What is Circulation?

Circulation allows you to send messages and documents to colleagues in your group or company. This is the resource to use when you need to know if important information has been delivered to the right people. Circulation 4 goes beyond they typical distribution list by offering message tracking and by giving you the current status of responses from message recipients. Users can post a response or circulate a new message to build group discussion.

1. Send Circulations

To send a new Circulation, follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click New Circulation.

   The Register Circulation window appears.

3. From the From drop-down menu, select your user group (for reference only).

4. In the Subject field, enter a title.

5. In the Message field, enter a message.

6. From the Group drop-down menu, select a group.

7. Select the Users you want to receive your Circulation. Click Add to copy group members to the left field.

8. When done, click Send.

   The Circulation will be sent to the chosen Users, and you will be able to track the status of their responses.

2. Attach Files

When you send a Circulation to your colleagues, you can easily attach a file with the message. Follow these steps:

1. First, create a new circulation. (See Send Circulation for a step-by-step guide to creating circulations.)

2. From the Register Circulation window, in the Attachment File area, click Add.

   The Add Attachment File window appears.

3. Click Browse.

   The File Upload window appears.

4. Select a file.

5. Click Add.

6. When done, cliick Send.

3. Reuse Circulations

To reuse an existing Circulation to send to colleagues, follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click on the Circulation you want to reuse.

   To choose a Received Circulation, click on any Circulation.

   To choose a Sent Circulation, click on the Sent Tab, then click on any Circulation.

3. Click Copy & Send.

   The Register Circulation window appears with the copied contents.

4. Change data as desired.

5. When done, click Send.

4. Add Users to Circulations

If you sent a Circulation, but you would like to add a User to the distribution list, follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click the Sent tab.

   The Sent list appears.

3. Click on the Circulation to which you want to add Users.

   The circulation appears.

4. Click Add Users.

   The Add Users window appears.

5. From the Group drop-down menu, select a group to find your specific Users.

6. Click Add to copy members to the left field.

7. When done, click Add.

   The Circulation will be sent to the added User only; it will not be re-distributed to all other previous Users.

   Note: You can only add users to a Circulation that you sent. You cannot add users to a Circulation sent by another user.

5. Check Status of Sent Circulations

To check the status of Circulations that you have sent to colleagues, you can view whether or not they have read the Circulation, and you can read notes from the Users.

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click the Sent tab.

   The Sent list appears.

   • Complete means all members have read the circulation.
   • 4/5 means that "4 out of 5 Users have read your Circulation".

3. To see status of individual users, click a circulation.

   The Message window appears.

   • If the Circulation has been read, it will have the date of completion, and possibly a comment from the User.
   • If the Circulation has not been read, it will have the status Unread.

   To sort the messages by time received: Click the Down Arrow next to Status.

6. Read Received Circulations

To see new Circulations from other colleagues and to mark the message as "read", follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Choose an option:

   To browse unread circulations: From the Circulation-Unread area, click a circulation, review the message, enter a comment, and then click OK.

   The message status will change to Read, and your comment will appear on the Circulation Status page for all recipients to see.

   To browse read circulations: From the Circulation-Read area, click a circulation, review the message, and then click the Status Down Arrow to sort messages by time/date.

   To Edit your Comment, click Edit after your name, edit the message and click OK.

7. Add Comments to Received Circulations

When you receive a Circulation, you can not only let the Sender know you've read the message, you can include a short Comment with your response.

Note: This feature must be activated by the system administrator in Ciruculation > Settings > General Settings.

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click on the Circulation you want to read.

   The Circulation Details window appears.

3. In the Comment field, enter a comment.

4. When done, click OK.

5. To Edit your Comment, click Edit after your name, edit the message and click OK.

8. Search Circulations

To search for a particular Circulation, follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Click Search.

   The Search All Circulations Read window appears.

3. Enter keywords to search.

4. Set your search criteria:

   Subject: Allows you to search Subject fields.

   Message: Allows you to search Message fields.

   From: Allows you to search From fields.

5. From the Number of Circulations to Search drop-down menu, select a number of circulations to search.

6. When done, click Search.

9. Delete Circulations

If you have sent a Circulation that you don't want anyone to read, you can delete it, and it will not be readable by your initial recipients, if they have not already read it.

If you received a Circulation you want to delete, you can delete it from your Received list, but it will only be deleted from your files. It will still appear in other recipients' folders.

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. Choose an option:

   To delete read circulations: From the Circulation-Read area, check the box next to the circulation to delete, and then click Delete.

   This Circulation will only be deleted from your system.

   To delete sent circulations: From the Sent tab, check the box next to the circulation to delete, click Delete, and then click Yes to confirm.

   This Circulation will be deleted for all users who received it. If they have not yet read the message, they will not be able to read it.

10. Export Circulations

If you'd like to save your Circulation messages as files, you can export the data as a CSV (comma separated values) file. Follow these steps:

1. From the Portal Page, click Circulation on the Office 4 menu.

   The Circulation List window appears (Received list displayed).

2. From the Received or Sent list, click a circulation.

   The Circulation Details window appears.

3. Click Export to File.

   The Export Circulation Data window appears.

4. From the Items to be Exported area, check the desired items to export.

5. Click Export.

   The download location window appears.

6. Enter a file name and location.

   Note: For file names, add a .txt file extension. In Internet Explorer, the file will be exported without an extension, if you do not add it.

7. When done, click Save.

11. General Settings

(System Settings)

As the system administrator, you control the General Settings for Circulation. To change, follow these steps:

1. From the Portal Page, choose Circulation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select General Setting.

3. Set general settings as desired.

   Number of Circulations to List: Choose a maximum number of messages to display per page in Circulations.

   Inline Display of Image Files: Choose to immediately display images within the Circulation messages.

   Not Allow Users to Edit Their Comments Once Entered: Choose to deactivate the editing comments feature, preventing Users from adding comments when acknowledging a Circulation.

4. When done, click Edit.

12. Delete All Circulations

(System Settings)

As a system administrator, you can clean up your files by deleting all Circulations sent before a set date. Be sure to back up your data before deleting, as this action cannot be undone.

1. From the Portal Page, choose Circulation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Delete All Circulations.

2. From the drop-down menu, select a date.

   All circulations routed before the date will be deleted.

3. When done, click Delete.