eOffice | Frequently Asked Question

Index

Sr. No. Topic Page No.

1 eOffice Portal 3
2 eFile 9
3 Receipts 13
3.1 Pull up / Pull back 18
3.2 Acknowledgement 19
3.3 Sending receipt 20
3.4 Closing receipt 20
3.5 Deleting receipt 21
4 Files 23
5 Noting 31
6 Reports 34
7 Flagging 37
7.1 Note to correspondence 37
7.2 Note to note 39
7.3 Note to para of previous noting 41
8 Search 43
9 Digital signatures 45
10 Drafts 48
11 Dispatch 51
12.. External sender / receiver 54

1 What is eOffice?
 eOffice is an application that has been designed in sync with the needs of a modern Government and has been conceived as the
instrument for the Next Generation Government. It paves a platform for Personalized, role based, secure access to internal
information for the employees that is accessible through any browser. Personalized services are enabled and employees receive
Electronic notifications of services and transactions based on their needs and contingencies.

2 What is the objective of eOffice?

1. To improve efficiency, consistency and effectiveness of government responses.

2. Establishing a paperless environment in government offices and to establish transparency and accountability.

3 Is eOffice compatible with all Browsers?

No, it is not compatible with all Browsers. It runs faster in Mozilla and Internet Explorer, some features of eOffice is not supported
with Google Chrome. I suggest using Mozilla or Internet Explorer only for Better performance.

4 Which are the different modules of eOffice?

1. File management System.

2. Knowledge Management System.

3. Collaboration and messaging Services.

4. Employee Master Data

5 What is eFile (File Management System)?

eFile (File Management System) is a workflow based system that replaces the existing manual handling of files with a 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.
6 What is KMS (Knowlwdge Management System)?

Government has to manage large volumes of documents of various categories. These documents can be Policies, Forms, Acts and
Regulations, Circulars, Guidelines and Standards and Manuals. Maintaining a central repository of document helps to have a single
repository of documents from where all department/ministry users can access the information.

Without extra effort of going through the manual processing and paper work, one can easily locate the file or document.
Uniform distribution of information allowing access to the latest version of document available.

7 What is CAMS (Collaboration and Messaging service)?

EOffice-CAMS are focused on providing effective communication between departmental applications through collaboration. The
Collaboration and Messaging service of eOffice is a powerful tool for internal communications and sharing of information. A
striking aspect of CAMS is the Notification service.

8 What is eTour?

eTour is a system that facilitates the efficient management of employee tour programs, from the time of applying for the tour to
the final settlement of bills. This system ensures that all tour requests are properly accounted for. Employees can apply for,
cancel, approve/reject and view tour records without any hassle and delay of going through the paper work.

For employees, the system allows to easily view their tour details at any point any time and request tours online. For managers,
tour approval no longer involves trails of paperwork. The system provides complete trails of the employee's tour and plans.

9 What is eLeave?

The manual method of processing leave applications takes a lot of time due to human intervention and the physical movement of
paper in each phase. So, there arises a need for a system that allows the applicant to apply for leave online at a convenient time
and location. The person who approves the leave also needs the same convenience.
 eLeave is a workflow-based system that automates the leave application and approval process. This system enables users to apply
for leave online and to view the status of the application as well as the complete information of the leave balances. Leave
applications are submitted to their respective authorities for approval.

10 What is PIMS?

Every organization needs a very efficient real time system that helps the top management to formulate employee related polices.

PIMS is a workflow-based system that contains details of every aspect of an employee record including Employee Identity, Skill
Set, Contact Details, Posting & Location, CGHS, Nomination, Service Vol-1 and Vol-2, Loans, Salary Details, HBA, Record
Verification Details. PIMS allows users (Employee, Personnel section & Admin section) to create/update and maintain employee's
personal data and employment records according to the access and role privileges. PIMS stores all the information required from
an employee as per the provisions of the service book.

11 Does eOffice portal support Punjabi language?

Yes, you can work in the Punjabi language.

12 Is it possible to access our data which is uploaded in the portal anytime & anywhere?

Yes, the data is not saved in the computer; the data is saved in an online server that is operational 24x7, so u can access your data
anytime & anywhere.

13 How to Change the Password and Photo that is displayed in eOffice Portal?

To Change your password or photo you can ask eOffice Admin or Local Admin of your respective district.

14 How do we search for a particular record?

You can search for any file or document in eOffice with the help of search bar provided at the top right corner of the portal.
15 How do we get information or contact details of an employee?

This can be achieved by using the directory search option available in the menu bar.

16 What does ‘Whom to Contact’ option provide?

Here we can get information of important contact persons associated with eOffice like eOffice State Team, Hardware Vendor,
eOffice Admin etc. to make eOffice easier.

17 What are IMS and its features?

It is basically an Instant Messaging Service where user can send and receive messages to other users for some quick action or as a
reminder.

