Correspondence, memos and official letters¶

Correspondence gives an organization a structured place for formal communications and their supporting files. A memo communicates with people inside the organization. An official letter has its own issue, delivery and evidence processes. A communication's approval, publication, delivery and later filing answer different questions and should be interpreted separately.

Availability: This draft explains memo and official-letter reading, preparation, lifecycle decisions and workflow handoffs, plus delivery requests, email results, evidence recording, Records/HR notice handoffs and response/review completion evidence. The backend implements the described reads and operations. The intended journeys follow inspected Final Screens. Memo lists, detail and new-memo creation have service connections in the current implementation. Updating saved drafts, lifecycle actions and attachment opening still need an interface connection fix. New supporting-file uploads and separate audience notes also remain unfinished. Design previews still use examples. This does not establish deployed workspace availability or completion of the other Correspondence interfaces; check each task guide's limits. The Records handoff has an unresolved background identity dependency. Full HR-case journeys and access verification, webhook ingress, upstream HiveAI and complete shared-document recovery still require further guides; this page does not establish full Correspondence coverage.

Read Find and read memos, Write and prepare a memo, and Approve, publish, recall and archive for the intended steps, access requirements, result meanings and recovery.

For letters, read Find and read official letters, Write and prepare an official letter and Approve, issue and close an official letter, Deliver a letter and record evidence, and Send an official letter to Records. These explain My letters and Work queues, preparation and authority, action confirmations, save/submit recovery, separate letter and delivery states, attempt-level evidence, History, parent/reference context and attachment viewing. The lifecycle guide explains workflow startup, rejection, recall and archive limits. The delivery guide explains email and manual methods, attempt selection, evidence, uncertain outcomes and safe recovery. The Records guide distinguishes request acceptance, the selected file, registration, filing and delayed completion. HR-query notices explains the background case-to-letter handoff, generated notice, email/file distinction and returned case evidence. Response work and reviews explains completion evidence, review decisions, authority, corrections and recovery separately from approval and delivery; its screen journey remains unverified. An issued or delivered badge does not by itself prove acknowledgment by every recipient, workflow completion or Records filing.

Reporting evidence and data requests explains contribution coverage, delayed reporting, replay and the service-owned part of export/deletion. It separates operational history from reporting and service completion from a platform-wide result.

Correspondence in HiveAI explains eligible knowledge, draft and classification limits, separate user access, current status, stale results and background catch-up. AI-assisted memo actions separately explains basic draft creation, configured approval submission, conditional archive reversal and saved-result recovery. Broader AI interactions explains bounded reads, other memo/letter actions and protected attachment/evidence continuations. Full assistant journeys and access acceptance remain open.

Understand correspondence history distinguishes document History, organization activity, delivery/filing evidence and reporting. It explains action versus downstream completion, selective affected people, and the recording identity dependency in approved AI actions.

Two ways to use memos¶

Communication is the intended reading view for published memos addressed to you. It presents the memo, its sender and publication context, attached files and the relevant publication or recall history. Draft preparation and internal approval/workflow information do not belong in that recipient view.

Manage is the working view for authorized correspondence staff. It can include memos across their lifecycle, including drafts, approval work and archived items. The current management permission grants organization-wide memo browsing; it is not limited to memos authored by that person. Access should be assigned with that breadth in mind.

The current recipient filter applies to the explicit Communication view. Verification of every older access path remains open, so this draft does not certify organization-wide confidentiality across all integrations. Administrators should require access verification before relying on this feature for sensitive circulation.

What the status means¶

A memo recalled before publication does not become a recipient communication. Publication requires the memo to be approved, but the inspected implementation does not require every memo to have completed a separate workflow. Approval and any follow-up process depend on the memo's configuration.

People, audience and history¶

Publication saves the people to whom the memo is addressed. Later reading checks those saved recipient entries; changing someone's department does not, by itself, establish a new delivery for an old memo. A department or audience label describes circulation context, not a live list of everyone who has read the memo.

Names, job titles and departments can be resolved from current People information when a page opens. They should not be treated as certified historical identity snapshots. If a person's details cannot be found, a readable unavailable label is preferable to guessing their identity.

The history shown on a memo records status changes. Communication contains publication and recall history; Manage can contain earlier stages. Neither view establishes a complete audit of every edit, attachment opening, recipient acknowledgment or external delivery. Business leaders should use evidence appropriate to the question they are asking.

Responsibilities and practical limits¶

Recipients read the current status, check the sender and reference, and stop relying on recalled instructions. Correspondence staff manage preparation and circulation under organizational policy. Managers decide whether a separate acknowledgment, approval or follow-up process is needed. Administrators assign reading and management access and verify that sensitive information stays within its intended audience.

Support should investigate missing memos, unavailable identities and inaccessible files using the organization and memo reference supplied through an approved support channel. A count of matching memos is not a measure of staff engagement, compliance, successful delivery or work completed.

This draft establishes no separate price, contractual delivery guarantee or complete storage allowance. Organizational access, commercial terms and the surrounding document services must be assessed independently. File-type examples in a design are not a promise that every file can be rendered on every device.

Workflow execution and official-record custody are separate responsibilities. See workflow execution, workflow documents and Records for those boundaries. Publication alone should not be described as successful workflow completion or confirmed filing into Records.