Frequently Asked Questions

We are here to answer your questions on how to use the Orrekie platform, and make the most out of the tools it offers. If you don’t see your question here, drop us a line below and join the discussion!

What is Orrekie?

Orrekie is a cloud-based project information and controlled issue platform for architects, engineers, project managers, design managers and other construction professionals.

It helps teams record, issue, track and search important project information in a structured and auditable way. At the centre of Orrekie is the Memo: a controlled project record used to capture decisions, instructions, clarifications, approvals, actions and other key information thatshould not be lost in email threads, spreadsheets or informal notes.

Orrekie is built around four core principles:

Issue - Create controlled records of important project information.

Use Memos to capture and issue key decisions, instructions, clarifications, approvals, actions and project information. Each Memo creates a structured record of what was issued, who issued it, who received it, when it was issued, and what supporting documents or attachments were included. This helps teams reduce ambiguity and keep important project information in one reliable place.

Track - Keep a clear audit trail of project communication and decisions.

Orrekie records the history of Memos, documents, contacts, project information and key actions taken within a project. This gives teams a clearer view of what happened, when it happened, and who was involved. The result is better accountability, better continuity, and less reliance on individual inboxes or memory.

Monitor - See what remains open, uncleared or unresolved.

Orrekie helps teams monitor whether issued Memos have been reviewed, cleared or remain outstanding. This is especially useful for project directors, partners and senior team members who need visibility across live projects. Instead of relying on manual trackers, Orrekie helps identify unresolved items earlier, so they can be followed up before they become bigger project risks.

Search: Turn project information into a searchable knowledge base.

Orrekie helps teams search across projects, Memos, documents, contacts and project records. Over time, this creates a valuable internal knowledge base: a record of decisions, issues, actions, lessons and project information that can be accessed by the people who need it. This helps teams work more consistently and retain knowledge beyond individual projects or team members.

1. About Orrekie Memo

Orrekie Memo is a cloud-based project information and controlled issue platform for architects, engineers, project managers, design managers and other built-environment professionals.
It helps teams create structured records of important project information, issue those records to the right people, track what remains open or uncleared, and search project information across projects.
At the centre of Orrekie Memo is the Memo: a controlled project record used to capture decisions, instructions, clarifications, approvals, actions and supporting documents.
Orrekie Memo helps teams move beyond fragmented email threads, manual spreadsheets and disconnected project notes by creating a clearer, more searchable and more auditable project record.
A Memo is a controlled project record.
It is used to record important project information such as decisions, instructions, clarifications, approvals, actions, design notes or requests for information.
Each Memo has a unique number and title. It can include text, attachments and recipients. The Memo itself is independent from the email or delivery method used to send it.
A Memo should be concise. If the information is too long or complex for a Memo, it should usually be prepared as a separate document and attached to the Memo.
Email is useful for communication, but it is weak as a project record.
Important information can become buried in long threads, separated from attachments, missed by team members or difficult to find later.
Orrekie Memo creates a clearer record of what was issued, who issued it, who received it, when it was issued and what supporting information was attached.
This makes project communication easier to track, search and review.
No.
Orrekie Memo does not need to replace your CDE, project portal or document management system.
It gives your organisation its own controlled record of what it has issued, uploaded, sent or recorded externally.
This is useful because the main project portal or CDE is often controlled by another organisation. Orrekie Memo gives your team an independent project record.
Orrekie Memo is for professional teams working in the built environment.
It is designed for architects, engineers, consultants, project managers, design managers, client teams and specialist advisors who need a clearer record of project decisions, correspondence, actions and issued information.
It is especially useful for teams that currently rely on email, spreadsheets or informal notes to track important project matters.
Orrekie Memo is built around four main principles: Issue, Track, Monitor and Search.
Issue
Create controlled records of important project information using Memos.
Track
Keep a clearer audit trail of decisions, actions, correspondence, attachments and project information.
Monitor
See which Memos remain open, uncleared or overdue, so they can be followed up.
Search
Search project information across Memos, documents, contacts and projects, helping your organisation build a useful internal knowledge base.