18 Why there are two notice boards visible in?

There are two notice boards which have different scope

1. Upper Notice board – This is called State Notice board. Notices that are to be shared with all the districts of Punjab will be
displayed here.

2. Lower Notice board – This is called department notice board. Notices specific to the user’s department will be displayed here.

19 What is the function of Download form link in eOffice portal?

In Download forms link a user can easily download various forms related to DC Office, for example: form 16, GPF forms etc.

20 Which are the features of News, Events and Newsletter in eOffice Portal?

User can stay up to date with the features like Events, News and Newsletters.
 1. Events: All new events will be shown in the events box.

2. News and News Letter: Latest news will be appearing in the News Box.

21 What is Dashboard?

It is a space where user can get summary of its available receipts, files, messages etc. and have a brief look of its pending tasks.

22 What is Advanced Search?

In Advanced Search, we can fill particular details like type of document, its creator and other keywords for a particular and specific
search.

23 What is eOffice Adoption?

It is a feature to see how well a particular District has adopted eOffice. It shows records of creation and movements of Files and
Receipts in eFile module in detailed manner.

24 What are shared documents?

In this section all of your shared documents and folders will appear which someone has shared with you.

25 How to send Feedback about eOffice?

You can fill the form provided in the bottom links and send it to eOffice Team for the improvement.

26 Who can see my wishes send to someone on portal?

Only the person you are sending can see the wishes but if you want to show to all then you can wish on e-Connect.

27 What types of notifications come in notification tab?

 Notifications about new file send to you, any messages, subscribed documents etc. will come in your notifications tab.

28 In eOffice portal what is the purpose of calendar?

The calendar helps us to make our schedule in an easy way.

29 In eOffice portal what is the purpose of eConnect?

This feature is like social networking site like facebook. With the help of this we can update the status, send friend request, send
birthday wishes also like someone picture.

30 Can we delete eOffice account?

No, we can just override and modify the account details.

31 In eOffice how the portal itself helps the user?

The portal gives various options which help the user like whom to contact, today's word meaning, employee corner, e-learning
resources etc.

32 In eOffice portal what is the purpose of settings module?

This helps the user to change the settings like preferences, address book, making user groups etc which makes the working
process easy.

33 How to open eOffice live server?

https://eoffice.punjab.gov.in

34 How to open eOffice Demo server?

 https://164.100.145.166

35 What is SSL Certificate?

SSL (Secure Sockets Layer, an encryption technology). If you are transmitting sensitive information on a web site, such as credit
card numbers or personal information, you need to secure it with SSL encryption. It is possible for every piece of data to be seen
by others unless it is secured by an SSL certificate.

36 What is eFile Module?

eFile module comprises of Sections which are inter-dependent on each other and manages the official work flow of the entire life
cycle of a Document/DAK which is received by the organization.b eFile application constitute Receipts, Files, Dispatch, Reports,
and so on. Each section comprises of different links that helps the user to easily utilize the functionalities of different sections of
the eFile also.

37 Which are different eFile sub-modules?

Receipt, File, Migrate Files, Dispatch, DSC, Reports, settings, notifications and ext department are the sub-modules of eFile.

38 How does eFile provide more transparency than traditional office work?

In eFile, a user can track the movement of files, and know which user took how much time working on that file. This creates a
level of accountability in eFile that cannot be achieved in traditional office work.

39 What is CRU?

CRU is central registry unit where all the DAK is received. It is also called dairy and dispatch / Receive and issue.

40 What is DAK?
 CRU DAK is collection of letters that are received from other departments and then letters are dispatched to respective
branches/departments to which it belongs.

41 Why is it required to scan a document?

Scanning is required in order to convert a document from its physical form into electronic form.

42 Can documents in any format be uploaded?

No

43 Why only PDF documents can be uploaded?

The main motive of eOffice is to minimize misuse/mishandling. So documents in PDF form are safe and secure, i.e. editing is
Restricted, as compared to other formats.

44 How many PDF can be uploaded?

Only single PDF can be uploaded. If you have more than one PDF you will have to merge them first and then upload it.

45 What is the maximum size of PDF that can be uploaded?

20 MB.

46 Why there is file size limitation?

File Size limitation is to attain faster uploads and downloads.

47 What is DPI?

DPI stands for dots per inch. DPI is used to measure the resolution of an image both on screen and in print.
48 What is optimum DPI?

70-100 is considered optimum DPI.

49 What is searchable and non-searchable PDF?

1. Searchable PDF allows selecting and copying the content.

2. Non-Searchable don’t allow selection and copying of content.

50 What is the function of Notification module in eFile?

A User can view the status of all the reminders set by him on the dispatched documents and that reminders can be viewed by
clicking on the Dispatch Follow-ups tab under notification.

