Understand reporting evidence and data requests¶
Correspondence keeps operational records for memos and official letters and also supplies evidence to other parts of Zerohive. These background handoffs help with reporting, reconciliation and organization-wide data requests. They do not replace the communication itself or prove every downstream result.
Availability: This draft describes the implemented Correspondence contribution and data-handling paths. It does not establish connected reporting screens, completed platform export/deletion journeys, hosted isolation or a guaranteed processing time. No screen-based actions are prescribed here. Your administrator or support team should use the relevant authorized platform process.
Use correspondence history to distinguish these reporting handoffs from document status History and organization activity recording. Each has separate evidence and coverage.
What correspondence contributes to reporting¶
| Recorded work | How to interpret it |
|---|---|
| A memo is published | Publication evidence identifies the person performing publication and the memo. It does not prove that recipients read it. |
| An official letter is issued | The service records completed preparation at issue. Opening or saving a draft does not produce this completion evidence. |
| A dispatch is recorded as dispatched | The service can record dispatch evidence for that attempt. A queued request is not a completed dispatch. |
| Delivery evidence is recorded | The saved outcome and its supporting reference matter. The reporting category alone does not establish successful delivery or acknowledgment. |
| Approval is recorded | The inspected approval transitions emit contribution evidence. This is separate from publishing or issuing. |
| Response work or a review is completed | The service records the work evidence described in response work and reviews, including revisioned corrections. |
Contribution evidence is not a complete copy of lifecycle history. The inspected rejection, recall and archive transitions do not all produce matching contribution events. Some reporting mappings can describe outcomes that the current transition does not actually emit. Do not infer complete decision coverage from a category name or count alone.
Likewise, an “accepted” quality value attached to publication or preparation is assigned by that operation; it does not prove a separate independent quality review. Preparation time, publication time and the period between drafting and publication are not verified staff effort. A staff-performance conclusion needs the relevant context, evidence and organizational policy.
Why a report can lag behind the source¶
The service saves a record of the evidence it intends to publish. Other components receive and reconcile that evidence asynchronously. A saved memo or letter, an evidence publication, a reconciled reporting period and a visible report are separate milestones.
Reconciliation compares the source's record inventory for an organization, activity and UTC day with downstream evidence. Even a day with no contribution records has an explicit empty inventory. Missing evidence is therefore different from a verified zero count. A count includes revisions of evidence; it is not automatically a count of unique documents or people.
An authorized replay resends saved evidence. It does not publish a memo again, reissue a letter, resend an email or rerun the person's work. Replays preserve the original evidence rather than rewriting it from the document's latest appearance. Do not repeat a business action merely to make a report catch up.
The current source preserves the first closed inventory for a reporting partition and rejects a later conflicting inventory. Late or backdated evidence and corrections can therefore require operator investigation. The inspected implementation does not justify a promise that every historical period repairs itself automatically.
What a Correspondence export contains¶
The Correspondence portion of a tenant export includes its configured memo and official-letter database records: the documents' stored content and metadata, recipients, saved attachments metadata, delivery entries, approvals, recall/status history, workflow and Records references, response/review operations, and contribution journal/inventory records.
This is a structured service data contribution. It is not itself a finished downloadable organization archive. Attachment metadata does not establish that the attachment's stored bytes are included. A workflow or Records reference does not export the complete record owned by that other service. Delivery records do not include every external mailbox or provider copy.
The platform must assemble and verify the complete export across the participating owners. Ask for the request identity and final platform result; a Correspondence count alone is insufficient. This guide does not certify portability, completeness of every storage system or a particular legal requirement.
What a Correspondence deletion result means¶
The configured tenant-deletion path deletes the listed Correspondence business records, including response/review evidence and contribution journals. It does not anonymize those records instead, and its current table list does not select a retained subset.
This service result does not prove deletion of physical attachment files, message-provider copies, backups, other services' records or every infrastructure record. Those have their own owners and must be covered by the platform-wide process. Deleting the source journal also removes that service's ability to replay the deleted evidence; replay is not a restore function.
Archiving or recalling a memo or letter is a different operation from deleting an organization's data. Neither should be used as a substitute for the authorized tenant-data process. Retention requirements and authorization must be resolved by the responsible owners before a destructive request is executed.
Investigating an incomplete result¶
| Situation | What to establish before taking further action |
|---|---|
| A document is saved but a report is missing it | Check whether the action emits contribution evidence, then distinguish source publication, downstream receipt and the report's reconciled period. |
| A reporting period shows zero | Confirm that the source supplied an empty inventory; missing data is not verified zero activity. |
| A correction is missing from a historical report | Identify the revision and work completion date, then ask support to check closed-period reconciliation. Do not create a duplicate business action. |
| An export has records but no usable file | Establish which service owns the file bytes and whether the platform export includes them. Metadata alone is not the file. |
| A service reports deletion but the platform request is pending | Wait for the authorized platform workflow to reconcile every required service. Do not treat one service acknowledgment as complete erasure. |
Provide the organization, correspondence reference, affected reporting period or data-request identity, and the observed result through an approved support channel. Keep confidential communication content and exported data out of public support messages.