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Thanks: I hereby thank all those Officers, who have given valuable suggestions in making
these Lessons more useful. I also thank senior Officers for encouraging me in my efforts.
References:
Lesson 14: Preparation of New Draft The Officer decides whom to be addressed
along with his postal address and email AND
write a new letter.
WRITING A ROUGH NOTESHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 16: Preparation of Green The officer prepares a final notesheet before
Notesheet placing before senior.
WRITING A FINAL NOTESHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 17: Preparation of Yellow The officer prepares a rough notesheet to place
Notesheet before senior for his approval .
MARKING REFERENCES IN NOTESHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 18: Creation of Hyper-Links in The Officer needs to refer some matter in the
Note Notesheet before senior officer.
(a) Noting to PUC The Officer underlines important words of PUC.
(b) Noting to Noting The Officer puts a mark “X” to refer to a
previous Noting.
(c) Noting to Attachment The Officer puts other written matters in file to
show to the Senior. It remains in file for ever.
(d) Noting to Local Reference The Officer puts other written matters with file
to show to the Senior. It is never placed inside
the file.
SENDING FILE TO SENIOR OFFICER
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 19: Sending Note-sheet and Draft The Officer sends the file to senior officer for
in a File approval.
SENIOR OFFICER AMENDS LETTER IF NECESSARY AND APPROVES DRAFT
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 20: Editing Draft received and The Senior Officer approves the draft and puts
writing Notesheet his signature. Returns the File to Officer for
further action.
After Clicking “Approve Button”, the After approval, Senior Officer puts his
eOffice asks for signature and sending signature. After Signature, Senior Officer hands
the Letter. over File to Officer.
SENIOR OFFICER AMENDS LETTER IF NECESSARY AND APPROVES DRAFT
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 21: Dispatch of Letters The Officer sends the signed copy by any of
three methods:
(a) Dispatch by email The Officer may send email
(b) Dispatch by self The Officer may dispatch the approved signed
letter from his section and send by post
(c) Dispatch by CRU The Officer may dispatch the approved signed
letter from CRU and send by post
PLACING ATTACHMENTS/REFERENCES WITH THE FILE
What we are doing in e-Office What we do in Physical Files in our Office
Now on, you will never need sms on Mobile to open e-Office.
Tip: Do not follow steps of this Lesson, if you want to use sms token for saccess & Parichay.
Method 2:
Lesson 13: Copy a Receipt present in one file to another file [INDEX] [OV]
• 13.1 Search the Receipt lying in Sent Receipts or in any older file
• 13.2 Open the receipt and Click pdf icon in right pane
• 13.3 Receipt gets downloaded in local Computer with a different name. Rename it.
• 13.4 Click Copy ; Meta data is copied in Right pane
• 13.5 Click “Upload file” in left pane; Select file and Upload it.
• 13.6 In receipts , it is now in Created Tab. Select it and Click "Put in File"
• 13.7 Follow Lesson 8 or 9 above.
Lesson 15: Creating and sending letter, if DSC not available [INDEX]
Case 1: Steps, if you want to send letter without sign of AC......
Case 2: Steps, if you want to send letter with manual sign of AC.......
• Step 15.1 to 15.10 above
• 15.11a. AC downloads draft in local computer
• 15.11b. AC takes print
• 15.11c. AC signs and Scans it
• 15.11d. AC uploads it on eOffice
• 15.11e. AC approves it
• Then steps 15.12 to 15.15 of case 1 above
Case 3: Steps, if you want to send letter with DSC sign of AC......
For Step 14
• Click correspondence
• Letter will be seen in Right pane
• It contains file number
• And dispatch no. Both
• Near File no. Download button available
• Download it in local computer
• Close eOffice
• 17.6 Three buttons viz Edit, Discard and Confirm are available at the Yellow
Notesheet.
• 17.7 Earlier versions of Yellow Notesheet can be seen at bottom of Yellow
Notesheet.
Lesson 20: Editing Draft received and writing Notesheet [INDEX] [OV]
• 20.1 Sender sends Draft created in lesson 14. It is received in the “Inbox” of
“Files” tab by the receiver.
• 20.2 Click the file name to open the Draft. It is version 1 of Draft.
• There are two options for editing the Draft
Option 1 Option 2
• 20.3 Click “Edit” button at • 20.3 Click “Download icon” present between
extreme Right to make “Draft Template” and “Upload File”. Draft is
changes in the Draft version downloaded in Local computer. Edit the draft.