51 Is it necessary to take printouts of the file?

No, we do not need to take printout of the file. All work is done in eOffice only. Although we can take printouts of Correspondence, DFA and N

52 What is the importance of adding remarks while sending the receipt/file?

The importance of the remarks is that we can view what is the matter of file/receipt in a precise way.

53 Is there a need to update the record in the peon book with the every movement of the file/receipt?

No, there is no need to update the record in the peon book with the every movement of the file/receipt as the person who
receives can tell where the file/receipt is at particular time by click on the option Movements.

54 What if I will be transferred to some other branch of district?

 There is also provision for this as all your files and receipts will be transferred to the person who is taking your place or any other
from your department and you will the documents of the department at which you are of joining.

55 What is delegation?

Delegation is the assignment of any responsibility or authority to another person to carry out specific activities.

56 What are the types of delegation?

1. Authority

2. Signatory

57 What is mode number in dairy detail?

Tracking ID number assigned by post office.

58 What are Enclosures?

Attached pen drive, cd etc. with DAK for reference.

59 Can we enter back date while diarizing the letter?

No, the system does not allow entering back date. By Default today's date will be kept as dairy date and it is non-editable.

60 What is PUC?

PUC stands for Paper under Consideration

Select the receipt from the List of Correspondences and issues which needs to be marked as PUC.
 Note: By default the receipts are marked PUC1 and PUC2 and so on based on the order in which they were attached to the file.

61 What is the full form of TOC?

TOC stands for Table of Correspondence.

62 What is email diarization?

Email diarization facilitates the eOffice user to fetch the letters or mails directly from the user's NIC mail id or Punjab.gov.in into
eFile application.

63 Can user save the contact details of recipients?

Yes, there is an option 'Add to Address Book' at the time of diarization of receipt.

64 How to Reduce Pendency?

To Reduce Pendency close the receipts on which Task is completed and Action not required.

65 What is a Receipt?

A Receipt is Correspondence/Dak received in CRU branch of DC Office. In eFile, receipts are created by the CRU which is further
attached with the file to get processed and approved from the higher authority.

66 How to generate Receipt in eFile?

Is it important to fill all the details while diary a receipt?

No, it is not important to fill all the detail while dairying a receipt, but it is good practice to fill as many fields as one can, as it
further facilitates an effective search.
67 What are fields that needed to be filled during diarization?

Fields which are marked with an asterisk (*) are mandatory fields which should be filled during diary of the receipt.

68 What is the difference between physical and electronic receipt?

1. Physical: Only diarization of the correspondence is done for tracking purpose, but scanning and uploading is not mandatory.

2. Electronic: Scanning and uploading of the correspondence is mandatory.

3. Electronic Receipt/File will have E next to it in and Physical Receipt/File will have P written next to it.

69 What the difference is between generate and generate & send option when creating receipts?

1. Generate: Generates a receipt number and moves to created folder, but receipt is not yet sent to anyone.

2. Generate and send: Generates a receipt number as well as send it and receipt is moved to sent folder.

70 What is the difference between sender and sent by?

Sender' is the sender of the letter and 'sent by' is the person who diarizes the letter.

71 How to create a new folder under inbox?

Open inbox section follows these steps:-

Step 1: Move to folder option.

Step 2: Click on create new folder and manage the files in the respective folders.

72 What is Hierarchical view?

 This view facilitates the user to view their own files and receipts as well as files/receipts of users of their section/branch.

73 What is the Purpose of Hierarchical view?

The main Purpose of the hierarchical view is that which can we see the files or receipt in the inbox of the employee according to
the rank of the employee.

74 What is difference between Hierarchical View and Sectional view?

The Hierarchical View is used to view top to bottom employee files or receipt and in the Sectional view is used to view within a
section.

75 What is CREATED Option in Receipt module?

Created option contains a list of all the receipts that has been diarized by the user has not been marked / sent. User can view all
the created receipts by clicking on ‘Created’ link under the Receipts section.

76 Why user is not able to perform any action on a physical receipt residing in the inbox?

In case of a Physical receipt, it must be received first for any action to be performed. User has to select the receipt and click the
Receive link to perform any action.

77 How to receive Physical Receipt in eOffice?

After a user receives the original Physical receipt follow few steps:-

Step 1: Go to receipt Inbox.

Step 2: Click the check box on particular receipt and click on Receive on menu bar.
78 Can user attach a file to a receipt?

Yes.

79 How to attach receipt to a file?

Step 1: Open the receipt with which a File needs to be attached.

Step 2: Click the Attach File link.

Step 3: From the list of files, select the file which needs to be attached.

Step 4: Click the Attach File button.

80 How to put receipt in a file from receipt inbox?

Step 1: Select the receipt which needs to be Put-in.

Step 2: Click the Put in a File link, a list of Files will appear.

Step 3: Select the File in which selected receipt needs to be inserted.

Step 4: Click the Attach button.

