Publish Notices and Circulars

Publish Notices and Circulars

Create and distribute notices and circulars to students, parents, and faculty with targeted audience groups and email notifications.

Time: 5–10 minutes per notice Module: OpenEduCat Notice Board Enterprise Permissions: Notice Board User or Notice Board Manager

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Prerequisites

• Student, parent, and faculty records configured
• Academic year and term defined
• Email server configured for notifications
• Access to Notice Board menu

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Overview

The Notice Board system enables:

• Publishing notices and circulars institution-wide
• Targeted distribution to specific audience groups
• Multi-state publishing workflow
• Email distribution with formatted templates
• Portal access for students and parents
• Read tracking for notifications

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Notice vs Circular

Feature	Notice	Circular
Purpose	General announcements	Official communications
Numbering	NOTICE000001	CIR000001
Categorization	Groups only	Groups + Circular Type
Use Case	Events, reminders	Policies, directives

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Publishing Workflow

Draft → In Progress → Publish
                        ↓
                    Unpublish → Draft
   ↓
Cancel → Draft

State	Description
Draft	Initial creation, editable
In Progress	Under review
Publish	Visible to recipients
Unpublish	Temporarily hidden
Cancel	Cancelled

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Steps

1. Create an Audience Group

Groups define who receives notices:

1. Navigate to Notice Board → Configuration → Groups
2. Click New
3. Configure the group:

Field	Action
Name	Enter group name (e.g., “Computer Science Students”)
Created By	Auto-filled with current user
Created Date	Auto-filled with today’s date

4. Configure Student Audience:

   • Select Student Visibility:
     • All Students: Auto-select by course/batch
     • Selected Students: Manual selection
   • If “All Students”: Select courses and batches
   • If “Selected Students”: Select individual students

5. Configure Parent Audience:

   • Select Parent Visibility:
     • All Parents: Auto-select by course/batch
     • Selected Parents: Manual selection
   • Configure course/batch or select parents

6. Configure Faculty Audience:

   • Select Faculty Visibility:
     • All Faculty: Include all faculty members
     • Selected Faculty: Manual selection

7. Click Save

Validation: At least one audience type (students, parents, or faculty) must be selected.

2. Create a Notice

1. Navigate to Notice Board → My Notice → Notices
2. Click New
3. Complete the notice form:

Field	Action
Notice Number	Auto-generated (NOTICE000001)
Name	Enter notice title
Subject	Enter email subject line
Groups	Select one or more audience groups
Start Date	Set visibility start date
End Date	Set visibility end date (optional)
Academic Year	Select the academic year
Academic Term	Select the term
Priority	Select Low (3), Normal (2), or High (1)
Description	Enter HTML-formatted content

4. Click Save (Draft state)

3. Create a Circular

1. Navigate to Notice Board → My Circular → Circulars
2. Click New
3. Complete the circular form:

Field	Action
Circular Number	Auto-generated (CIR000001)
Name	Enter circular title
Subject	Enter email subject line
Circular Type	Select category (optional)
Groups	Select audience groups
Start Date	Visibility start date
End Date	Visibility end date (optional)
Academic Year	Select year
Academic Term	Select term
Priority	Low, Normal, or High
Description	HTML content

4. Click Save

4. Publish the Notice/Circular

1. Open the notice or circular record
2. Click In Progress to move to review state
3. Click Publish to make visible to recipients
4. System computes audience from all selected groups:
   • Recalculates student list based on courses/batches
   • Recalculates parent list
   • Recalculates faculty list

5. Send Email Notification

1. Open a published notice or circular

2. Click the Email button (envelope icon)

3. Email composer opens with:

   • Recipients pre-filled from audience groups
   • Subject from notice/circular subject field
   • Body from email template

4. Review and click Send

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Configure Circular Types

Organize circulars by category:

1. Navigate to Notice Board → Configuration → Circular Types
2. Click New
3. Enter:

Field	Action
Name	Type name (e.g., “Academic”, “Administrative”)
Code	Unique code (e.g., “ACAD”, “ADMIN”)

