Circulation/Report

Circulation/Report lets users to send documents and reports to predefined recipients at once.
While giving several recipients information, the originator can grasp when, who checked it at a glance.
Since the originator and recipients can comment on a circulation/report, much closer communication is possible.

Print Button

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.
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.





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.
* When you display this screen, the read status is changed to "Read".






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.
* Comments cannot be added to a completed circular/report.





To Download Circulars/Reports


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

Circular/Report Download Menu


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.
* The former file name and the attachment file name could be different after extracting the file, so please check the file path of the index file.


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.



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.




- To 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.



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.

To Display the List of Circulars/Reports in the Watchlist


Notification of Circulars/Reports added to the Watchlist
New notification when a circular/report is added to the Watchlist
The message above will appear as notification when a circular/report on the watchlist has a comment registered.
* Whether this notification gets made or not, depends on the "Circulation/Report" value of [Neotwi > Personal Settings > Announcement Settings] and [Setup > Operation Settings > Screen Design Settings > Announcement Settings].
* This message is also displayed when a circular/report with no comments is displayed in the Announcements.
   Also, the date/time are not displayed at this time.
* If you unselect the "Send an [Announcement] by Neotwi when a comment has been added or edited" check box when you create a circular/report, you won't be receive a notification even when a comment is 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




- 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.




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.




To Confirm Circular/Report


When you press "Confirm Created Content" button, Confirm Circulation/Report screen 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 cannot resend circulars/reports which are completed.



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.
* If you resend a circular/report, comments added before resending can be referred.


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.





- 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.





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.

To Create a Circular/Report from 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.





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.




- 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.