81 Can we able to put multiple Receipts in a File once?

No, at one time user is able to send only one receipt at a time

82 Is user able to add newly created Receipt in Existing File?

 “Put in File” option is used to add newly created Receipt in Existing File. Select particular Receipt to add and click on “Put in a
File”.

83 What is the purpose of the set due date while sending a receipt?

It is the due date by which we expect the work on the file to be completed. This field is optional.

84 What is time bound receipts?

If you have set due date then those receipts fall under the category of time bound receipts.

85 What is the purpose of the action while sending a receipt?

It is the quick view to the user in a precise way what is the matter of file/receipt that the user receives. This field is optional.

86 What is Copy option in Inbox of Receipt module?

This option facilitates the user to copy the metadata of original receipt and will give a unique dairy number after generating a
receipt. With the help of this option user can now send receipt to various others having minor changes in metadata.

87 How to use Copy in Receipts module?

Step 1: Go to Receipt section.

Step 2: Open receipt and click copy.

Step 3: Upload Scan copy of Letter (PDF format only).

Step 4: Generate it.

88 Can movements of receipt be tracked?

 Yes.

89 How to find track the movement of the Receipt.

Step 1: Go to the required receipt entry either in the Inbox or Sent Item

Step 2: Click the Receipt number to open the receipt.

Step 3: Click the Movements tab to view the receipt movement history of that particular receipt.

90 What are Quick actions?

Quick actions are actions that are provided to facilitate the user to take action without opening up a file/receipt.

91 What are legends?

In Legends represent the priority of a receipt by using different color notations indicating

1. Immediate

2. Most Immediate etc.

92 Is there any way to know how many receipts/files a person has unread?

This is same as our mail inbox, here (2) indicates that user has two unread files/receipts.

3.1 PULL UP/PULL BACK

93 What is the difference between Pullback and Pull up?
 Pullback: It refers to the process of pulling back the sent receipt/file, till the time the recipient has not opened it.

Pull up: It refers to the process of pulling back the sent receipt/file forcefully even if the recipient has opened it.

94 What is the purpose/advantage of Pull Back?

Pull back can be used till the time receipt is unread. The main advantages of the Pull Back are

1. Important files can be sent in case of person's absence

2. File can be pulled back if it is wrongly marked to someone

95 What is Pull up and how we do pull up a file or receipt?

Pull up is method to pull a file from another user in your section.

Go to Hierarchical View

Click on the user you want to see files of.

Next, click on Pull up option at the end of a file to pull the file to your Inbox.

96 Is there any notification when we pull up?

Yes, it gives a notification when we pull up a file or receipt the notification shows in sent box that file or receipt is pulled up.

97 Is there any notification when we pull back?

No, there is no notification.

98 Can a Clerk Pull up the File or Receipt within the section?

Yes

99 What are the conditions to be able to pull back a file/Receipt?

Pull back can only be done when the other user which we sent a receipt or file to has not opened it. If the user opens the file or
receipt the option is not available.

100 What are the advantages of Pull Back?

1. When user is absent and the file sent to him for work is very important then we use Pull Back

2. When user sends the file or receipt wrongly sent to the other user then we use pull back.

3.2 ACKNOWLEDGEMENT
101 How the acknowledgement will be sent?

The acknowledgement will be sent on the given number or email of the applicant.

102 Is it mandatory to send acknowledgement?

No, only VIP letters should be acknowledged in general.

103 How can we view acknowledgement?

Step 1: Go to Acknowledgement under Receipts section in the left hand menu.

Step 2: Select the receipt for which acknowledgement needs to be sent.

 Step 3: Click the ByPost link, a pdf will be generated.

Step 4: User can now save or open the Pdf.

104 How to create Acknowledgement after sending Receipt?

Go to Receipt ->Sent and click on "Generate Acknowledgement"

105 What is Customize Acknowledgement in receipt?

It’s a feature to customize the default acknowledgement which will be sent to the person who has sent the letter (dak). By default
receipt number is sent to the Sender, but it can be customized further.

3.3 SENDING RECEIPT

106 What is CC while sending the receipt?

It is used to send the carbon copy of the file or receipt to someone for reference (utara).

107 If a user is sending receipt to multiple recipients in cc, will the receipt number be same for all the persons?

No.

108 What should be done in case a File/Receipt is sent to wrong person?

You can pull back the file immediately. This option is only available as long as the recipient has not opened the file/receipt.

109 How to send correspondence along with receipt?

 We will scan the correspondence/letter in PDF Format, and attach in receipt during the diarization of the letter.

3.4 CLOSING RECEIPT

110 Can a receipt be closed?

Yes.

111 What are various reasons of closing a Receipt?

Various reasons of Receipt closing are:

1) Receipt is just for information Purpose.

2) Task Completed.

3) When further action is not required on a receipt

4) In Remarks, if there is just for information written.

5) If Receipt comes in CC i.e. no need to perform action.

112 How to close a Receipt?

To close a Receipt Select the Receipt and then click on Close in Top Menu.