After creating your account, you should complete your organisation settings before using Orrekie Memo on live projects.
This information is important because it appears on your Memos, controls your organisation setup and helps your team use the system consistently.
Start with these steps:
1. Enter your organisation information
  Go to Global Settings and open Organisation Information. Add your organisation name, address, registration details and other required information. This information appears on your Memos.
2. Invite team members
  Go to Users and Permissions and add the people who need access to your organisation account. Each user uses one subscription seat.
3. Set your organisation signature
  Go to Correspondence Settings and set up your organisation’s Memo signature and standard correspondence information.
4. Add contacts
  Go to Global Contacts to start adding people and organisations you work with. Those contacts can then be assigned to specific projects from Global Contacts.
At minimum, you should add:
- your organisation information;
- your Memo signature;
- your internal team members;
- your main contacts;
- your first project or pot-job.
This gives your team the basic structure needed to create Memos, attach documents, assign contacts and manage project information properly.
Your personal dashboard is the first page you see when you log in.
It shows the recent projects you have been working on, a summary of your outstanding or uncleared Memos, and search tools for finding information within projects or across all projects.
Use the dashboard to see what needs your attention and to quickly return to active project work.
As an admin user, your first task is to set up the organisation correctly.
You should complete the organisation information, invite team members, check user permissions, set correspondence defaults, define document types and tags, and add your main contacts.
This setup matters because it controls how Memos, projects, documents and contacts appear across your organisation.
As a standard user, you should check that you can access the correct projects and contacts.
You can then start uploading files, adding contacts where permitted, creating Memos and reviewing outstanding items on your dashboard.
If you cannot see a project or cannot perform an expected action, ask an admin user to check your permissions.
When you log in as a user you will be taken to your personal dashboard which shows you the recent projects you have been working on, the summary of the memos you have that are outstanding and uncleared and from this page you can search for information in your project(s) and across all projects.

