Register External Circular

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 External Circular.
5.    Choose the circular creation method:
•    Using a Template.
•    With File.
6.    Select the approved template or upload the circular file.
7.    Enter the required metadata, including:
•    Internal sending entity.
•    Sender’s name, if required.
•    External receiving entity or entities.
•    Recipient’s name, if required.
•    Copied entities or users.
•    Circular subject.
•    Document date and due date.
•    Privacy, importance, and priority levels.
•    Circular type and reference number.
•    Document type, classification, and storage plan.
8.    Add text, notes, comments, and tags, if required.
9.    Add supporting attachments and documents.
10.    Link the circular to previously 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 circular in the editing folder without generating a barcode.
•    Register: Register the circular and generate a barcode and serial number.
•    Refer: Forward the circular to an internal entity or employee to complete the process.
14.    Select Prepare for Signature if the circular requires a signature:
•    Create one PDF copy.
•    Or create a separate PDF copy for each external receiving entity.
15.    Use Restore Original Mail to retrieve the original version after preparing the circular for signature.
16.    Select Finish to archive the circular after completing its procedures.