• 20.4 Make Changes in the • 20.4 Click “Edit” at extreme Right. Click “Upload
Draft. Click “Save” to Save File” and upload the new draft from local
your work. computer. Click “Save” to Save your work.
• 20.5 Follow the steps of Lesson-11 / Lesson-12 / Lesson 13 for Notesheet. Now, it
is ready to be sent.
TIPS:
a. Dispatch by Self (by email):- Select e-mail check-box, fill the required e-mail ID in
‘To Field’ ( only one e-mail ID and rest e-mail IDs to be filled in CC and click on
send button.
b. Dispatch by Self (by Post): Fill in the required details in the ‘Postal & Out register
Details’ and then click “Dispatch”. A dispatch number will be generated. You can
take the print out of the same, make an envelope and handover the same to CRU
section.
c. Dispatch by CRU:- If you choose Dispatch by CRU, you must confirm that you
have correctly added the Communication Details of the recipient. Enter no. of
Recipients for whom Dispatch required. Click “Send”.
• 21.2 All communication that can be dispatched by email should be dispatched by
self - either by the officer approving the draft or by the dealing hand.
• 21.3 Print, sign and handover the letter(s) to CRU for dispatch.
• 21.4 Upon receipt of letter, CRU will click “Receive” and dispatch it.
• 21.5 The dealing Section will ensure that the CRU has clicked “Receive”
Tips: For sending letters to multiple recipients by CRU, the link “Add Recipients”
may be used to add the Name/Address of Recipients.
• 22(a): References:
• 22(a).1 Open any File and Click References→Local Reference. Reference Screen
appears on Right side.
• 22(a).2 Click “Upload file” or “Upload from KMS”. Pop-up Window of Local
Computer opens.
• Select any File of any Format and Click “Open”. The File gets attached with Working
file.
• 22(a).3 To delink the File, Select it.
• 22(a).4 A “choose One” drop-down box is above the Link/Delink Screen. Choose
Delete. The File gets deleted.
• 22(b): Link:
It links another File (present in e-Office platform already) with the Working
File. The linked file goes to the receiver, as if, a photocopy is tagged with working file.
Even the file is sent, the original Link File will remain with the Sender.
• 22(b) (i).1 Click Link →Internal Files. Link/Delink Screen appears on Right side.
• 22(b) (i).2 Click “Attach” and a pop-up window opens. Select the file and Click
“Attach”. The File gets linked.
• 22(b) (i).3 To delink the File, Select it.
• 22(b) (i).4 A “choose One” drop-down box is above the Link/Delink Screen.
Choose Delink. The File gets delinked.
• 22(b)(ii) Link External Files:
It is used to link/delink any file from other Department. Same Steps above.
• 22(c): Attachment:
• 22(c)(i) Attachment of Files:
• 22(c) (i).1 Click Attachment →File. A Pop-up Window opens. Click “Attach
File”. A new pop-up window opens.
• 22(c) (i).2 Select the file and Click “Attach”. An “Attach File Alert” pop-up
window opens. Enter Remarks and click “OK”.
• 22(c) (i).3 To Detach File, Click Attachment →File. A Pop-up Window opens.
Click “Detach File”. A new pop-up window opens.
• 22(c) (i).4 Select the file and Click “Detach”. A “Detach File Alert” pop-up
window opens. Enter Remarks and click “OK”.
Lesson 23: Migration of Old Files Using FTP Method [INDEX] [OV]
First Stage Steps in FTP Method for User Section/Office:
• 23.1 Old Files need to be scanned to get pdf files in which words can be selected.
• 23.2 Old files shall be scanned of any size.
• 23.3 If size more than 20MB, then files may be needed to be compressed.
• 23.4 For every File, Create one folder having name starting with “fl-“ say fl-Refund
• 23.5 Create two folders inside above folder—one for notesheet and other for
correspondence
• 23.6 Name the two sub-Folders as “np” and “cp”
• 23.7 Inside these sub-Folders, the pdf files shall be kept in the Windows Computer.
• 23.8 Then, these two pdf files can be imported into e-Office.
• 23.9 The Folder needs to be compressed. (not as RAR File). FTP Folder is ready ,
Rename it as say “e-File”. The User Section will take these Folders to FTP Manager
in pen-drive.
