27 - Hands On Lessons On e Office

Updated as on 10th September 2020 Page 1 of 17
Training Lessons on e-Office for CGST Officers
LESSONS
Lesson 1: Overview and Concept of e-Office
Lesson 2: Setting of Computer before starting e-Office
Lesson 3: Login into e-Office
Lesson 4: Settings of Mobile to get rid of sms in Mobile
Lesson 5: Diarisation of Receipts… Use of “Generate” Button
Lesson 6: Diarisation of Receipts… Use of “Generate & Send” Button
Lesson 7: Use of check-box “Acknowledgement”
Lesson 8: Email Diarisation
Lesson 9: See the Receipts
Lesson 10: Redirecting the Receipts to concerned Section
Lesson 11: Put up the Receipt in a NEW File
Lesson 12: Put up the Receipt in a OLD File
Lesson 13: Copy a Receipt present in one file to another file
Lesson 14: Preparation of New Draft
Lesson 15: Creating and sending letter, if DSC not available
Lesson 16: Preparation of Green Note-sheet
Lesson 17: Preparation of Yellow Note-sheet
Lesson 18: Creation of Hyper-Links in Green Note and Yellow Note
Lesson 19: Sending Note-sheet and Draft in a File
Lesson 20: Editing Draft received from sender and writing Notesheet
Lesson 21: Dispatch of Letters
Lesson 22:Attachment/Detachment (a)References (b)Link (c)Attachment (i)Files (ii) Receipt
Lesson 23: Action on Old Files for Migration Using FTP Method
Lesson 24: Action on Old Files for Migration Using non-FTP Method
Lesson 25: Digital Signature Certificate (DSC)
Lesson 26: Advance Features in e-Office
Lesson 27: Hindi Transliteration (Additional Information)

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on
20/8/2020
References:
1. User Manuals can be downloaded from https://docs.eOffice.gov.in

2. Training videos are available at the site www.eOfficeportal.punjab.gov.in
3. Very useful 30 e-office Snippets are available at [e-office for CBIC]
https://www.youtube.com/playlist?list=PLTioKjB2HrsDIk43Si7_McH1lWg8YSjy3
4. 10 e-Office capsule videos by Mrs Vandana, AC, Chennai at [e-office Chennai
GST] https://www.youtube.com/channel/UCmh81JDV4YsOt-dmC67A76A
5. Recorded Demo on e-Office by Shri. Padmaraj, AC, Bengaluru South are available
at
https://drive.google.com/file/d/1vO6y6Yl_jfLltUJuLvsr5WPntbmffZa3/view?usp=sha
ring
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.
Note: This File can be downloaded from www.anatarang.icegate.gov.in . Steps are
1. Open the site preferably in Microsoft Edge Browser.

2. Login through your SSOID credentials
3. Hover Mouse at “File Sharing”
4. Click “Files Shared with me”.
5. Click “Public Files” in the Left Pane
6. Click near First File available in Centre
7. Go down and Search for “27_Hands-on-Lessons on e-Office”
8. Select the Check-box against it.
9. Download button gets activated above the efile. Click to Download it.

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Lesson 1: Overview and Concept of e-Office
RECEIPT OF INWARD LETTER IN DAK