113 If a receipt is closed does it remain closed forever?

No, it can be re-opened at anytime

114 What is the difference between Closed by me and Closed by others (Hierarchy)?

The Receipt closed by the user who creates it, is comes under closed by me section and The Receipt closed by other person who is
present in Hierarchy comes under Closed by others (Hierarchy).

3.5 DELETING RECEIPT

115 If a receipt is deleted from the CREATED section, where can it be found?

If user deletes the receipt from created section of receipts, then the receipt moves to recycle bin section of receipts.

116 Can we permanently delete the receipt?

Yes.

117 Can we restore the deleted receipts from recycle bin?

Yes, receipts can be restored back from the recycle bin to the created section of receipts.

118 For how long can we restore deleted receipts from recycle bin?

You can restore deleted files/receipts from recycle bin till you don’t delete them from recycle bin. Once you delete them from
recycle bin you can't restore them

119 What are the various file heads?

1. Basic Head [Corresponds to the Department/Branch e.g DRA, EA, MA etc.]

2. Primary Head
 3. Secondary Head

4. Territory Head, etc.

120 What is Difference between SFS and Non-SFS?

SFS Non-SFS
1) User is able to 1) The user has to select the available heads
enter file no. without for the nomenclature of File.
any restriction or
standards.
2)File Numbers are 2) File heads are created in standardized
created in free flow. format.
3) Standards are not 3) Standards are fixed at state level.
fixed at State level,
Files no’s are created
in free flow.
4) Primary, 4)Primary, Secondary, Tertiary heads are
Secondary, Tertiary available.
Heads are not
Available.

SFS stands for single File System. In this, you have to type manually file Heads (i.e. File No). Example - A-11012/1/2016

Non SFS stands for Non Single File System. In this, only you have to select File heads from dropdown list. Also here file head is
divided into 4 heads like-

Basic Head Primary Head Secondary Head Tertiary Head

121 How to create a file in non-SFS mode?

There are two modes in which files can be created

 1. Physical mode

2. Electronic mode

Step 1: Click on Create new (non-SFS) under file section in left hand side menu.

Step 2: Select different heads under which file has to be opened.

Step 3: Give brief description of the subject and other necessary details.

Step 4: Click on continue working

122 How to Create Electronic SFS file.

Step 1: Go to eFile section in eFile Module.

Step 2: Click on SFS file under Electronic file.

Step 3: Fill file no and subject.

Step 4: Click on "Continue Working".

123 What do you mean by Migrate files?

With the help of Migrate File, a user can convert old physical files to eFile application.

124 Can we link other files with a working file?

Yes but linked files are in view only mode. User cannot perform any action on these files. Only movements and details are
accessible.
125 Where file goes after it is generated?

Created - Completed.

126 Where does file go if user chooses to work on file later?

Created - Drafts.

127 How to know if a file has remarks with it?

There is a small box in the remarks field, if box is red it means no remarks are there and if the box is blue, it means remarks are
there.

128 What is preferred list?

Preferred list is a list of contacts that a user wants to use frequently.

129 What are user groups?

Similar to preferred list, a group of users can be created so that a file/receipt can be sent at once to everyone in group.

130 Who can close/park a particular file?

Only creator of the file can close or park a particular file.

131 How files are parked from the file inbox?

Step 1: Select the file which needs to be parked

Step 2: Click the park file option under more action link
 Step 3: Enter remarks and reminder date to park the file and click ok

132 Why are files parked?

Sometimes there is a scenario when work has been done on file which is residing in file and file would be required again after
certain period of time, user has a provision to park that file to remove his pendency.

133 How can I check history of parked files?

Select files whose park history needs to be checked, click the park file history option under more action link.

134 Can a file be reopened once it is closed / parked?

Yes

Step 1: Select file under closed/parked tab of files section

Step 2: Click the make active option under mark as link

Step 3: Enter the remarks and click on Ok button.

135 Which files can be found in Created section?

All the files which have been created but not sent to anyone can be found in created section.

136 How to mark file to a user/employee?

We just need to send the file to an intended user using send option and it will be considered as marked to that person.

137 How to Type Punjabi for adding green note?

 Joy to Unicode software is available for use in eOffice Portal.

138 While sending a file/receipt what is the use of the priority?

The priority is of the following four types and can set according to the nature of urgency of receipt:

1. Out Today

2. Most Immediate

3. Immediate

4. Ordinary

Is it possible to copy paste the content from a MS Office Word document on the noting side without changing
139 the format?

Yes, by clicking on option Paste from Word a window will appear. You can paste the copied content from Word document into
this window. After pasting, click insert and content will be inserted on the noting side with same formatting as in the word file.

140 Is it possible to attach any evidence on the noting side?

Yes, it is possible to attach an evidence on the noting side by clicking on the attach option on the noting side.

