What is Memos?

Memos 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. Memos 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. Compose Memos

To write and send a new Memo, follow these steps:

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Click Compose Memo.

   The Compose Memo window appears.

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

4. From the Group drop-down menu, select a group to find the users you want to receive your memo.

   Select the users you want to receive your Memos. Click Add to copy group members to the Memo Recipients field.

5. In the Subject field, enter a title.

6. In the Message field, enter a message.

7. To attach files, click Add, then click Browse, select a file, and click Add.

8. When done, click Send.

   The Memos 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 Memos to your colleagues, you can easily attach a file with the message. Follow these steps:

1. First, create a new Memo. (See Compose Memos for a step-by-step guide to creating Memos.)

2. From the Compose Memo 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, click Send.

3. Reuse Memos

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

1. From the Home Page, click Memos on the Share360 menu.

   The Memo List window appears (Received list displayed).

2. Click on the Memo you want to reuse.

   To choose a Received Memo, click on any memo.

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

3. Click Copy to Add.

   The Compose Memo window appears with the copied contents.

4. Change data as desired.

5. When done, click Send.

4. Add Users to Memos

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

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Click the Sent tab.

   The Sent list appears.

3. Click on the memo to which you want to add users.

   The memo 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.

   Note: You will not be able to add users that have already received the memo.

7. When done, click Add.

   The Memos 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 Memo that you composed and sent. You cannot add users to a memo sent by another user.

5. Check Status of Sent Memos

To check the status of memos that you have sent to colleagues, you can view whether or not they have read the memo, and you can read notes from the users.

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Click the Sent tab.

   The Sent list appears. View the Status column to see how many users have read/responded to the memo sent.

3. To see status of individual memos, click a particular memo.

   The Message window appears.

   • If the memo has been read, it will have the date and time of completion and possibly a comment from the user.
   • If the memo 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 Memos

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

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Choose an option:

   To browse unread Memos: From the Memos-Unread area, click a memo, review the message and then click Mark Read.

   If you want to write a message with your response, add text to the Add Comment box, and click Add.

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

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

   To Edit your Comment, click the + sign after your name, edit the message and click Update.

7. Add Comments to Received Memos

When you receive a memo, 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 Memos> Admin Tools> General.

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Click on the memo you want to read.

   The Memo Details window appears.

3. In the Comment field, enter a comment.

4. When done, click Add.

5. To Edit your Comment, click the + sign after your name to edit, edit the message and click Update.

8. Search Memos

To search for a particular memo in the "read" memos, follow these steps:

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Add text to the search box and click Search.

   The Search Results window appears with results.

3. For a more advanced search, 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.

   To: Allows you to search To fields.

   From the Memos Origin pull-down menu, select either Read or Sent memos.

   From the Number of Memos to Search drop-down menu, select the number of memos you want to search.

5. When done, click Search.

9. Delete Memos

If you have sent a memo 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 memo 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 Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

2. Choose an option:

   To delete Read memos: From the Memos-Read area, check the boxes next to the memos to delete, and then click Delete.

   These memos will only be deleted from your system.

   To delete Sent Memos: From the Sent tab, check the boxes next to the Memos to delete, click Delete, and then click Delete to confirm.

   These Memos 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 Memos

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

1. From the Home Page, click Memos on the Share360 menu.

   The Memos List window appears (Received list displayed).

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

   The Memo Details window appears.

3. Click Export to File.

   The Export Memos 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 Options

(System Settings)

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

1. From the Home Page, choose Memos > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Select General.

3. Set general settings as desired.

   Number of Memos to List: Choose a maximum number of Memos to display per page.

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

   Do not allow users to edit their comments once entered: Choose to deactivate the editing comments feature, preventing users from adding comments when acknowledging a memo.

4. When done, click Save.

12. Delete All Memos

(System Settings)

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

1. From the Home Page, choose Memos > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Delete All.

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

   All Memos routed before the date selected will be deleted.

3. When done, click Delete.