What we are doing in e-Office What we do in Physical Files in our Office
The Letter is scanned in Scanner and a The Sender Comes in the Section/D&D and
pdf efile is created. hands over the letter. The Officer sees the letter,
but do not read it.
Lesson 5: Use of Generate Button The Officer takes the Letter and keeps in Inward
Dak.
Lesson 6: Use of Generate & Send Button The CRU takes the Letter and hands over it to
the proper Officer.
Lesson 7: Use of Generate & Send Button The Officer/CRU takes the Letter. The Sender
with Acknowledgement demands an acknowledgement from the D&D
Officer.
RECEIPT OF INWARD LETTER BY EMAIL
Lesson 8: Email Diarisation We see the email and download it in Windows
Computer.
PUTTING THE INWARD LETTER IN RECEIPT BOX
Lesson 9: See the Receipts The Officer/CRU keeps the letter in Dak Pad.
We can see the folder where the Receipt Once the incoming Letter goes into Dak Pad, the
is kept in e-Office Program. hands of the Officer are Free to take the next
letter.
REDIRECTING THE RECEIPT TO CONCERNED SECTION
Lesson 10: Redirect the Receipts The Officer puts the wrongly received Dak
again in Outward Dak and enters details.
We can send the Receipt to concerned The Officer sends the Dak to concerned Section
Section without putting in file
PUTTING THE INWARD LETTER IN A NEW FILE
Lesson 11: Put up the Receipt in New File The Officer takes a new File facing, enters
details over it as per details of Letter. The details
are maintained in a Register.
PUTTING THE INWARD LETTER IN AN OLD FILE
Lesson 12: Put up the Receipt in Old File The Officer searches the Old File corresponding
to the nature of Letter and tags in it.
PUTTING THE INWARD LETTER IN MORE THAN ONE OLD FILE
Lesson 13: Copy a Receipt in One File to A photocopy of the letter is taken and put in

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another File second file.

WRITING A NEW LETTER
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
Lesson 15: Preparation of Green The officer prepares a final notesheet before
Notesheet placing before senior.
WRITING A FINAL NOTESHEET
Lesson 16: Preparation of Yellow The officer prepares a rough notesheet to place
Notesheet before senior for his approval .
MARKING REFERENCES IN NOTESHEET
Lesson 17: 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
Lesson 18: 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
Lesson 19: Editing Draft received from The Senior Officer approves the draft and puts
sender and 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
Lesson 20: 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

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(c) Dispatch by CRU The Officer may dispatch the approved signed
letter from CRU and send by post
PLACING ATTACHMENTS/REFERENCES WITH THE FILE
Lesson 21: Attachment/ Detachment
(a) References The Officer may put a book before Senior with
File
(b) Links The Officer may take photocopy of File and
place before Senior with File. Original File
remains with him.
(c) Attachment of Files The Officer may send Original File tagged with
working file.
ACTION OF MIGRATION OF OLD FILES BY FTP METHOD
Lesson 22: FTP method We keep the File on Rack.
Officer in Section and FTP Manager both We keep File on Rack with Full file in one File
work. facing.
ACTION OF MIGRATION OF OLD FILES BY NON-FTP METHOD
Lesson 24: non-FTP Method We keep the File on Rack safely.
Officer in Section alone works. We keep File on Rack with Correspondence
inside File facing and Notesheet above it and tie
with cord.
SIGNATURE BY THE APPROVING OFFICER
Lesson 25: Digital Signature Certificate
Approving Officer signs Digitally Approving Officer puts his signature by PEN.
ADVANCE FEATURES
Lesson 26: Advance Features
Park File Officer keeps the File in Almirah for Limited
period
Unpark File Officer takes out File in Almirah
Close File Officer packs File in Cotton Cloth and sends to
Store-room
Open the Closed File Officer unpacks File in Cotton Cloth and takes
out from Store-room
Pull Back Officer sends to other officer by mistake
Pull Up Senior Officer Takes Suo-moto directly from
Officer
Approved Draft can not be changed Once the approver signs a letter, it can not be
torn off from the file.
HINDI TRANSLITERATION
Lesson 27: Hindi Writing We also write letters in Hindi in similar manner

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Lesson 2: Settings of Computer before starting e-Office

 2.1 e-Office works best in Mozilla Firefox Browser. DSC works smoothly in
Chrome Browser version 80 (Beta version) and Microsoft Edge Browser.
 2.2 Download & Install latest version of Mozilla Firefox / Chrome Beta / Edge.
 2.3.1 Check settings of Browser. May need Change. Open the Browser, click icon of
three horizontal lines at Top Right Corner of Browser.
 2.3.2 Go to Options and Scroll Down to Applications.
 2.3.3 Set “Portable Document Format (pdf) to “Open in Firefox”.
Tips: Never use Microsoft Internet Explorer.
Lesson 3: Login into e-Office