141 Is it possible to make reference like in the physical way by using flag?

Yes, it is possible to make the reference from the noting to noting & also with the correspondence. After selecting the text click on
this icon then it gives a message to which page number you want to make reference place the page no & then click on the ok
button the reference will be done.

142 Can we make the volume of the file?

 Yes, we can create volume of a file. This can only be done for Physical Files.

Go to Created sub-module. Select the file you want to create volume of, and click on Create volume in the Menu bar on top.

143 What does Create Volume mean in regards to a File?

To append the file work, another volume of same file may be created in addition to last one.

144 How we can differentiate between a Regular file and a Volume File?

The name for a volume file ends with the [-volume(No.)] which looks like as in image below:

145 Can anyone edit the file?

NO, it can only be edited by creator. Also, File name cannot be changed, but all other fields are editable.

146 Why don’t we have a delete option in inbox?

Files in inbox cannot be deleted as they are in movement and under process. So to maintain traceability, user cannot delete the
file form inbox.

147 Can mistakenly deleted files be restored?

Yes, the files can be restored from Recycle Bin sub-module Files Module.

148 Can we do all the file movement procedure digitally?

Yes, we can perform most of steps of work procedure digitally.

149 How is file movement done in eFile?

 The file movement is done same as physical files, including the received letter/ correspondence in file, step by step marking approval of noting

150 Can Physical files be converted to Electronic Files?

Yes. Open the physical file, and on top menu, select Convert File. Upload the noting in PDF format, and click on either Save, or
Convert to convert the file into electronic file.

Note: After initiating conversion process (save/convert) it cannot be undone.

151 What is CREATED option in file Section?

There are two sub sections under Created in Files module.

1) Drafts: When we create a new file after fill all the details click on "Work on file later" then without created a file number its
save on drafts. [“Work on file later" Option is only available for non-SFS Files].

2) Completed: When Create a new file after fill all the details click on "Continue working" then created a file number and its save
on Completed.

152 How to track a file?

Step 1: Go to the required file entry either in the inbox or sent.

Step 2: Open the file.

Step 3: Click on Movements tab to view the file movement history of that particular file.

153 How can a receipt be added to an already sent file?

Step 1: Click the Create Part section under Files module.

 Step 2: Browse the Sent File for which the correspondence needs to be Put in.

Step 3: Click the Create Part Button.

Step 4: Click the Correspondence link.

Step 5: Click the Attach button.

Step 6: Select the receipt which needs to be put in and click the Attach button.

Note Receipts having File reference cannot be put in/Merge in the file.

154 Can you change file number in eFile?

No, File Number can't be change by any user. User can only change the subject on that file.

155 How do we send a file or receipt to other employee?

Firstly open the particular file/receipt and then click on the send button. After that a window is displayed and enters the name of
person to which the receipt/file will be send.

156 How to used Local Reference in any file?

Step 1: Go to eFile section.

Step 2: Open file and click on "Local reference".

Step 3: Upload Soft copy to attach with it.

157 Can we refer to any attached document in file?

 Yes, we can add reference to any attached document in eFile with selecting the text and then adding its reference page number of
a particular document.

158 Can we attach more than one PUC in file?

Yes, we can attach any number of PUC’s within the file.

159 How to know the location of the file?

There is a option named movements in which we can see all the movements of the file with their time and date also so that we
can get to know with whom that file is.

160 Do we need to print the file at the end for keeping its record?

No, it is saved on the server and can be accessed anytime and anywhere so no need to keep hard copy of that file or receipt.

161 How to know whether any new file has been arrived or not?

When you login to portal a notification will come informing you about the recent activities. Also when you will open file
management system by default your inbox will be displayed and all new files or receipts (in receipts inbox) will be highlighted
there.

162 Can we attach license, forms or other documents to support the file?

Yes, you can attach any number of related documents with the file.

163 Can we create parts of a file?

Yes we can create any number of parts or volume of a file.

164 What does work on file later mean?

 File is saved in Created-drafts folder, since a file number is not yet assigned user can delete it, once a file number is generated it
cannot be deleted.

165 What the difference is between attach and link?

How to create folder in eFile?

Select move to- create new folder, specify the folder name and location.

166 How can folder be deleted or edited?

Select move to - manage folders to delete or edit a folder.

167 What is Yellow note?

Yellow note is a temporary note for employees to confirm noting from seniors and it can be discarded, edited or confirmed and
once it is finalized, it can be converted into final Green Note.

168 How to create Yellow note?

Step 1: Create a new electronic file or open up the electronic file from file inbox in which yellow note needs to be created.

Step 2: Click add new yellow note link on the left hand side of file.

Step 3: Enter the content to yellow note and click save button.

169 What is green note?

Green note is permanent noting if one person send it, after sending it cannot be changed.
170 What is the difference between green note and yellow note?

