attachment file, Priority.
  When you press a link of Title, Create New Circular/Report screen is displayed.

To Create a Circular/Report from Draft

When you click the Title link of a circular/report draft, Create New Circular/Report screen is displayed.

• Delete draft.
  

After all entries are completed, click the "Confirm Created Content" button or click the "Save as a Draft" button.

To Display Circulars/Reports (Confirmed Folder)

In Confirmed folder, circulars/reports which have been confirmed and moved from Created By Me and Trash are displayed.
You can complete circulars/reports and move circulars/reports to Trash.

• Change the status to Complete.
  Select circulars/reports you want to change the status and press this button to complete.
  You can select more than one circular/report.
  
  * Users other than the originator of a circular/report cannot complete the circular/report.
• Move circulars/reports to Trash.
  Select circulars/reports you want to move and press this button to move.
  You can select more than one circular/report.
  

To Delete Circulars/Reports

When you press "Delete" button on the list of circulars/reports in Trash or Draft, a confirmation window is displayed.
When you press "Yes" button, the circulars/reports are deleted.

To Manage Folders

You can add, edit and delete folders in the list of folders.

• Add a folder.
  When you press "Add Folder" button, a new window for the creation folder is displayed. Enter a name of the folder and save it.
• Edit a folder name.
  When you choose a folder you want to change the name and press "Edit Folder" button, Edit Folder screen is displayed.
  Enter a name and save.
• Delete a folder.
  When you select folders you want to delete and press "Delete" button, a delete confirmation window is displayed.
  When you press "Yes" in the delete confirmation windows, the folder is deleted.
  
  * Please note that the folders you selected and all sub-folders in the folders are deleted. Please take note.
  
  * Circulars/Reports are not deleted and moved to Confirmed folder.

- To Move Folder


Press and hold down the mouse button over a folder and move the mouse up and down and release the mouse button on desired place to change the order.

To Search Circulars/Reports

When you open the menu on the left side of screen, the circular/report search function appears.
You can find circulars/reports by entering various conditions, such as Attachment File, Title, Status, keywords, Created By, Priority, Date Created.

• Choose a title.
  The search function searches circulars/reports that the title you selected is set.
• Choose a status.
  The search function searches circulars/reports that the status you selected is set.
• Enter keywords.
  The search function searches in "Bookmark Name" and "URL" by the keywords.
  
  * If you want to specify more than one keyword, use space to separate keywords.
  * Specifying multiple keywords will perform "OR" search. This means the search results contain either one or more keywords that you specified.
  
• Enter a name of an originator.
• The search function searches information messages file(s) attached.
• Choose a priority.
  The search function searches circulars/reports that the priority you selected is set.
• Specify the date created period to be searched.
  When you click an entry field, a calendar will be displayed.
  * Enter a date in MM/dd/yyyy format, numeric.
• When you press "Search" button, bookmarks that match the search criteria are displayed in the list screen.
• When you press [] button, all search conditions are cleared.