Register Outgoing Correspondence

Service Steps
1.    Access the Tamam System.
2.    Log in using your university account or the National Single Sign-On service.
3.    Select New Correspondence from the main menu.
4.    Select New Outgoing Correspondence.
5.    Choose the correspondence creation method:
•    Using a Template: Select an approved system template.
•    With File: Upload or scan an existing correspondence file.
•    Without File: Register the correspondence information without a primary document.
6.    Select the template or upload the file when using either option.
7.    Enter the required metadata, including:
•    Sending entity.
•    Receiving entity or entities.
•    Correspondence subject.
•    Date and reference number.
•    Priority and privacy level.
•    Document type and storage plan.
8.    Add supporting attachments and documents, if required.
9.    Add notes related to the correspondence, if required.
10.    Link the correspondence to other registered correspondence when a relationship exists.
11.    Add information about unarchived physical items, if applicable.
12.    Review the mandatory fields and verify the information.
13.    Select the appropriate action:
•    Save: Save the correspondence in the editing folder without generating a barcode.
•    Register: Register the correspondence and generate a barcode and serial number.
•    Refer: Forward the correspondence to an internal entity or employee.
14.    Select Prepare for Signature when the correspondence requires signature preparation:
•    Create one PDF copy.
•    Or create a separate PDF copy for each receiving entity.
15.    Complete the workflow assigned to the correspondence.
16.    Use Restore Original Mail to retrieve the original version after preparing the document for signature.