News from other departments

Who can use this:EmployeeManagerCEO

Departments don’t work alone. When Lands allocates a plot, Valuations has to record it. When IT takes a system down, everyone who uses it needs to know. VirgilTrack reads what people write in their work reports, and tells the departments that are affected.

How it works

You write and submit your weekly report as usual.
VirgilTrack reads the points in your report (the ones it prepares from your entries) about ten minutes after they are written or changed, and again when you submit.
If a point describes something other departments need to know, VirgilTrack shares it with them. Ordinary progress on your own work isn’t shared.
Everyone in each affected department gets a notification in VirgilTrack, for example “From Lands: Systems down Thursday 14:00–16:00”, and the item appears on their work reports page.

VirgilTrack decides which departments are affected from their names, the initiatives they run and the work their people do. If you later change the point so that it no longer affects anyone, VirgilTrack withdraws it.

What you see

On your work reports page, the From other departments card lists what other departments wrote in the past three weeks that affects your department. If you manage other departments, it includes theirs too. It only appears when there is something to show, and while your own report for the week is a draft.

Each item shows:

Part	What it is
The kind	Outage, Delay, Deadline, Policy change, Dependency, Shortage or Heads-up.
When	When it happens, if the report said so, for example “Thu 23 Oct, 14:00–16:00”.
The headline	A short notice, for example “Systems down Thursday 14:00–16:00”.
Why it matters to your department	One sentence on how it affects you.
The entry	Who wrote it, their department, and what they wrote.

The coloured edge of each item shows how urgent it is: red means act now, yellow means plan for it, and blue is for information.

Each item also says how long ago it was shared. The card shows four items at first. Select Show all and the number, for example Show all 7, to see the rest, and Show fewer to go back.

What you wrote that reached others

Under Your entries that reached other departments, you see what VirgilTrack shared from your own reports, and with which departments, for example “shared with Valuations, Town Planning”.

Talk to the author

Select Message and the author’s first name, for example Message Petrus.
Type your message, then select Send or press Enter.

The message goes to the author in Private Chat, starting with the headline, so they know what you mean. You see “Sent.” and a link, Open the conversation.

To understand what an item means for your work, select Ask Virgil. Virgil Copilot opens, with the author’s entry, and suggests what to do. It can also help you draft a message to the author.

The daily email

On weekdays at 16:30, VirgilTrack sends one email with what reached your department in the past 24 hours, rather than an email for each item. Its button, Read them in VirgilTrack, opens the list on the staff weekly report page. An item that needs you to act now is marked Act now.

If you are a manager or the CEO, the email’s links and the notifications open the staff page, which says “You are not authorized to view this page.” Open Work Reports from the menu instead.

To stop these emails, open Settings, then Notifications and untick Email for Events from other departments. The notification in VirgilTrack still comes. See Choose how reminders reach you.

The CEO’s view

On the CEO’s page, the card is called Across departments and lists every item in the organisation from the past month, with which department it came from and which it affects, for example “Lands → Valuations”.

In managers’ PDFs

When there are any, a manager’s PDF reports include Events across departments: what reached their department in the past week, and what they reported that affected others. See Submit your team report.