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E-Office
Content
1. INTRODUCTION
1. OBJECTIVE OF THE APPLICATION
1. NEED OF eFILE
1. KEY FEATURES
1. OUTCOMES
1. RECEIPTS:
1. PUT A RECEIPT INSIDE A FILE:
1. FILE CREATION:
1. ADD GREEN NOTE:
1. ADD YELLOW NOTE:
1. FILE INBOX:
1. ELECTRONIC FILE INNER PAGE:
1. CREATE DRAFT (DFA) IN AN ELECTRONIC FILE:
1. EDIT DRAFT (DFA):
1. DISPATCH FROM FILE:
1. INTRA eOffice RECEIVED LETTERS
**NOTE: This is only a brief description about efile. For the complete manual
kindly visit
https://eoffice.assam.gov.in/efile-docs/UserManualeFile7.0.pdf
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INTRODUCTION
eFile is a workflow based system that includes the features of existing
manual handling of files with addition of more efficient electronic system.
This system involves all stages, including the Diarisation of inward receipts,
creation of files, movement of receipts and files and finally, the archival of
records.
With this system, the movement of receipts and files becomes seamless
and there is more transparency in the system since each and every action
taken on a file is recorded electronically. This simplifies decision making, as
all the required information is available at a single point.
OBJECTIVE OF THE APPLICATION
The eOffice product pioneered by National Informatics Centre (NIC)
aims to support governance by using in more effective and transparent inter
and intra-government processes.eOffice is based on the Central Secretariat
Manual of eOffice Procedure (CSeMOP), of the Department of Administrative
Reforms & Training (DARPG), Govt. of India.
The need for transforming conventional government offices into more
efficient and transparent, eliminating huge amounts of paperwork has long
been felt. eFile, an integral part of eOffice suite is a system designed for the
Government departments, PSU’s, Autonomous bodies to enable a paperless
office by scanning, registering and routing the inward correspondences along
with creation of file, noting, referencing, correspondence attachment, draft
for approvals and finally movement of files as well as receipts.
NEED OF eFILE
Files and receipts are an important entity in any organization. There may
be thousands of paper documents in the form of Files/Receipts being dealt in
an organization on a daily basis. Keeping record of these paper documents,
their movement and safety involves lots of time, money and effort which in
turn decreases the efficiency and productivity of an organization.
Manual techniques for diarizing, moving and recording of Files/Letters,
makes the tracking of those files/letters a very difficult task, thus delaying the
work and decreasing efficiency. Due to the inefficiency of tracking with the
manual system, there arose a need for a Computerized File Tracking System.
What began with the development and implementation of the “File Tracking
System” which was a major step towards Less Paper Office, NIC (National
Informatics centre) always in forefront in the adoption of new enabling
technologies in information and communication technology to meet the need
of the organization/society, paved the path for the eOffice, a workflow based
product enabling end to end electronic file movement across the government.
It ensures proper distribution of work load, thus increasing the efficiency of
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the system and bringing transparency to the system. The system simulates
the manual system in a digital environment.
KEY FEATURES
• Diarization of letters and file processing
• Data security with Digital Signature and eSign
• Scope based search
• Setting due date
• Reminders
• Notifications
• Follow up
• Dashboard
• Preference setting
• Monitoring and analysis through MIS Reports
• Interdepartmental file exchange
OUTCOMES
• Quick Decision Making and Faster Delivery of Services
1. Access of Files Any Where Any Time
2. Movement of files in real time irrespective of geographical locations
3. Delays removed because of transparency and accountability
• Reduction in Corruption, Venal Practices and Red Tapism
1. Personal priorities/discretions eliminated because of transparency and
accountability
2. Deleting/replacing the noting or tearing of files etc cannot be even
thought of
• Accountability and Transparency
1. Tracking of the papers and files becomes very easy and quick.
2. Pendency Monitoring
• Environment Friendly and Go Green Initiative
1. Tonnes of papers are saved which in turn saves trees
2. Infrastructure like Printers, Cartridges, Cupboards, Office Spaces are
also saved
3. Saving on Account of travel for transporting of files from one location
to other
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• Always available Files never be lost and stored for perpetuity
1. Natural Storms, Corona, floods but Government functioning is not at
all impacted
2. Officials could work on their files seamlessly, in secured & safe manner
from offices/homes
RECEIPTS:
Once a DAK/Letter is diarized and a unique receipt/diary number is allotted
then it becomes Receipt.
STEPS TO FOLLOW:
1. Click Electronic link under Browse & Diarize sub-module or Click
Electronic under Create link in Quick Access Menu bar for Receipt.
2. Click Upload button. The File Upload dialog box appears. Select the
desired scanned PDF document (up to 20 MB) and click Open button.
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3. Once the scanned DAK/Letter is uploaded, enter the required metadata (
Diary Details, Contact Details and Subject Category.