 3.1 Open” Mozilla Firefox” Browser.
 3.2 Go to www.saccess.nic.in
 3.3 Enter full email id with domain name e.g. akhilesh.kumar.cgst@gov.in
 3.4 Enter Password of your email id.
 3.5 New page opens. Select “sms Token”. Click “Get OTP”. See OTP in Mobile.
 3.6 Enter “sms OTP” and proceed.
 3.7 New page opens …. Click e-Office _CBIC.
 3.8 CBIC Page opens. Instance 1&2 is Live Server and Instance 3 is for Training
 3.9 Parichay page opens in New Tab of Browser… Repeat procedure at 3.3 to 3.6
above by clicking “NEXT”.
 3.10 Your e-Office page opens. Click “File Management System”.
Lesson 4: Settings of Mobile to get rid of sms in Mobile

 4.1 Download & Install “Accops HyID” app from Google Play Store in Mobile.
 4.2 Follow Step 3.1 to 3.4 above in Computer.
 4.3 Select “Mobile Token” and Click “Reactivate Mobile Token”.
 4.4 A pop-up opens. Select “sms Token” or “email token” and Click Send.
 4.5 OTP is received. Enter Token & Click “Next”.
 4.6 A Bar-Code appears in Computer.
 4.7 Open Accops HyID app in Mobile and click add an account.
 4.8 Scan above Bar-Code by Mobile. gov.in account is added in HyID app.
 4.9 Now, the Mobile Token can be used to complete additional authentication
through Accops HyID app instead of sms Token.
 4.10 In Parichay page 3.9 above, enter userid and password, sms comes on mobile.
 4.11 Enter sms token and select checkbox “Do not ask again on this device”.
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.
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Lesson 5: Diarisation of Receipts… Use of “Generate” Button

 5.1 Click “Receipts” and then Click “Browse & Diarise”.
 5.2 Next page opens …. Click “Upload File” …. A small pop-up window opens.
 5.3 Select Your “.pdf” file. Try to have small pdf file under 200KB for training.
 5.4 Your file comes in left side. Fill data in Right side. It is called “Meta-data”.
 5.5 Please fill all data in Meta-data. Red “*” marked fields are compulsory.
 5.6 In second box of Meta-data, two fields are Pink “*” marked. Fill either of two.
 5.8 In third box of Meta-data, Subject name is necessary.
 5.9 Do not tick “Acknowledgement”. Click “Generate”.
 5.10 If all necessary fields are filled, your file is uploaded on e-Office Plateform.
 5.11 The uploaded file gets saved in “Created” option of Receipts.
Lesson 6: Diarisation of Receipts… Use of “Generate & Send” Button

 6.1 Follow all steps from 5.1 to 5.8 above. Do not tick “Acknowledgement”.
 6.2 Click “Generate & Send”. New pop-up opens.
 6.3.1 Enter 3 letters in “To” box. List comes. Select your choice. Or
 6.3.2 Click “To”. List comes. Select the name by ticking the checkbox of your
choice.
 6.4.1 Copy to others can also be done in next lower box with separators “ ; ” Or
 6.4.2 Click “CC”. List comes. Select the names by ticking the checkboxes.
 6.5 Select other options and/or write Remarks, if needed AND Click “Send”.
 6.5 File is sent to Next Officer.
Lesson 7: Use of check-box “Acknowledgement”

 7.1 In Lesson 5 and Lesson 6, before Clicking “Generate” or “Generate & Send”,
tick the check-box “Acknowledgement”.
 7.2 A new pop-up page opens. Enter Details and Remarks, if any. Send it.
Lesson 8: Email Diarisation

 8.0 Login to e-Office
 8.1 Open NIC mail from home page of e-Office in the left pane.
 8.2: Select the email click on Move to eFile.
 8.3: Go to Home.
 8.4: Click on File Management System.
 8.5: Click on Receipt.
 8.6: Click on email diarisation.
 8.7: Click on document/link.
 8.8: If attachment is available move attachment to the right side panel.
 8.9: Click on Diary/Preview.
 8.10: Fill metadata.
 8.11: Click on Generate/ Generate and Send.

