This information includes author name, cable reference number, date, time and the user's approving officers. The information's security classification, any annotations and a list of additional recipients for the correspondence are added to the form manually. If the cable is a reply to a previous cable, then the subject and reference number of the earlier cable also are entered automatically. The body of the cable can be typed from the Lotus Notes platform or can be cut and pasted from any Windows-supported word processor. USIA uses Word Perfect.
Users can save documents in draft form or as a final version ready for approval.
The software automatically formats and checks the input blocks of all final versions for possible errors. The cable then can be sent via e-mail for clearance. After final clearance, the cable simply is sent in the same manner as a traditional e-mail message. The body of the cable cannot be edited after mailing, according to USIA officials. This icon especially is useful for users who open too many windows and thus lock up the system, Elford offers.