4. Click Save

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Field Reference

Notice Model (op.notice)

Field	Technical Name	Type	Required	Description
Name	name	Char(64)	Yes	Notice title
Subject	subject	Char	Yes	Email subject
Description	description	Html	Yes	Content body
Groups	group_ids	Many2many	No	Target audiences
Start Date	start_date	Date	Yes	Visibility start
End Date	end_date	Date	No	Visibility end
Academic Year	academic_year_id	Many2one	Yes	Academic year
Academic Term	academic_term_id	Many2one	Yes	Term reference
Priority	high_priority	Selection	No	1=High, 2=Normal, 3=Low
State	state	Selection	No	Workflow state
Notice Number	notice_number	Char	No	Auto-generated ID
Created By	created_by	Many2one	No	Creator user
Created Date	created_date	Date	No	Creation date

Circular Model (op.circular)

Field	Technical Name	Type	Required	Description
Name	name	Char(64)	Yes	Circular title
Subject	subject	Char	Yes	Email subject
Description	description	Html	Yes	Content body
Circular Type	circular_type_id	Many2one	No	Category
Groups	group_ids	Many2many	No	Target audiences
Start Date	start_date	Date	Yes	Visibility start
End Date	end_date	Date	No	Visibility end
Circular Number	circular_number	Char	No	Auto-generated ID
State	state	Selection	No	Workflow state

Notice Group Model (op.notice.group)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Group name
Student Visibility	student_visibility	Selection	No	all_students/selected_students
Courses	course_ids	Many2many	No	For all_students
Batches	batch_ids	Many2many	No	For all_students
Students	student_ids	Many2many	Computed	Target students
Parent Visibility	parent_visibility	Selection	No	all_parents/selected_parents
Parents	parent_ids	Many2many	Computed	Target parents
Faculty Visibility	faculty_visibility	Selection	No	all_faculty/selected_faculty
Faculty	faculty_ids	Many2many	Computed	Target faculty

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Portal Access

Student Portal

Students can view notices and circulars:

1. Log into student portal

2. Navigate to Notices section

3. View list with:

   • Notice/Circular number
   • Title
   • Date
   • Sender

4. Click to view full details

Parent Portal

Parents can view notices for their children:

1. Log into parent portal
2. Select child (if multiple)
3. Navigate to Notices
4. View notices addressed to student’s groups

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Email Templates

Notice Email Template

Subject: Uses notice subject field

Content includes:

• Notice Number (header)
• Company logo
• Sender name
• Start and end dates
• Academic year and term
• Subject line
• Description content
• Company contact information

Circular Email Template

Similar structure with Circular Number instead.

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Search and Filter Options

Notices

• Search by: Name
• Filter by: Archived
• Group by: Created By

Circulars

• Search by: Name
• Filter by: Archived
• Group by: Created By

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Views Available

View Type	Features
List	Quick overview with state badges
Kanban	Visual cards with status ribbons
Form	Full editing with chatter
Pivot	Analysis by creator

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Troubleshooting

Issue	Cause	Solution
Cannot publish	Not in In Progress state	First move to In Progress
No recipients in email	Empty audience group	Configure group with students/parents/faculty
Notice not in portal	Not published or wrong dates	Check state and date range
Duplicate number error	Sequence issue	System auto-handles sequences
Group validation error	No audience selected	Select at least one audience type

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Best Practices

1. Clear titles: Use descriptive notice names
2. Target audiences: Create specific groups for different purposes
3. Set priorities: Use High priority sparingly for important notices
4. Date management: Set appropriate end dates for time-sensitive notices
5. Review before publish: Use In Progress state for review
6. Email notifications: Send emails for urgent announcements

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Security Notes

Role	Capabilities
Notice Board User	Read, write notices and circulars (no delete)
Notice Board Manager	Full CRUD including delete
Faculty Member	Automatically receives User permissions
Head Admin	Automatically receives Manager permissions

Record Rules

• Faculty users see notices they created or are assigned to
• ERP managers see all notices and circulars

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Related Tasks

• Configure Academic Year
• Manage Student Records
• Configure Email Settings