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Lesson 9: See the Receipts

 9.1 If “Generate” is selected, then Receipt is in “ReceiptsCreated” Option.
 9.2 If “Generate & Send” is selected, then it is in “ReceiptsInbox” Option of
Receiver.
Lesson 10: Redirecting the Receipts to concerned Section
We send the Receipt without putting in any File.

Method 1:
 10.1 Under Receipts  Select the Receipt

 10.2 Click “Send”.
 10.3 New Page opens. Fill Receivers Name and Click “Send”.
Method 2:
 10.1 Under ReceiptsSelect the Receipt

 10.2 Click “Dispatch”. A New “Create Draft” and “Meta-data opens.
 10.3 Fill Meta-data of Receiver (along with email) and write a simple forwarding
letter. Save it and Send by Self.
Lesson 11: Put up the Receipt in a NEW File

 11.1.1 Go to “Created” in the “Receipts” Tab, if Receipt is Generated by self.
 11.1.2 Or Go to “Inbox” in the “Receipts” Tab, if Receipt is received from other
Officer.
 11.2.1 Select the Check-box corresponding to the Receipt. Click “Put in a file”.
 11.2.2 Or Click the link of Receipt. New Page opens. Click “Put in a File”. A pop-up
opens.
 11.3 Click “Create File”Non-SFS
 11.4 A File cover opens. Fill the fields of File Cover. Red “*” fields are compulsory.
 11.5 Click “Continue Working”. The receipt is now in your file. Seen in Files
Completed.
Lesson 12: Put up the Receipt in a OLD File

 12.1 Follow all steps from 11.1 to 11.2 above.
 12.2 Tick the Check-box to select the file from the list of files and Click “Attach”.
 12.3 The Receipt will go into the File.
 Note: Before attaching any Receipt, a New File can be created by clicking the option
“Create New File” to open a New File first. Thereafter, above steps be followed to
attach Receipt.

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Lesson 13: Copy a Receipt present in one file to another file

 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 14: Preparation of New Draft

 14.1 Click on ‘Draft’ and select ‘Create New Draft’.
 14.2 A new Screen appears with Writing space in Left pane and meta-data in right
pane.
 14.3 The user can choose among three Draft Types in the Meta-data while creating
a draft. The Draft may be a New draft or Reply to a Communication (Interim or
Final) or a Reminder to previous letters.
 14.4 The new draft can be written in four ways
 14.4.1 Type your draft in the Left pane
 14.4.2 Or Copy-Paste your draft from an existing Ms-word File stored in computer
 14.4.3 Or Click “Choose a Template” link
 14.4.4 Or Click “Upload File” to bring a File stored in computer. In this Option,
once uploaded, you will not be able to edit it directly. For editing, one will have to
download it and upload it again.
 14.5 Fill the “Communication Details” in the Right pane. It should be noted that
in the ‘Communication Details’ on the right side, the details of the recipient of the
letter should be provided.
 14.6 After filling all the details, the draft should be saved and forwarded to the
higher officer.
Lesson 15: Creating and sending letter, if DSC not available

Case 1: Steps, if you want to send letter without sign of AC......
 15.1. Inspector Open New File

 15.2. Inspector Browse & Diarise Inward receipt
 15.3. Inspector fill inward meta-data
 15.4. Inspector put receipt in file
 15.5. Inspector create draft letter
 15.6. Inspector fill outward metadata
 15.7. Inspector write notesheet
 15.8. Inspector send file to Superintendent
 15.9. Superintendent writes notesheet
 15.10. Superintendent send file to AC
 15.11. AC approves draft

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 15.12. AC sends to Inspector for dispatch

 15.13. Inspector dispatches letter by self
 15.14. Inspector downloads letter
 15.15. Inspector sends letter by email to head office
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......
 Step 15.1 to 15.10 above

