CAIRO: Circulating documents
Cairo can automatically circulate documents for meetings and committees. Documents can be circulated by email or printed for hard copy.
For each member you can enter an email address and whether they would like printed or emailed documents. For each user you have an email address.
When you circulate documents you select whether documents are to be circulated as print only or print and email. Members and users who receive email circulations will have their copy sent electronically. Members who request printed copies will have a copy sent to a specified printer for you to deliver.
From the main menu select Circulate to see this form:
The top section uses the standard Find Documents fields. The lower section allows you to select one or more documents to circulate. Select documents by clicking the checkbox to the left of each document.
Click the checkbox for the Training document and click on Circulate to see this form:
This is quite a long form, we have removed a portion of it here for readability. At the top of the form are the settings for circulating the document:
Document(s) shows you the documents you have selected for circulation
Print/Email lets you select whether to print all copies (Print Only) or email copies to those who can receive them (Print and Email). If you select Print and Email then members who wish to accept documents by email will be emailed - all others will receive a printed copy.
Printer determines the printer to be used for printing any hard copy documents.
Multiple Copies if set to YES will print one copy for each recipient. If set to NO then only one copy is printed assuming that this original will be photocopied for circulation.
Cover Sheet Notes lets you freetype any text which you want to appear on the emailed documents and on a printed front sheet to go with the printed copies.
Now we move to the lower selection which lists all Committees, Members and Users. You checkmark each committee or individual who should receive a copy of the documents.
Select Committee lets you select which group of members should receive a copy. All members of that committee will receive a copy.
Select Members lets you specify any additional members to receive a copy of the document. If you have selected a committee you do not need to specify the members of the committee they will be included automatically.
Select Users lets you add any users who also need to receive a copy.
Note: You do not need to select a committee, you can select an individual member or user for example. Also you can select multiple committees for a wider circulation. The system will only send or print one copy for one member - they will not receive duplicates.
Note 2: Only Word documents are printed - other document formats are not directly handled by Cairo. If you have other formats then these documents are displayed in the completion box for further action:
In the example above we requested two documents for circulation. The Word document has been printed directly. The PDF file cannot be printed by Cairo and it has issued a notice to you. You can click directly on the blue underlined name to open the file on your own PC (assuming you have software which can read the file). From your PC you can then arrange to make your own printed copies.
Note 3: Printing large documents can take some time - please be patient and wait for the Completed message to be displayed before moving on or selecting another menu option.