| Pre-requisites: User must be registered in DipNotes |
Topics Covered
Drafting A Diplomatic Note
Target Users
Drafters
Required Permissions
n/a
Introduction
Users with a Drafter role are responsible for drafting, publishing, and archiving a diplomatic note to SMART. A drafter also manages the document templates for creating a diplomatic note and contact information of outside organizations.
Drafting A Diplomatic Note
From the left menu, go to My Outgoing DipNotes and click Drafting. Then, from the Drafting page, click the Add New Outgoing DipNote button.
From the New Outgoing DipNote page, the user has the option to download a template to use for drafting a diplomatic note by selecting from Select available template to use dropdown field and clicking Download Selected Template.
Next, the user will need to fill in all the required fields: DipNote Classification, Office Owner, Subject, Outgoing Recipient, Send Date, Subject and Summary.
Under DipNote Classification dropdown field, if the user selects Classified, the drafter is only required to provide the Office Owner of the diplomatic note.
If the user selects Sensitive But Unclassified, the Include PII checkbox is automatically selected or checked. Moreover, if the DipNote Classification selected is Unclassified and the user selects the Include PII checkbox, the DipNote Classification is automatically updated to Sensitive But Unclassfied.
The application also automatically adds the caption SENSITIVE for diplomatic notes marked as PII.
If the Include PII checkbox field is selected or checked, the user may select on the offices under the Action Offices list box who will be able to view the entire content of the diplomatic note.
The Outgoing Recipient dropdown field lists all persons or organizations from the Contacts Module. The user may also link an existing incoming or outgoing diplomatic note for reference by clicking the the Link Outgoing DipNote or Link Incoming DipNote buttons.
From the Search Outgoing DipNotes or Seach Incoming DipNotes window, locate the Diplomatic Number / Name and click Select.
Under Uploaded Draft Note, click on the Upload Draft Note link to upload a draft copy of your diplomatic note. From the Upload Attachment(s) window, click on Choose Files to select the file to upload and click Add.
Once the user has completed the necessary fields, Click the Save DipNote button and the user will be issued a new DipNote number.
Clicking on the Back to Page button will redirect the user to the Drafting main page.
Related Articles:
Understanding Roles and Permissions in DipNotes
Related Video:
For additional help, please contact ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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