2. Getting Started

‍ ‍Global Settings control organisation-wide information and defaults in Orrekie Memo.
You can access Global Settings by selecting the cog icon in the top-right corner of the page. What you can view or edit depends on your user permission level.
‍ ‍
Global Settings include:
‍ ‍
Organisation Information
This is where your organisation name, registration number, address and other company details are stored. This information appears on your Memos. All users can view it, but only Admin users can edit it.
‍ ‍
Billing and Invoices
This is where your Orrekie Memo subscription, invoices and number of users are managed. Only Admin users can view or edit billing information.
‍ ‍
Users and Permissions
This is where Admin users manage team members, email addresses, roles and permission levels. All users can see the team list, but only Admin users can edit permissions.
‍ ‍
Correspondence Settings
This is where Admin users set the organisation’s Memo format, company signature and standard correspondence text.
‍ ‍
Global Contacts
This is the organisation-wide contact directory. It stores the people and companies your organisation works with. Users can add contacts, edit existing contacts where permitted, and assign contacts to projects.
When opening a project in Orrekie you will find a set of seven tabs containing all necessary information for the project.
Project Information: it displays core information of the project, like Project Number and Name, Address, Status, Stage and Sector of the project. This information can be edited by Admin and Expert Users, and appears in memos.
Memos: the Memo dashboard lets users navigate through all of the project’s memos, both sent and draft, sort them and filter Uncleared or Overdue ones. You can also create new memos from this page, save drafts and send completed memos.
Documents: a list of all the documents in a project, showing their latest versions, that also lets users preview and edit documents, check their version history and upload new documents.
Files: a list of all non-document files, where users can preview existing files and upload new ones.
Photos: a list of all photo files and Photo Sets in a project; users can preview and upload photos, and create and edit Photo sets.
Internal Team: this menu shows all the company members that are part of the Project Team. Here you can add new team members, manage their Project Roles and see their User Permissions to manage hierarchies and responsibilities within a project. You can also distinguish between active or inactive members of the team .
Project Directory: a directory of all the external contacts assigned to the project, be it team members from other companies, client or third parties. Here you can check their details, assign them roles within the project, and mark them as Top 16 Contacts. All users will be able to assign new contacts to the project from Global Contacts, or create new contacts from scratch.
User permissions define what each team member can see, create or edit in Orrekie Memo.
There are three permission levels:
Admin
Admin users can manage billing information, edit global organisation information, manage users and permissions, create and set up projects, and define organisation-level project standards.
Expert
Expert users can edit project information, add project team members and create, write and send Memos.
Standard
Standard users can upload files, add contacts to the global directory, assign contacts to projects, and create, write and send Memos.
Use Admin permissions carefully. Admin users can change organisation-level settings that affect the whole account.
Admin users can create and set up new projects.
When creating a project, the Admin user enters key project information such as project name, project code, project address and project office. Orrekie Memo will generate a project number.
Additional information such as project status, stage, sector and start date can also be added and edited later.
Admin, Expert and Standard users can write and send Memos, provided they have access to the relevant project.
This is important: sending Memos is not limited to Admin users. Standard users can still carry out day-to-day project communication where their project access allows it.
Use the Internal Team and Project Directory tabs in Project Settings.
Internal Team shows members of your organisation assigned to the project. It can show whether someone is a Project Principal, Project Director or Project Team member, along with their permission level and whether they are currently active on the project.
Project Directory shows external contacts assigned to the project, such as clients, consultants, contractors and other third parties. These contacts can be selected as recipients or copied into Memos.
Top 16 contacts are key external project contacts that you commonly copy into Memos.
When a contact is marked as Top 16, they appear in a quick-selection list when drafting a Memo. This makes it faster to copy regular project contacts into outgoing Memos.
Top 16 contacts are not automatically selected. They are a project-specific shortcut for commonly used recipients. You still choose who receives or is copied into each Memo before sending it.
The main recipient and all copied contacts will receive the Memo and its attachments.
The Top 16 Contacts list is designed to prompt a final recipient check before sending—highlighting people who frequently receive related Memos so you can quickly confirm that no key stakeholders have been overlooked.
Yes.
Top 16 contacts can be updated as the project team changes. For example, you may add a new consultant or remove a contact who is no longer involved.
However, changing the Top 16 list should not alter historic Memos that have already been sent. Sent Memos should retain the recipient and copied-contact record that applied at the time of issue.
Internal team members are users from your own organisation who work on the project inside Orrekie Memo.
Project contacts are external people or organisations assigned to the project, such as clients, consultants, contractors, suppliers or other third parties.
Internal team members use Orrekie Memo. Project contacts are usually recipients or copied contacts on Memos.
Internal team members and project contacts should not overlap. Memos are intended to distribute project information and documents to project contacts, rather than facilitate communication between internal team members.
Admin users should regularly check:
- organisation information is accurate;
- billing and seat numbers are up to date;
- user permissions are correct;
- inactive users have been removed or disabled;
- correspondence settings are correct;
- document tags and types remain useful;
- global contacts are not duplicated or out of date.
This is not just housekeeping. Poor settings create poor project records.