 15.11A. AC approves it
 15.11B. AC puts signature through DSC
 Then steps 15.12 to 15.15 of case 1 above
 Work Completed.
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
Lesson 16: Preparation of Green Note-sheet

 16.1 Click the link “Green Notesheet”
 16.2 Write similar to as we use MS-Word.
 16.3 Click “Send” to send the File. Select receiver similar to 6.3 Above.
 16.4 While writing the Notesheet, previous notes can be seen by clicking “Quick
View” just above the Right pane. Select Notings from the options available. It will be
available in a floating pop-up-window.
Lesson 17: Preparation of Yellow Note-sheet

 17.1 Click the link “Yellow Notesheet”
 17.2 Write similar to as we use MS-Word.
 17.3 Click “Send”. Select receiver similar to 6.3 Above.

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 17.4 Do not Click “Confirm” unless you want to convert it to Green Note-sheet.
 17.5 Yellow Note-sheet can be discarded. Green Note-sheet cannot be discarded.
 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 18: Creation of Hyper-Links in Green Note and Yellow Note

 18.1 Hyperlinks can be made for (a) “Noting to PUC” (b) “Noting to Noting” (c)
“Noting to Attachment”. Local Reference may also be attached.
 (a) Noting to PUC
 18.2 Select Correspondence in the Right Pane. Select a word in the Note-sheet on
which a hyperlink is to be created.
 18.3 Click the hyper-link box in extreme right adjacent to Search Button below
“Quick View”. New box opens.
 18.4 Write the page number and Click OK. Hyperlink is created.
 (b) Noting to Noting
 18.5 Select “Previous Noting” in the Right Pane. Select a word in the Note-sheet
on which a hyperlink is to be created.
 18.6 Click the hyper-link box in extreme right adjacent to Search Button below
“Quick View”. New box opens.
 18.7 Write the Noting number or Page number and Click OK. Hyperlink is
created.
 (c) Noting to Attachment
 18.8 User can attach any pdf File with the Notesheet for viewing of senior officer.
A link “Attach” is available at the bottom of Notesheet. Click it. Select the file in the
computer to upload it and it will be seen at bottom. But the receiver will see the
hyperlink in the notesheet itself. This attached electronic file can not be detached
later on.
 (d) Attachment of Local reference
 18.9 User can attach any type of electronic file say xlsx or pptx file by using “Local
Reference”. Click “Reference Local Reference” and attach the file.
Lesson 19: Sending Note-sheet and Draft in a File

 19.1 After the Draft letter and Notesheet is ready, the File has to be sent to next
officer.
 19.2 All Steps similar to Lesson 6. We can send File similar to sending of Receipt.
 19.3 Click “Send” and select the receiver. The file goes to Receiver.
 19.4 Notification through email/sms can be also sent while sending file. Tick
checkbox.

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Lesson 20: Editing Draft received from sender and writing Notesheet
 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:
 Option 1 is preferred to preserve the original formatting of the Draft.

 Option 2 is preferred to make amendments without downloading. In that case, the
draft will be saved as second version.
Lesson 21: Dispatch of Letters

 21.1 Once, the draft has been approved, there are three Options for dispatching
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.

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Lesson 22: Attachment/ Detachment

 Some Tabs are provided above the Noting side, when the File is opened.
 (a) References
 (b) Link (i) Internal Files, (ii) External Files (iii) Referred in Files
 (c) Attachment (i) Files (ii) Receipt
 22(a): References:
These are documents to support noting. It is used to attach references

corresponding to the working file from the Local Computer. It is not present in e-Office
platform. These references may be in any Format.
 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) Link Internal Files:
It is used to link/delink any other file from within the Department.
 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(b)(iii) Link Referred In Files:

It shows the list of file(s) in which this working file is linked. Same Steps above.
 22(c): Attachment:
 22(c)(i) Attachment of Files:

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It attaches another File (present in e-Office platform already) with the