• 23.11 EMD Manager shall follow the steps given in “Migration Handout for
Administrator”. Click FTP Folder named e-File→Upload Files. The Files shall be
uploaded in File folder suggested by DGPM. The FTP Manager gives Folder
permissions as per above mentioned Handout.
Lesson 24: Migration of Old Files Using non-FTP Method [INDEX] [OV]
• 24.1 Scan the correspondence side pages in searchable pdf format upto size of 20MB
from Newest page to Oldest Page of physical file. If more than 20MB size, then scan
to make two or more pdf files.
• 24.2 Re-Name it Say <>-CP.pdf using underscores in place of hyphen. If more than
20MB size, then name for most recent as <>-1CP.pdf. Older as <>-2CP.pdf. Oldest as
<>-3CP.pdf
• 24.3 Scan the Notesheet side pages in searchable pdf format from Oldest Page to
Newest Page.
• 24.4 Re-Name it Say <>-NP.pdf using underscores in place of hyphen.
• 24.5 Click “Create New” in Files Option.
• 24.6 Fill the physical Filename in space meant for Previous References. Click
Continue Working.
• 24.7 Upload the <>-CP.pdf in it. Fill all the Meta-data and Save. If CP e-Files are more
than 20MB, then upload <>-1CP.pdf first, then <>-2CP.pdf and so on.
• 24.8 Click “New Green Note”. Write all the basic facts like number of CP pages, no.
of NP pages, old file number, Subject, Date of opening Physical File, Date of Last
Correspondence etc on the Green Notesheet.
• 24.9 Below the Green Notesheet, Click “Attach” Button. A pop-up window opens.
Select and Upload the <>-NP.pdf e-File. It is attached on the Notesheet in “Red Font”.
• 24.10 Most Important: Send the e-File to self. Now, it is recorded and <>-NP-pdf is
saved permanently in e-Office platform.
TIPS: If size more than 20MB, part pdf files can be created by Scanner and uploaded.
Tips: Please take care of Step 25.6 and 25.7 and do activity once in a day or when
you restart your system or Browser.
• 26.6 While working on Notesheet or draft letter on the left side, Officer can view
the PUC or “earlier written Notesheet” on the Right side in new floating window. It
is available from the Button “Quick View”.
• 26.7 While creating a Note you can quickly add some commonly used notes from
‘Quick Noting’ on the top left corner. This allows you to add Quick Notes in English
and Hindi. You can also add ‘User Defined’ Notings by selecting ‘Quick Noting’
under ‘Settings’ option on the left pane of File Management System.
• 26.8 Once you login to File Management System, you can customize certain
settings using Preferences in Settings on the left pane. There you can set to receive
alerts for file movement via Email or Mobile. You can also set ‘Auto Save Duration’
for auto saving your draft, notings etc. There are few other settings too, which you
may explore and find useful.
Hindi Typing through Google Input Tools creates compatible Hindi Fonts in e-Office.
Lesson 28: Scanning Process of Old Files before Migration [INDEX] [OV]
For Noting Side : IT SHOULD BE SCANNED IN ORDER OF OLDEST TO NEWEST.
Type (In/Out) Date of Inward/Outward No. of pages Pages in Physical File Pdf no.
Inward Receipt 1st August 4 4>3>2>1 1
Outward letter 2nd August 3 7>6>5 2
rd
Inward Receipt 3 August 5 12>11>10>9>8 3
Outward Letter 4th August 2 14>13 4
Inward Receipt 5th August 3 17>16>15 5
th
Outward Letter 6 August 1 18 6
In e-Office, if done one by one on various dates, then it will be uploaded as pdf-1, then pdf-2, then
pdf-3, then pdf-4, then pdf-5, then pdf-6.
After uploading on these dates, If selected ALL in e-office, it will be seen in e-Office as:
Date Page no. of Physical File from Bottom Page number of e-Office File from Top
1st August 4 1
3 2
2 3
1 4
nd
2 August 7 5
6 6
5 7
rd
3 August 12 8
11 9
10 10
9 11
8 12
4th August 14 13
13 14
th
5 August 17 15
16 16
15 17
6th August 18 18
Now, in physical file, next new receipt of 5 pages on 20th August will be recent page and
numbered as 23>22>21>20>19. As numbering is done from Bottom to Top.
But, in e-Office file, next new receipt of 5 pages on 20th August will be recent page and
numbered as 19>20>21>22>23. As numbering is continued from Top to bottom.