3. Settings & Permissions

All Memos for a project are listed in the Memos tab inside that project.
From this page, you can review sent Memos, draft Memos, uncleared Memos and overdue Memos. You can also sort and filter Memos so that you can quickly see what needs attention.
Memos also appear on each user’s personal dashboard, so team members can see the items that are relevant to them across their current projects.
Memos can be used either for information or as items that require follow-up.
A Memo issued for information does not normally require a further action or clearance.
An Uncleared Memo is a Memo that has been sent but still requires follow-up, confirmation, action or review. For example, a Memo asking for confirmation of a construction detail may remain uncleared until the required response or action has been received.
An Overdue Memo is an uncleared Memo that has remained open beyond the overdue period. In Orrekie Memo, this is 10 working days, normally equivalent to 14 calendar days, unless your organisation has set a different overdue period.
A Cleared Memo is a Memo where the matter has been dealt with. To clear a Memo, a team member must record a short reason or comment explaining why it has been cleared.
Open the relevant project and go to the Memos tab.
Create a new Memo, then add the Memo title, text, recipients, copied contacts and any attachments.
A Memo should be concise. It should record the key point clearly, without becoming a long report. If the information is too detailed or complex for the Memo text box, create a separate document and attach it to the Memo.
When drafting a Memo, select the main recipient and any copied contacts, and the purpose of the memo – whether it be:
- Action: a Memo that requires a response
- Information: a Memo that informs a contact of further information/data, and no further action/response is needed back
OR
- Internal Note: a Memo that records information/correspondence, and no further action/response is needed back. Please note: internal notes are still required to be manually cleared to ensure no follow-up is needed – as information in an internal note can sometimes serve as a reminder/prompt of an action that needs to be taken.
You can choose contacts from the project directory, including Top 16 contacts, and you can also add custom recipients where needed.
Before sending, check:
- the Memo title is clear;
- the text records the issue accurately;
- the correct recipient has been selected;
- copied contacts are correct;
- attachments are included where required;
- the Memo is marked correctly as for information or requiring follow-up.
Once sent, the Memo is recorded in the project and can be reviewed later.
Yes.
You can attach items already uploaded to the project, including Documents, Files and Photos.
Attached items appear at the bottom of the Memo. Recipients receive the Memo and its attachments, subject to file size and delivery limits.
Where files are too large to send directly, use a suitable share link and include that link in the Memo.
After a Memo is sent, it is saved as part of the project record.
It can be reviewed from the project’s Memos tab and, where relevant, from user dashboards.
If the Memo was issued for information, it may be treated as complete. If it requires follow-up, it remains uncleared until a team member records that the matter has been dealt with.
A sent Memo should not be silently edited.
The purpose of a Memo is to create a reliable project record of what was issued. If a sent Memo needs to be corrected, clarified or replaced, the safer approach is to issue a further Memo or use the appropriate correction workflow available in the system.
Draft Memos can be edited before they are sent.
Orrekie Memo separates uploaded information into Documents, Files and Photos so that different types of project information can be managed properly.
Documents are formal project records such as drawings, reports, schedules, specifications or other internally managed information. Documents usually need a title, reference number, revision code and version history.
Files are supporting files or reference information that do not need the same document control structure. This may include third-party information, background references or static supporting files.
Photos are image files uploaded and managed separately. They can be organised into photo sets and used as part of the project record.
The distinction matters because formal documents usually need stronger tracking than ordinary files or photos.
Open the relevant project and go to the Documents tab.
Select New Document, then upload the file or drag it into the upload area.
When uploading a document, you will be prompted to complete the following fields:
- Document Ref. Number – A unique reference used to identify the document.
- Document Title – A clear name describing the document.
- Type – Select the category that best matches the document.
- Revision – Enter the document's version or revision code.
These details serve as a document’s key identifying information and help keep documents organized and make them easier to find, track, and reference throughout the project.
Once saved, the Document will appear in the project’s Documents list and can be attached to Memos.
A Revision is the public-facing revision code used to identify the document for the project team and external recipients.
For example, a drawing, report or schedule may be issued as revision P01, C01, A, B or another revision code used by your organisation or project.
When you upload a new file to an existing Document, the user is prompted to assign that new iteration a Revision number/code so that the document history can be tracked. The latest Revision is normally used by default, but previous Revisions can still be reviewed.
In simple terms:
Revision tells the project team which issued iteration the document is.
When attaching a Document to a Memo, the latest Revision of that Document is normally attached by default.
You should check that the correct revision is being issued before sending the Memo.
Where needed, you may be able to select a previous Revision, for example if you need to refer back to an earlier issue.
Yes.
You can create a Draft Document without uploading the file immediately.
This is useful when you want to plan the documents needed for a project before the files are ready. You can enter the document title, tags and other identifying information first, then upload the file later.
The item remains a Draft Document until a file is uploaded and the Document is completed.
Use Documents for information that needs formal project identification, revision control or repeated issuing.
Use Files for supporting information that does not need full document control.
A simple rule:
If the item needs a reference number, title, revision and revision history, treat it as a Document.
If it is supporting information that only needs to be stored and attached for reference, treat it as a File.
Yes.
When you upload a new iteration of a file to an existing Document, Orrekie Memo the user is prompted to assign that latest version a Revision number/code.
This allows the team to keep the latest file visible while still preserving the previous version history.
You should still use revision codes carefully. The version number tracks the system history, but the revision code tells the project team what revision they are receiving.
Files are intended for simpler supporting information and do not follow the same formal revision and version process as Documents.
If an item needs ongoing revision control, issue history or formal identification, it should be uploaded as a Document rather than a File.
Yes.
Photos uploaded to a project can be attached to Memos where they help explain or evidence the issue being recorded.
For example, a photo might be attached to record a site condition, a construction issue, an inspection item or a completed action.
Before sending a Memo with attachments, check that:
- the correct files are attached;
- the latest intended document revision is selected;
- attachment names are clear;
- large files are handled by share link if required;
- the Memo text explains why the attachments are being issued;
- the recipient list is correct.
This is basic discipline, but it matters. A Memo is only as reliable as the information issued with it.