Green Note Yellow Note

Once the Green Note After Writing the Yellow Note we have the
is sent with the file three options:-
can’t be changed, ØEdit:- Edit refers to the edit the Yellow
overwrite and deleted Note.
ØDiscard:- Discard refers to the Discard the
Yellow Note.
ØConfirm:-Confirm refers to the confirm
the Yellow Note.
Once the yellow note gets confirmed,
noting gets finalized and saved to main
Green sheet Noting

171 Is it possible to copy and paste the content on the noting side without changing the format?

Yes, by clicking this option a window will appear after pasting the contents you can click on insert option at the bottom of the
window then the content will be inserted on the noting with same formatting as in the word file.

172 Can a noting be printed?

Step 1: Open the file and go to noting portion

Step 2: Click on the printer icon and choose the noting option to print the note sheet.

173 Is it possible to attach any evidence on the noting side?

Yes, it is possible to attach evidence on the noting side by clicking attach option.

174 Is it possible to make reference like in the physical way by using flag?
 Yes, it is possible to make the reference from the noting to noting & also with the correspondence. After selecting the text click
on this icon then it gives a message to which page number you want to make reference place the page no & then click on the ok
button the reference will be done.

175 How can we give our comments on noting side?

After opening the file you can add green note, an online editor will open where we can write our comments on the green note.

How do we know whose comments are on the noting side?

When the user sends the file to other user, name, designation, date and time are dispayed of the user who has sent the file to the
user who receives it.

176 Is it possible to delete the noting?

No it can only be edited once created.

177 What are quick notes?

Quick notes are used to add the noting comments through predefined quick notes.

178 Can we send / move file without any noting?

Yes

179 Do we print the noting for signature and scan again to send?

No, all the work is done electronically here no physical activity is required; user's id will be the signature from which he is sending
the file.
180 Is it possible to refer to noting to noting within the file?

Yes, this can be done with the help of this option firstly click on the previous noting the select this option & the select the text to
which you want to refer with some part of the noting side after that select the para with which you want to refer.

181 What is Report in eFile?

Report section allows us to generate specific reports based on different search parameters for Files, Receipt and Dispatch in
particular Organization in PDF format.

182 What is Report?

Reports are the documents that display the results of some search/experiment based on certain predefined parameters and
filters.

183 What is File Register in Reports?

This selection generates a PDF Report for an individual/Hierarchy/Section wise filtered on the basis of certain parameters that
contains a list of all the files that are created between two specified dates on the basis of Basic head and other Sub heads

184 How to get details of Forward Files and Received files?

Step 1: Go to file management System.

Step 2: Click on Reports

Step 3: Fill the parameters to filter (Mandatory Fields is required to fill)

Step 4: you can download the Reports file as pdf.

185 How to get report of File Pendency?

 Step 1: Go to Report in eFile section.

Step 2: Click on File pendency link

Step 3: Fill the information about files

Step 4: Click on "Submit".

186 How to get Report on Closed File?

Step 1: Go to Report in eFile section.

Step 2: Click on Closed File link.

Step 3: Fill the "From date" and "To date".

Step 4: Click on "Submit".

187 How to get Report on Classified Receipt?

Step 1: Go to Report in eFile section.

Step 2: Click on Classified Receipt link.

Step 3: Fill the mandatory fields.

Step 4: Click on "Submit".

188 How to get Report on Diary Register?

Step 1: Go to Report in eFile section.

 Step 2: Click on Diary Register link.

Step 3: Fill the mandatory fields and other parameters.

Step 4: Click on "Submit".

189 How to get Report on Receipt through Category?

Step 1: Go to Report in eFile section.

Step 2: Click on Receipt category link.

Step 3: Fill Section, category and yearly or monthly details.

Step 4: Click on "Submit".

190 How to get Report on Receipt through Category?

Step 1: Go to Report in eFile section.

Step 2: Click on Receipt category link.

Step 3: Fill Section, category and yearly or monthly details.

Step 4: Click on "Submit".

191 How to get Report on Departmental Summary?

Step 1: Go to Report in eFile section.

Step 2: Click on Departmental Summary link.

192 How to get Report on PUC Pendency?

Step 1: Go to Report in eFile section.

Step 2: Click on PUC Pendency link.

Step 3: Get the information Section wise.

Step 4: Click on "Submit".

193 How to get Report on Dispatch (Section Wise)?

Step 1: Go to Report in eFile Section.

Step 2: Click on Dispatch (Section wise) Link.

Step 3: Fill the dates, Subjects and Delivery Mode.

Step 4: "Submit".

194 How to get Report on Dispatch Report (Dispatch No. Wise)?

Step 1: Go to Report in eFile Section.

Step 2: Click on Dispatch (Dispatch No. wise) Link.

Step 3: Fill the dates, Subjects, Language, Postal Mode and Delivery Mode.

Step 4: "Submit".
195 How to get Report on Dispatch Report (Receipt No. Wise)?

Step 1: Go to Report in eFile Section.

