Understand AI-assisted memo actions¶
Correspondence implements a source-side path for an approved AI action to create a memo draft, submit a configured draft for approval, or archive a draft as a reversal of creation. These actions change business records. They are separate from using correspondence as AI knowledge or reading its status.
Availability: This draft describes the implemented memo-action contract and its limits. It does not establish a deployed assistant interface, a verified end-to-end approval journey or acceptance of every access boundary. The broader AI action, permission and approval process still needs its own verification. No screen sequence is prescribed here. The intended manual journeys are documented in memo preparation and memo lifecycle.
What each action does¶
| Action | Result and boundary |
|---|---|
| Create a memo draft | Saves a new draft with title, body, individual recipients, supported attachment handles and organizational source context. It does not publish the memo or start an approval workflow. |
| Submit a draft for approval | Moves an existing eligible draft into its configured approval process. Submission is not the approval decision or publication to recipients. |
| Reverse draft creation | Archives the identified draft if it is still eligible and unchanged from the approved version. It does not delete the memo or restore the organization to a state where it never existed. |
The basic creation action uses plain text and internal accessibility. It does not let the proposal configure classification, approval requirements, approval-process selection, operational workflow, recall behavior or a business reference. Its stored classification is initially unset; the knowledge projection treats that as Normal. This is not a suitable shortcut for assigning confidential handling. Prepare the correct metadata through the authorized correspondence process before using the draft for sensitive work.
An AI-created draft therefore cannot immediately use the separate approval-submission action unless its approval requirement and process have been configured. The submission path specifically requires a draft that needs approval and has an approval process selected. It does not choose the process on the user's behalf.
Preview and review¶
The source can prepare a preview of the exact action content before execution. For creation, it resolves the acting staff member's current position and organizational unit rather than accepting those details as freely supplied proposal fields. It also checks the supplied attachment handles. The preview records the resulting content, target and version and carries a five-minute expiry.
Review the resulting title, body, recipients, attachments and represented organizational context. Some malformed or duplicate recipient entries are omitted during normalization as long as at least one valid recipient remains. The resulting recipient list therefore matters more than the original text of a request. A preview is not evidence that a memo has been saved or that an approval has been granted.
Execution receives a separate approval authorization. The source checks its expiry and permission-manifest expiry, target and content binding, then resolves the acting staff member again. A position or organizational-unit change can make an earlier creation preview unusable. Obtain a current preview and the required authorization when the approved content or context changes; do not reuse an old approval for different content.
The source-side checks rely on the trusted AI approval and transport path. They do not independently establish every permission, approval decision or protected-classification rule. Administrators must verify the complete access path before enabling these actions for governed use. Permission to read AI knowledge is not permission to perform one of these actions.
Recording these actions separately requires usable sign-in identity details. The approved person's identity alone does not establish that this recording step can complete. A valid preview or approval can therefore be followed by an execution failure. Read correspondence history and recovery; support must reconcile the original operation and source state before a fresh request. The complete approved-action path remains unverified.
What a successful result proves¶
A creation result identifies the created draft and its source version. A submission result identifies the transition to approval work; it does not prove that the workflow has completed or that the memo is approved. An archive result identifies the archived draft. Notifications and downstream knowledge refresh remain separate processing stages.
Creation can return information describing a possible archive reversal. That information is conditional, not a promise that the action can always be undone later. Submission, editing or another change can invalidate the expected draft version or state. This reversal does not recall a published memo, undo a workflow decision, delete files or erase history.
The current source retains the exact execution response so the authorized caller can recover an outcome without intentionally creating the same memo twice. Retrying an already completed operation can return that earlier result. It is a historical receipt of the operation, not a live snapshot of the memo's present state; the memo may have changed afterward.
Handling an uncertain outcome¶
| Observed result | Meaning and response |
|---|---|
| A saved execution result is available | Read that result and then check the current memo if its present state matters. Replaying the result does not perform the action again. |
| Execution is still pending | The source has a processing record without a completed result. Keep the same operation identity while support or the authorized caller reconciles it. |
| No execution result is found | The requested receipt is absent. That alone does not prove that no business effect occurred or that retrying with a new identity is safe. |
| The source version changed | Review the current memo and obtain the appropriate new preview and authorization. Do not apply approval intended for older content. |
| The result is unavailable | Establish why. A failure after dispatch or during result readback is different from a rejection before any change. Check the receipt and source before trying a new action. |
| Archive reversal is no longer available | Check whether the memo has changed or left Draft. Use the authorized lifecycle process for its actual state rather than treating archive as a universal undo. |
An expired approval, changed staff assignment, unavailable attachment or missing approval-process configuration needs its own correction. Repeated requests with newly generated operation identities can create duplicate work and are not a general recovery strategy. There is no verified permanent retention guarantee for execution receipts in this guide.
Responsibilities¶
The person reviewing the proposed action should verify the actual content and intended recipients. Correspondence owners remain responsible for classification, organizational authority and the memo's normal lifecycle. Administrators and support should distinguish the action's preview, authorization, source transition, saved result and downstream completion when investigating a problem.
Provide the organization, memo reference or target, operation reference, approximate time and observed result through an approved support channel. Keep attachment authorization tokens and confidential content out of public messages. Broader AI interactions explains official-letter actions, other memo transitions and protected document continuations. Their source contracts are documented separately; full assistant and access acceptance remains open.