4. Click Generate or Generate & Copy or Generate & Send to generate new
electronic receipt with a unique Receipt No.
Receipt Inbox:
The Receipt Inbox sub module displays list of all the incoming receipts that
have been marked to the logged in user for further necessary action. The
receipts in Inbox are in active state pending for necessary disposal.
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PUT A RECEIPT INSIDE A FILE:
To record decisions on the note sheet against a receipt, it is necessary that the
receipts may be put inside a file as correspondence. This section describes
how to put up a receipt in a file.
STEPS TO FOLLOW:
1. Select receipt or Click open receipt, from receipt Inbox or Created list.
2. Click Put in a File menu as shown in Figure.
3. Provide mandatory Remarks.
4. Click Attach as shown in Figure.
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FILE CREATION:
A File is a collection of related records which comprises of Receipts, Noting,
Drafts, References, and Linked Files.
STEPS TO FOLLOW:
1. Click “Create New” from the “File” module or “Create” link in Quick
Access Menu bar to view File creation page.
2. Select Nature (Electronic) and File to be created.
3. Select the File-Heads from the available drop-down list under “File No”.
4. Enter Mandatory Description and provide other relevant details like Main
Category, Sub-Category, Remarks, Previous References, Later References
and Language.
5. Click “Continue working” to create a new file of selected Nature and
Type.
Created Files List:
The Created List of Files displays Files that are Created (Electronic) and not
yet forwarded andCreated files those are forwarded to recipient but pulled
back later. User can Click Created link under filemodule to view Created File
listing.
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▶▶ Created List displays Files that are Created and not yet forwarded
andcreated files forwarded to recipient but pulled back later.
▶▶ Fields like Nature of File, Computer No., File Number, Subject, Subject
Category, Created On and Remarks are displayed.
▶▶ Actions like Send, Create Volume (For Physical File), Create Part, Close
can be taken.
▶▶ File inner page can be viewed by clicking on File Number.
▶▶ List of Files can be sorted based on Computer No. and Created On.
ADD GREEN NOTE:
STEPS TO FOLLOW:
1. Click ‘Add Note’ icon to expand and then click ‘Green Note’ Icon in noting
panel of electronicfile inner page.
2. Enter either text by typing or paste copied data (text, hyperlink and image)
in the web editor or inserts table (using editor toolbar).
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3. Click Attachment icon to attach document (PDF, DOCX, DOC, ODT, XLS,
XLSX, PPT, PPTX, PPSX format) if require as shown in the above figure.
4. Click Save icon to finalize the Green note.
5. Edit the content either by typing or pasting copied data (text, table,
hyperlink and image) orinserting table by using editor toolbar to make
changes in the existing note.
ADD YELLOW NOTE
STEPS TO FOLLOW:
1. Click ‘Add Note’ icon to expand and then click ‘Yellow Note’ Icon in
noting panel of electronic File inner page.
2. Enter either text by typing or paste copied data (text, hyperlink and
image) in the web editor or inserts table (using editor toolbar)
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3. Click Attachment icon to attach document (PDF, DOCX, DOC, ODT,
OPENDOC, XLS, XLSX, PPT, PPTX, PPSX format) if required.
4. Click Save icon to finalize the Green note.
FILE INBOX:
The File Inbox is the list of Files submitted/marked to a user. The Files in Inbox
are in active statepending for the user’s necessary action for its disposal. User
can clicks on Inbox sub module under Filemodule or Inbox Quick Access
menu of File in the Home Page to view Inbox List
• Inbox list displays record of Files that have been marked to the logged in
user.
• Fields like Nature of File (E/P), Computer No., File Number, Subject, Sent
By, Sent On, Read on, Due On and Remarks are displayed.
• Physical file marked to user are displayed as unreceived and user will not
be able to click open thefile without receiving them.
• Actions like -Receive (Applicable for unreceived physical files only),
Send Back, Send, Move To (Inbox Folder), Create Volume (Applicable for
physical files only), Create Part, Park, Close (SendFor Approval) can be
taken.
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ELECTRONIC FILE INNER PAGE:
Electronic File Inner pages displays Nature of File, Computer No., File No.,
Subject, Noting Panel, Correspondence panel and various menus to work on
file. Electronic File Inner page can be opened by clicking on File no. link from
various list pages viz. Inbox/Inbox Folder/Created/Parked Folder.
Actions on File Inner Page
Actions on Menu Bar
• File Home Page: Clicking File homepage Icon will display files Green
Note in Left Panel and ToC/Recent Correspondence (As per preference
setting) on Right Panel.
• Movements: Clicking Movements will open Movement page of File
• Details: Clicking Details will open Detail Page of File.
• Draft: Clicking Draft menu will display Create New and View Draft sub
menu.
