Outgoing Letter
The Outgoing Letters panel displays all outgoing correspondence, sorted by the most recently saved documents.
Each row in the table contains the following information:
Agenda Number: A unique identifier for the letter, composed of a code (
K), a sequential number, the month in Roman numerals, and the year.Recipient: The individual or organization to whom the letter is addressed.
Subject & Content: A brief overview of the letter’s topic and body.
Saved Time: The timestamp indicating when the letter was uploaded or recorded into the system.
Outgoing Letter Filters
You can filter the outgoing letters list to find specific documents.
Filtered results can be exported as a .csv file, which is compatible with Excel and Google Sheets. The exported file will be sent to your email inbox.
Creating a New Outgoing Letter
To add a new outgoing letter, start by uploading the letter file (PDF or image format) to be archived.
Once the file is uploaded, the system will display a preview of the document along with a form for entering the letter’s metadata manually.
Alternatively, you can use AI✨ assistance to auto-fill the letter’s information, generate a summary, and provide a recommended letter category.
Note: The Agenda Number field is not included in the form because it is automatically generated by the system and is used internally.
Outgoing Letter Actions
When hovering your cursor over a letter row, additional actions become available in place of the “Saved Time” column.
Download: Download the letter file to your device.
Download Edit: Modify the metadata or file of the letter.
Edit Delete: Permanently remove the letter from the system.
Delete
In addition to individual actions, you can perform bulk actions by selecting multiple letters.
Bulk actions only appear when one or more letters are selected.
Outgoing Letter Detail View
Clicking on a letter opens its detailed view.
If the outgoing letter was created in response to a disposition or as a reply to another letter, a link to the related item will appear in the detail view.
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