Working File. The attached file goes to the receiver, as if, it is tagged with working file.
Once sent, it will not be seen with the Sender.
 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”.
 22(c)(ii) Attachment of Receipts: Same steps as 22(c)(i) for Files.
Lesson 23: Action on Old Files for Migration Using FTP Method
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.
STEPS in FTP Method for FTP Manager:
 23.10 Login https://saccess.nic.in The page opens as https://saccess.nic.in/e-

office2_CBIC/index.php . Now change web address as https://saccess.nic.in/e-
Office2_CBIC/FTP . Login to FTP server (username without gov.in and password
provided by DGPM to EMD Manager only).
 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.
Second Stage Steps in FTP Method for User Section/Office

20/8/2020
 23.12 Now, user Officer shall Login to e-Office

 23.13 Go to Migration File & Click “Create New”
 23.14 Select File Heads on non-SFS and Click “Browse”
 23.15 In left side in e-File Folder , Select the File and Click “Import”.
Physical file will be seen in space next to Browse on SFS-sheet.
 23.16 Select Source Note  Then Select pdf Notings
 23.17 Select Destination for Note  Then Click on Down Arrow Button in
proper order.
 23.18 Repeat 23.16 & 23.17 above for pdf Correspondence.
 23.19 Write further descriptions on File cover and Click “Continue
Working”.
 23.20 Fill All meta-data for Receipts and Click “Generate” after filling meta-
data. File is Uploaded.
 23.21 Click “Save”
 23.22 Adjust sequences in the previous notings available as link
 23.23 Click “Finalize migration”.
Lesson 24: Action on Old Files for Migration Using non-FTP Method
 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.

20/8/2020
Lesson 25: Installation of Digital Signature Certificate

 25.1 Check System Configuration whether it is 32 Bit or 64 Bit. To Check:
Go to System  Control Panel System and Security System
 25.2 Go to www.java.com  Download and Click Download Free Java Software

 25.3 Install JAVA based on your system 32/64 bit accordingly.
 25.4 Go to https://docs.eoffice.gov.in ,hover over DSC, Download DSC Signer
Service (Ver. 4.1) Installer For Windows
 25.5 Install DSC Signer Service (Ver. 4.1) Installer on your system. “Digital
Signer Service 4.1_x64” windows installer package is for 64 bit System and “Digital
Signer Service 4.1_x86” windows installer package is for 32 bit System. During
installation, ensure to Select “Yes” in place of “No” for SSL Certificates.
 25.6 Click on Dsc_Signer_Service icon that visible on your desktop and Service
Started Successfully.
 25.7 Check service by inserting https://127.0.0.1:55101/check/isLive on your
Mozilla Firefox Browser (ignore warning message and proceed to unsafe). You get
Success message- you can use DSC.
 25.8 In addition to 25.8 for Mozilla Firefox, one additional work for chrome is…
Additionally, go to browser and type “chrome://flags/#allow-insecure-localhost” in
address bar. Select ENABLED to allow invalid certificates for resources loaded from
localhost.
 25.9 Insert Token Device and Install DSC Drivers from DSC Token/Device.
 25.10 Now, Login to eOffice and Register DSC in e-office. Logout and login again,
DSC Sign and Send button visible to you.
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.
Lesson 26: Advance Features in e-Office

 26.1 If a Receipt is wrongly sent, it can be pulled back by using Right most link in
Created Folder of “Receipt” Tab. Condition is that Receiver should not open it.
 26.2 If a File is wrongly sent, it can be pulled back by using Right most link in
Created Folder of “File” Tab. Condition is that Receiver should not have opened it.
 26.3 Officers of Rank Superintendent and above are given role of “Draft-
Approver”. If a draft is approved, it cannot be edited further. A draft should be
approved by officer, when it is finally ready to be sent to the addressee. Means, if a
letter is to be signed by Pr Commissioner, draft prepared by Superintendent should
not be approved by AC or JC or ADC. They may amend and send the Draft to next
senior officer.
 26.4 A File can be parked for a limited period. It will go to Parked folder and
Return to Inbox after the time fixed.
 26.5 A File can be closed for ever. It will not Return in Inbox. However, it can be
re-opened.