• Clicking Create new sub menu of Draft, will open Draft editor
page.
• Clicking View Draft sub menu of Draft will open List of Draft
Created on Right Panel.
• Edit: Clicking Edit will open File Cover Page to edit Meta data of File.
• Send: Clicking Send will open Send page of File.
• Send Back: Clicking Send Back will open file send page with name of
Sender of File auto populated in To Field.
• Link: Clicking Link Menu will open Linked Files List with option to Link
Files.
• Attach: Clicking on sub menu Attach File/Attach Receipt of Attach File
menu will open File/Receipt Attachment Page.
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• Park: Clicking on Park Menu of file will open popup to move File to
Parked Folder.
• Close: Clicking on submenu (Close/ Send for Approval) of Close will
open popup to take necessary action.
• More: Clicking More action menu will display following menus in drop-
down.
• Action Detail: Clicking Action Detail will open Initiated Action detail
Page.
• Create Part: Clicking on Create Part will open Part File creation page.
• Merge: Clicking on Merge will display Merge File and Merge Detail sub
menu.
• Merge File sub menu will be inactive for Electronic File.
• Merge Detail will open details of merged File.
• ToC (Correspondence List): Clicking ToC menu icon will open List of
Correspondence attached within a File.
• Recent: Clicking on Recent menu icon will display latest attached
correspondence in PDF format with option to navigate all the attached
correspondences.
• All: Clicking on All menu icon will display all attached correspondence
in PDF format.
• Previous Noting: Clicking on Previous Noting menu icon will display all
Previous Noting.
• Migrated Noting: Clicking on Migrated Noting menu icon will display
Noting uploaded during File Migration.
• Draft List: Clicking on Draft List menu icon will display list of all drafts
along with draft list.
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• Draft Document: Clicking on Draft document menu icon will display
latest draft. version
• References: Clicking in Reference menu icon will display list of all
attached local References.
CREATE DRAFT (DFA) IN AN ELECTRONIC FILE:
Draft for approval (DFA) can be created in a standalone Electronic File
(Not Attached with any other File/Receipt) available in Inbox/Inbox folder/
Created/Parking list.
Steps to Follow:
1. Click Create New Draft submenu of Draft menu from file inner page
menu bar.
2. Select from pre-defined draft template or Upload a file (PDF or Word
Document Only up to 25 MB) or type or paste copied content in the text
area to create draft content.
3.
4. Add Hash Tag if required (If draft created using Text Editor or Template)
5. Add Attachment if any.
6. Check Enable Multi Sign checkbox. (If draft needs to be signed by multiple
signing authority)
7. Fill basic metadata categorized under Draft Details.
8. Click Add/Edit Recipients (Optional at time of Draft Creation) action
button.
9. Click Save to Save the draft and generate unique draft number.
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EDIT DRAFT (DFA):
This feature is required to edit draft (DFA) content, details and Add/Edit
Recipient details.
STEPS TO FOLLOW:
1. Click View Draft submenu of Draft menu from file inner page menu bar
or Draft List Dropdown menu on Right panel of File Inner Page to view
List of all created Drafts.
2. Open unapproved draft from Draft List by clicking on Draft No.
3. Click Edit Button.
4.
5. In Case of DFA created using DFA Editor or Template, Saved content of the
draft should be displayed in editable form. In Case of DFA created using
uploading, Download uploaded Word document by clicking Download
Icon for further editing and click on update to save the edited content of
the draft.
DISPATCH FROM FILE:
This feature allows User to Dispatch Signed Draft (Issue) letters through Self
or CRU.
STEPS TO FOLLOW:
1. Click the signed draft no. from the ‘List of Drafts’ required to dispatch.
2. Click ‘Initiate Dispatch’ to initiate the Dispatch Process.
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3. Intended recipients are listed under ‘Recipient Details’. Click ‘Add
Recipients’ to add more, if required.
4. Click Send/Dispatch without follow-up.
INTRA eOffice RECEIVED LETTERS:
This feature allows user to view and diaries letters received from Intra eOffice
(Department within same eFileInstance) as a Receipt in eFile Module.
STEPS TO FOLLOW
1. Click Intra eOffice link under ‘Received Letters’ module.
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2. Click Diarise Icon for dispatch in the Intra eOffice Received Letters list.
3. Move dispatch content, PDF attachment and Uploaded document for
merging into a single document (PDF)and click on diarize or diarize
separately as required.
4. Click Preview to view and verify the merged PDF.
5. Click Diarize to open electronic receipt Diarisation page. (PDF will be
auto populated)
6. Follow the diary process as mentioned in Electronic Receipt Diarisation
to create electronic receipt.
NOTE:
For complete manual kindly refer to-
https://eoffice.assam.gov.in/efile-docs/UserManualeFile7.0.pdf
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