In the Notice Management Tool, the "Repository" section serves as a central hub where all your saved notices are stored and organized. This section provides a comprehensive view of every notice within the system, making it easier to manage, categorize, and track the status of each notice.
Here’s a detailed overview of how to navigate and utilize the options available within the "Repository" section:
Accessing All Notices: To view all the notices saved in the system, click on the "All" option from the navigation bar within the Repository section. This action will display a complete list of notices, allowing you to see every notice stored in the repository.
Selecting Notices: Once the list of notices is displayed, you can select specific notices by clicking the checkbox located before each Notice Name. This action will enable several options that allow you to manage the selected notices in various ways. Below is a detailed explanation of each available option:
Archive Notices: The "Archive Notices" option allows you to archive notices that are no longer needed for the time being. Archiving a notice means that it is removed from the active list but remains accessible in the archive for future reference. This is particularly useful for keeping the active notice list clutter-free while still retaining important information.
Download Documents: This option enables you to download any documents attached to a particular notice. Whether it's a legal document, correspondence, or any other relevant file, you can easily download it directly from the notice, ensuring that all necessary information is at your fingertips.
Manage People: The "Manage People" option allows you to control who can view and edit a specific notice. By selecting this option, you can manage the followers of the notice, choosing which team members have access to the notice and what level of permission they have. This ensures that sensitive information is only accessible to authorized personnel and that collaboration is managed effectively.
Labels: With the "Labels" option, you can add custom labels to your notices. This is a powerful tool for categorizing and filtering notices, enabling you to quickly locate and organize them based on specific criteria such as department, brand, or division. Applying labels ensures that your notices are efficiently organized and easily searchable.
Stage Change: The "Stage Change" option allows you to update the stage of a particular notice. This is crucial for tracking the progress of notices, as each stage represents a different phase in the notice's lifecycle. By changing the stage, you can ensure that the status of the notice is always up to date, providing clear visibility into where each notice stands in the process.
Add Task: The "Add Task" option enables you to assign specific tasks related to a notice. You can designate a task to be completed by a particular person, ensuring that all necessary actions are taken in relation to the notice. This feature enhances accountability and helps to manage the workflow associated with each notice.
Delete Notices: Finally, the "Delete Notices" option allows you to remove a notice from the system entirely. This option should be used with caution, as deleting a notice is a permanent action that cannot be undone. It’s an essential tool for maintaining a clean and relevant notice repository by removing outdated or unnecessary notices.