20/8/2020
 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.
Lesson 27: Hindi Typing… Transliteration
Hindi Typing in Traditional Hindi Fonts creates problem in editing in e-Office.
Hindi Typing through Google Input Tools creates compatible Hindi Fonts in e-Office.
For downloading and installing the tool, Steps are as under:
 27.1 Go to www.google.com and search “Google Input Tool”

 27.2 Click “Try it Out” and then Click “Download for Windows”
 27.3 Select “Hindi”, Click “I Agree” and download the Software.
 27.4 Install the software. Now, you are ready to type in Hindi.
 27.5 You can write in English and the words will get changed into Hindi
Font.
 27.6 Toggle between Hindi and English can be done by pressing “Shift +
Alt” on Keyboard.
 27.7 No problem in typing, if typed in MS-Office and eOffice through
Google Input Tools.

20/8/2020

27 - Hands On Lessons On e Office

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Updated as on 10th September 2020 Page 1 of 17

Training Lessons on e-Office for CGST Officers

Lesson 2: Setting of Computer before starting e-Office

Lesson 3: Login into e-Office

Lesson 4: Settings of Mobile to get rid of sms in Mobile

Lesson 5: Diarisation of Receipts… Use of “Generate” Button

Lesson 6: Diarisation of Receipts… Use of “Generate & Send” Button

Lesson 7: Use of check-box “Acknowledgement”

Lesson 8: Email Diarisation

Lesson 9: See the Receipts

Lesson 10: Redirecting the Receipts to concerned Section

Lesson 11: Put up the Receipt in a NEW File

Lesson 12: Put up the Receipt in a OLD File

Lesson 13: Copy a Receipt present in one file to another file

Lesson 14: Preparation of New Draft

Lesson 15: Creating and sending letter, if DSC not available

Lesson 16: Preparation of Green Note-sheet

Lesson 17: Preparation of Yellow Note-sheet

Lesson 18: Creation of Hyper-Links in Green Note and Yellow Note

Lesson 19: Sending Note-sheet and Draft in a File

Lesson 21: Dispatch of Letters

Lesson 22:Attachment/Detachment (a)References (b)Link (c)Attachment (i)Files (ii) Receipt

Lesson 25: Digital Signature Certificate (DSC)

Lesson 26: Advance Features in e-Office

Lesson 27: Hindi Transliteration (Additional Information)

1. User Manuals can be downloaded from https://docs.eOffice.gov.in

Note: This File can be downloaded from www.anatarang.icegate.gov.in . Steps are

1. Open the site preferably in Microsoft Edge Browser.

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Lesson 1: Overview and Concept of e-Office

RECEIPT OF INWARD LETTER IN DAK

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

another File second file.

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Lesson 2: Settings of Computer before starting e-Office

Tips: Never use Microsoft Internet Explorer.

Lesson 3: Login into e-Office

Lesson 4: Settings of Mobile to get rid of sms in Mobile

Lesson 5: Diarisation of Receipts… Use of “Generate” Button

Lesson 6: Diarisation of Receipts… Use of “Generate & Send” Button

Lesson 7: Use of check-box “Acknowledgement”

Lesson 8: Email Diarisation

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Lesson 9: See the Receipts

Lesson 10: Redirecting the Receipts to concerned Section

We send the Receipt without putting in any File.

 10.1 Under Receipts  Select the Receipt

 10.1 Under ReceiptsSelect the Receipt

Lesson 11: Put up the Receipt in a NEW File

Lesson 12: Put up the Receipt in a OLD File

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Lesson 13: Copy a Receipt present in one file to another file

Lesson 14: Preparation of New Draft

Lesson 15: Creating and sending letter, if DSC not available

 15.1. Inspector Open New File

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

 15.12. AC sends to Inspector for dispatch

 Step 15.1 to 15.10 above

Lesson 16: Preparation of Green Note-sheet

Lesson 17: Preparation of Yellow Note-sheet

Created by Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on

Lesson 18: Creation of Hyper-Links in Green Note and Yellow Note