A draft letter has not been sent yet

A letter that stands in the file has not been sent yet. The file stores a text. Sending is a separate act, by a designated person, at a designated moment. So put a task with every draft letter: who sends it, to whom, and when. Without that task a saved text looks like correspondence that has already gone out of the door. It has not. Also note whether the text is still a draft. Take that word away only once the letter has really been sent and you put the proof of that with the line. Until then the status remains draft, even if the text already looks tidy and already has a salutation.

Heirs may not see a draft for as long as the text can still be wrong. A wrong name, an open amount or a sentence that promises a share becomes harder in the portal than on the office screen. You switch the letters layer on only once the letter is right and has been sent, or once you deliberately share a final text. A draft version does not belong there. Internal remarks in the margin remain internal notes. They do not go along to the portal. Staff see the draft in the workspace. Heirs see only a layer that is on, and that layer stays off for as long as the letter is not finished.

The task names the sender by name, not the office as a vague group. It also states the channel: post, or another channel that you really use. A draft that no one may send gets no date that looks like sending. If you first want a colleague to read along, that is an internal task, not a publication. Keep the version you have reviewed. Write beside it what was still wrong, but do that in an internal note, not in the text that may later go out of the door. Only once the task has been completed and the proof of sending lies with it do you treat the letter as sent. Until then, saving is not sending.

Ervazo stores the draft text, the task and the letters layer as the state of the file. Ervazo records and calculates as a worksheet. A saved letter does not thereby become a sent letter and not a promise to an heir. That is not advice. It files nothing and it pays nothing. The program does not itself send the text out of the door and it does not switch the letters layer on because the file is there. Who may send remains the office's task. A wrong draft stays in the workspace until a staff member has put the text right. The worksheet shows the status. It does not turn a draft into correspondence.