Memos
Memos are targeted messages that can require approval before sending and acknowledgement from recipients. Saving a draft, submitting it, sending it and acknowledging it are separate steps.
Access needed
Access depends on your assigned permissions and workflow scope.
- Read received memos and acknowledge your own receipt
notifications.inbox.readOnly sent, unexpired memos addressed to you. Opening a received memo marks it read.
Role and permission labels
Typical responsibility: Authorized memo recipient, author or reviewer. Role names alone do not grant access.
- Read own notifications and manage delivery preferences
- Create, edit or submit your own team memo
memos.send.teammemos.send.all is an alternative. Team audience requires employee linking. Without memos.send.all, submission needs approval.
Role and permission labels
Typical responsibility: Authorized memo recipient, author or reviewer. Role names alone do not grant access.
- Author and submit team memos
- Send workspace-wide and inspect workspace authoring records
memos.send.allDoes not additionally require memos.send.team. Submission moves directly to Scheduled.
Role and permission labels
Typical responsibility: Authorized memo recipient, author or reviewer. Role names alone do not grant access.
- Author and send workspace memos
- Approve or reject pending memos
memos.approveAuthoring reads also need memos.send.team or memos.send.all. The reviewer cannot be the author.
Role and permission labels
Typical responsibility: Authorized memo recipient, author or reviewer. Role names alone do not grant access.
- Approve or reject pending memos
- Choose existing document attachments
documents.readSeparate document lookup requirement; recipients still need their own document access.
Role and permission labels
Typical responsibility: Authorized memo recipient, author or reviewer. Role names alone do not grant access.
- Read workspace documents
Demo screenshots may show broader access than your account.
Choose the right view
Open Notifications → Memos. Received contains sent, unexpired memos addressed to you. Workspace memos shows authoring records within your access, including drafts. Approvals supports reviewing pending submissions when your account has the required access.
Use filters, sorting and Refresh memos to find the correct record. A draft in Workspace memos does not belong in Received because it has not been sent.
Create a draft
- Write the message
Select New memo. Enter a Title of up to 200 characters and Memo content. Use the formatting controls to make the message easy to read.
- Review the audience
Choose the intended team or Entire workspace. Workspace-wide sending needs memos.send.all. Direct-report audiences depend on your linked employee and reporting relationships.
- Choose acknowledgement and timing
Decide whether recipients must acknowledge the message. Optionally choose a send date/time and expiry. Times use your local timezone; expiry must follow the send time, or the current time when no send time is set.
- Review attachments and save
Add existing documents where appropriate, check the review summary and select Save draft. Reopen the saved record to verify the message and Draft status. Saving a draft sends nothing.
Review and submit
Open your saved memo and check its content, audience, acknowledgement requirement and timing. Use Edit draft to correct your own Draft or Rejected memo, then Submit when it is ready.
| Sender's access | What submission does |
|---|---|
| memos.send.team without memos.send.all | Sends the team memo to PendingApproval. |
| memos.send.all | Moves the memo directly to Scheduled, without a separate approval stage. |
The example remains Draft with zero recipients, delivered, read and acknowledged counts. These zeroes are expected before sending and do not demonstrate a delivery failure.
Review a pending memo
An authorized reviewer opens Approvals, inspects the message and audience, then approves or rejects the PendingApproval submission. Approval moves it to Scheduled. Rejection records an optional reason of up to 500 characters and returns it to the author for correction and resubmission.
Understand sending and expiry
The background sender is documented to run every 15 seconds. Once a Scheduled memo's send time arrives, it resolves the audience at send time, creates recipient notifications and moves the memo to Sent. A future send time is not a promise of delivery at the exact second. Email and SMS depend on preferences and available providers.
If the author is deactivated or loses the required audience permission before sending, the scheduled memo can be cancelled instead. Expiry removes Scheduled or Sent memos from recipient availability when its time is reached.
Read and acknowledge as a recipient
Open Received, select the memo and read its content and attachments. Opening a received memo records it as read. When acknowledgement is required, use the memo's acknowledgement action after reviewing it. Acknowledging records a separate time and completes the associated memo acknowledgement task.
Recipient reading and acknowledgement are documented here but were not exercised with this unsent draft. No sent recipient screenshot is presented as verified.
Track recipients and cancel unsent work
The author or a holder of memos.send.all can use View recipients to inspect delivered, read and acknowledged times. Review these as separate milestones. A notification-delivery milestone does not establish that the person read the message.
Use Cancel memo only after checking the intended record. Authors can cancel their own unsent memos; workspace-wide senders can cancel others' unsent memos too. Sent, Expired and Cancelled memos cannot be cancelled through this workflow. Cancellation is not an email recall.
Troubleshooting
| Problem | What to check |
|---|---|
| Draft is absent from Received | Use Workspace memos; Received covers sent, unexpired messages addressed to you. |
| Entire workspace is unavailable | Check memos.send.all; team sending does not grant this audience. |
| Team submission fails | Check employee linking, reporting relationships and audience permission. |
| A pending memo cannot be approved | Check memos.approve, current status and that the reviewer is not the author. |
| Saved corrections did not restart approval | Submit the Rejected memo again after editing. |
| Scheduled memo is not sent yet | Check its send time, background processing and the author's current eligibility. |
| Read count differs from acknowledged count | Recipients must acknowledge separately. |
| Recipient cannot open an attachment | Document access remains separate from memo access. |
What was verified
A fictional workspace memo was created and verified as Draft. Three light-theme screenshots cover composition, Workspace memos and saved draft detail. It was not submitted or sent. Approval, recipient delivery, reading, acknowledgement, cancellation and expiry were not live-tested; restricted employee access was not tested.