eCircular Menu path : eCircular-->Configurations/Upload
Here Institute can create Circulars for staff and student.
Staff circular does not require any assignee group.
Student circular created will be applicable only for the specified assignee group of students.
Circulars can be uploaded as pdf files.
Staffs and Parents can read the circular and digitally sign the same.
Screen Fields Overview
Field Name
Field Type
Mandatory
Data Nature
Remarks
Circular ID
Text
Yes
Alpha numeric character
By default, the system will provide an auto-generated Circular ID that can be used.
If institute wants to assign their own Circular ID, System defaulted ID can be replaced with
own Circular ID
Description
Text
Yes
Alpha numeric Character
Brief description about Circular
Circular Type
Dropdown
Yes
Select anyone in the List
Student
Staff
Select the circular type
Assign group
Suggestion List
Yes
Alpha numeric character
Assign the group of students for which this circular is applicable
Circular Date
Date picker
Yes
Date
Circular date
Instructions to Parents/Students/Staffs
Text
Yes
Alpha numeric character
Enter the remarks about Circular
E-Circular Details
Upload
Choose File
Yes
Only pdf files are supported
Choose the e-circular file to be uploaded
Parent Notification Details
SMS
Select box
No
Either tick or not tick the box
If the Institute has an SMS Subscription Limit, you can choose SMS Notification Required.
The E-circular Notification will be sent to the Parent based on the SMS template maintained
for eCircular in Institute/Notification Template screen
Email
Select box
No
Either tick or not tick the box
If the Institute has an Email Subscription Limit, you can choose Email Notification
Required.
The E-circular Notification will be sent to the Parent based on the Email template
maintained for eCircular in Institute/Notification Template screen
Q: How to Create E-Circular?
E-Circular can be created by following the below steps:
Choose Menu ( eCircular-->Configurations/Upload) from Menu tree.
Click “Create” in the menu in step 1.
Fill in the necessary fields. (refer to the screen fields overview table above)
Circulars can be uploaded as pdf file
Click “Next” at the bottom of the screen to move on to the next steps.
Once reach the last step, you may enter remarks about the Creation. This remark can be seen in the field
‘maker remarks’, under the audit tab of the full record view. If the maker of the record wants to convey
some message to the checker or they want to keep some notes, they can type it here. The Checker can see
the same before authorization under the audit tab in the screens.
Click “Save” in the last step.
Tips:
Admin, Teacher and Other staff can create the E-circular.
Q: How to view the E-Circular?
E-circular can be Viewed by following the below steps:
Choose Menu ( eCircular-->Configurations/Upload) from Menu tree.
Click “View” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list
out the records
From Date
To Date
Circular Type
Assignee Group
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press
next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step,
otherwise click on record which needs to be Viewed
Then System will bring full detailed view of the record; you can see General, E-circular, Notification
and Audit tabs. You can click the tab to see corresponding details.
Q: How to Modify the E-Circular?
E-circular can be modified by following the below steps:
Choose Menu ( eCircular-->Configurations/Upload) from Menu tree.
Click “Edit” in the step1.
You will see the filter screen now, wherein you can see below search filters which can be used to list
out the records.
From Date
To Date
Circular Type
Assignee Group
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press
next
You can see all the resulted records that are satisfied by your above-chosen search filter.
If there is only one resulted record for the given filter, the system will automatically take you next
step, otherwise click on record which needs to be modified.
Then the System will bring the full detailed view of the record; you can General, E-circular,
Notification and Audit tabs. You can click the tab to modify corresponding details.
You can change the details of the required fields.
Click “Next” at the bottom of the screen.
Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the
field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants
to convey some message to checker or they want to keep some notes, they can type it here. Checker can
see the same before authorization under the audit tab in the screens.
Click “Save”.
Tips:
Admin, Teacher, and Other Staff can Modify the E-circular.
Modification scenarios
Modification can be done for the following scenarios:
If there is a change in already existing record of E-circular.
Q: How to Delete the E-Circular?
E-circular can be Deleted by following the below steps:
Choose Menu ( eCircular-->Configurations/Upload) from Menu tree.
Click “Delete” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list
out the records
From Date
To Date
Circular Type
Assignee Group
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of the above filters and then press
next
You can see all the resulted records which are satisfied by your above-chosen search filter.
If there is only one resulted record for the given filter, the system will automatically take your next
step, otherwise click on the record which needs to be deleted.
System will bring full detailed view of the record.
Click “Delete” in the bottom of the screen.
Tips:
The Person who Creates the Record can only delete that record.
Deletion scenarios
Deletion can be done for the following scenario:
Teacher/Other staff mistakenly created the E-circular, and it is not yet authorized by Admin, they can
delete the record.
Teacher/Other staff mistakenly modify the E-Circular, and it is not yet authorized by Admin, they can
delete the modification version.
Q: How to Authorize the E-Circular?
Authorize means that a record created or modified by one staff should be verified by
the admin. If one level of authorization steps is not required , you can avoid the same by
allowing auto-authorization for Teacher / Other staff users. This can be done from User->Role screen, Please
refer user manual of User -> Role screen for more details. E-circular can be authorized by following the below steps.