4. Memos, Documents & Files

Want more information? Ask us a question…..

A Project is a live job in Orrekie Memo.
It is where your team manages the project information, internal team members, external contacts, Memos, documents, files and photos connected to that job.
A Project should be used when the work is active, secured and being managed as a proper project.
Each Project can include:
- project information;
- internal team members;
- project directory contacts;
- Memos;
- documents;
- files;
- photos;
- project stage and status information.
Project information appears on Memos, so it should be kept accurate.
A Pot-Job is a potential job or project that has not yet become a live Project.
Use a Pot-Job for early-stage opportunities, competitions, enquiries, bids, negotiations or possible future work that you want to track before it is formally secured.
A Pot-Job lets you start recording useful information before the job becomes live. You can add team members, contacts, documents, files, photos and Memos, but the tracking information is simpler than for a full Project.
Use a Pot-Job to track potential opportunities that are pending confirmation.
Use a Project when the job is live and your organisation is actively managing it as a project.
A simple rule:
If the job is still an opportunity, use a Pot-Job.
If the job is secured and active, use a Project.
Yes.
If a Pot-Job becomes a live job, you can use Make into Project from the Pot-Job information page.
This moves the Pot-Job information into a new Project so that the job can be managed from the Projects area going forward.
A project number and project code can then be assigned as part of the full Project setup.
Admin users can create new Projects from the Projects tab.
To create a Project, enter the key project information, including:
- project name;
- project code;
- project address;
- project office;
- project status;
- project stage;
- project sector;
- start date, where known.
Orrekie Memo will generate a project number automatically and sequentially – this helps you keep track of projects from latest to oldest. You can edit most project information later if required. Please note: the project number is not editable, as it is intended to be a sequential numbering system.
After the Project is created, you can manage its team, contacts, Memos, documents, files and photos from the project pages.
Only Admin users can create and set up new Projects.
This is deliberate. Project setup affects numbering, organisation records, Memo information and project structure, so it should be controlled by users with the right permission level.
Open the Project and go to Project Information.
This is where you manage core details such as the project number, name, address, status, stage and sector.
This information can appear on Memos, so it should be reviewed before issuing live project correspondence.
Use the Internal Team tab inside the Project.
This shows the members of your organisation assigned to the Project. It can include their project role, permission level and whether they are active or inactive on the Project.
Admin and Expert users can manage project team information.
Use the Project Contacts tab inside the Project.
This is where you manage external contacts assigned to the Project, including clients, consultants, contractors, suppliers and other third parties.
Project contacts can be selected as Memo recipients or copied into Memos.