Choose Menu ( eCircular-->Configurations/Upload) from Menu tree
Click “Authorize” in step1.
The unauthorized E-Circular records will be displayed
If there is only one unauth record, the system will automatically take your next step, otherwise click
on the record which needs to be authorized
Then system will show you the full details of the record, you can verify the details
Click “Next” in the bottom on the screen.
Once you reach the last step, if you want to enter any remarks about this authorization or rejection,
you can enter them here. This can be viewed under the “Checker Remarks” field of the audit tab of the
full record view.
Click “Auth” or “Reject”.
Tips:
Authorize means that a record created or modified by one staff should be verified by the admin.
If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is
no need for authorization or verification by another admin.
During Authorization, admin can either Authorize or Reject the created or modified records. They can
reject the record in the case of an error in modification.
Authorization scenarios
Authorization can be done for the following scenarios:
After creation or modification, in order to apply the changes throughout the application, it requires
authorization or verification from the admin.
During verification, Admin can find the human errors.
Q: How E-Circulars can be tracked for a given student?
E-circular can be tracked for a given student by following the below steps:
Choose Menu (Student Level Tracking=>E-circular) from Menu tree.
You will see the filter screen now, where in you can see “Student Name” search filter which can be used
to list out the E-circular records for a given student.
Enter student name whose e-circular needs to be tracked. And you can use “Parent / Student signature
status” filter to track signed or not signed e-Circulars.
After entering the filter values, please press next.
you can see all the resulted E-circular records which are satisfied by your above chosen search filter
If there is only one resulted record for the given filter, system will automatically take you next step,
otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the E-circular record; you can see General, E-Circular and
Audit tabs. You can click the tab to see corresponding details
Q: How E-Circular can be tracked for a given class?
E-circular can be tracked for a given class by following the below steps:
Choose Menu (Student Level Tracking=>E-circular) from Menu tree.
You will see the filter screen now, where in you can see “Class” search filter which can be used to list
out the E-circular records for a given class.
Enter class code which e-circular needs to be tracked. And you can use “Parent / Student signature
status” filter to track signed or not signed e-Circulars.
After entering the class code, please press next.
You can see all the resulted E-Circular records which are satisfied by your above chosen search filter
If there is only one resulted record for the given filter, system will automatically take you next step,
otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the E-circular record; you can see General, E-Circular and
Audit tabs. You can click the tab to see corresponding details
Case Study
Staff E-circular
For example, Japan-based ABC schools want to send a Special meeting circular for all Staff. This
circular is issued on 13-08-2021.
Above scenario can be configured as below by either admin or Teacher or
other staff
Circular Description
Circular Type
Circular Date
Upload
Notifications
SMS
Mail
Circular for Staff
Staff
13-08-2021
Special meeting.pdf
✖
✖
Parents/Students E-circular
School reopens circular for 10th grade students is issued on 30-10-2021 Circular notification
will be sent to the parent of the students.
Parents meeting circular for KG Students is issued on 15-08-2021 and pdf is attached.
Notification will be sent to the parent of the students.
Above scenario can be configured as below by either admin or Teacher or
other staff
Circular Description
Circular Type
Assignee Group
Circular Date
Upload
Notifications
SMS
Mail
Reopen for 10th grade Student
Student
All Students in Class 10
30-10-2021
invitation.pdf
✓
✓
Parents meeting for KG students
Student
All Students in Class KG
15-08-2021
Parents meeting.pdf
✓
✓
Staff E-circular
For example, Dubai-based ABC college want to send a Special meeting circular for all Staff and
the circular pdf is attached. This circular issued on 13-08-2021.
Above scenario can be configured as below by either admin or Teacher or
other staff
Circular Description
Circular Type
Circular Date
Upload
Notifications
SMS
Mail
Circular for Staff
Staff
13-08-2021
Special meeting.pdf
✓
✓
Parents/Students E-circular
College reopens circular for Computer science students is issued on 30-10-2021 and the
invitation circular pdf is attached.
Parents meeting circular for Electronics Students is issued on 15-08-2021 and pdf is attached.
Above scenario can be configured as below by either admin or Teacher or
other staff
Circular Description
Circular Type
Assignee Group
Circular Date
Upload
Notifications
SMS
Mail
Reopen for CSE1 Student
Student
All Students in Class 10
30-10-2021
invitation.pdf
✓
✓
Parents meeting for ECE1 students
Student
All Students in Class ECE1
15-08-2021
Parents meeting.pdf
✖
✖
Staff E-circular
For example, US-based ABC Computer training Institute want to send a Special meeting circular
for all Staff and the circular pdf is attached. This circular issued on 13-08-2021.
Above scenario can be configured as below by either admin or Teacher or
other staff
Circular Description
Circular Type
Circular Date
Upload
Notifications
SMS
Mail
Circular for Staff
Staff
13-08-2021
Special meeting.pdf
✓
✓
Parents/Students E-circular
Institute reopens circular for Java Programming students is issued on 30-10-2021 and the
invitation pdf is attached.
Parents meeting circular for C programming Students is issued on 15-08-2021 and pdf is attached.
Above scenario can be configured as below by either admin or Teacher or
other staff