Step 2: Click on Dispatch (Receipt No. wise) Link.

Step 3: Fill the dates, Dispatch type and Category.

Step 4: "Submit".

196 How many types of flagging are there?

There are 3 types of flagging:

1. Note to correspondence

2. Note to note

3. Note to paragraph of previous noting

7.1 NOTE TO CORRESPONDENCE

1. Open File and Click on Add Green Note.

2. Select to Refer

3. After that click on

7.2 NOTE TO NOTE

 1. Write on green note

2. Open previous nothings.

3. Select and click on

7.3 NOTE TO PARA OF PREVIOUS NOTING

1. Open previous noting and select

2. Write and select paragraph to refer

Example: Para 2 selected

197 What are various searching techniques in eFile?

1. Module search

2. Advanced search

198 What is the difference between Search and advanced search?

Basic search: This search facilitates the user to search for any receipt/file residing in their inbox/sent/created or parked section.

Advanced search: This search facilitates the user to search for any receipt/file/issue residing anywhere in the organization.

199 Can parked/closed files be searched?

Yes, it's same as normal search.

200 What are the steps to search a particular file?

 1. Go to file inbox.

2. Type in the required file number in the basic search field.

3. Click on search button.

The file will be displayed.

201 What is "Advanced Search"?

It is an extension which facilitates the user to search for any receipt, file or issue anywhere in the organization

202 Are there any obligations or "Must Filled" fields in advanced search?

No there are not any must filled fields but at least one field needs to be filled properly.

203 Can a file or receipt be searched by entering details in one field of advanced search?

Yes it can be searched in this way also.

204 What are the basic parameters for advanced search?

Basic Parameters for Advanced search are Computer No, File No, Subject and Output Fields.

205 Are there any mandatory fields in advanced search?

No, but at least one field must be filled to initiate search.

206 What is digital signature?

 Digital Signature Certificates (DSC) is the replacement of analog or physical certificates in electronic format.
Examples of physical certificates are aadhar card, driving licenses, passports etc. which serve as proof of identity of an
individual.

207 Why is digital signature certificate (DSC) required?

It is required because the DSC can be used to sign the green sheet document electronically in eFile Application.

208 How much time does DSC issuing authority take to issue DSC?

It can vary but usually on an average it takes from 3 to 7 days.

209 Is digital signature legally valid?

Yes the INFORMATION TECHNOLOGY ACT 2000 in INDIA has given the legal validity to the Digital Signatures.

210 Who is the issuing authority for digital signature certificate (DSC)?

A licensed Certifying Authority (CA) is the authority for issuing a DSC. NICCA is one of them, can be contacted at http:
//nicca.nic.in.

211 What are different types of digital signature certificates valid for eOffice?

Following are the two types of DSCs recommended for eOffice:

· Class 2: Here, the identity of a person is verified against a trusted, pre-verified database.

· Class 3: This is the highest level where the person needs to present himself or herself in front of a Registration Authority
(RA) and prove his/ her identity.
212 What is the validity period of digital signature certificate?

The Certifying Authorities are authorized to issue a Digital Signature Certificate with a validity of one or two years from
date of issuance.

213 What happens to a DSC after validity period?

DSC expires after the validity period. To renew it contact the issuing authority for further instructions.

214 What safety precautions should one take while using a digital signature certificate?

DSC is password protected. Please change your initial password without fail.
You should keep the media carrying your digital signature safely and never disclose your password to anybody.

215 How does digital signature certificate (DSC) functions?

DSC uses the Public Key Infrastructure (PKI) Technology, which is a sophisticated, mathematically proven method of
encrypting and decrypting information.
For Example: Something similar to accessing a locker in a bank.

216 I want to register my DSC with eFile application. What should I do?

Step 1: Go to DSC Registration under DSC Tab in the left hand menu of eFile.

Step 2: Click the Signing Certificate link present on the top right corner.

Step 3: Select the certificate that appears in the window.

Step 4: Click OK to register the certificate with the application.

217 How can we change the pin of DSC?

Step 1: Go to All Programs -> Safesign -> Token Administration

Step 2: Select the certificate and right click.

Step 3: Click on Change PIN.

218 Does 'Sign & Send' mean user is signing the files with his/her actual signature?

No. 'Sign and Send' means user is signing the file using his/her digital signatures and also the content of the note gets
encrypted.

219 Do I have to plug in the DSC during e-File login?

Yes. It is mandatory to keep the DSC plugged-in continuously during e-File usage.

220 What happens if my DSC is lost?

If DSC is lost, then user needs to fill up the forms regarding the same with the fine to get a new DSC.

221 My DSC was working but suddenly it is not getting recognized by the system. What is the problem?

Plug in the DSC into any other USB port and see if this works.

222 How to create a draft in electronic file?

In order to create a Draft in Electronic file, user has to perform the following steps:

Step 1: Click the file number to open an electronic file.

 Step 2: Click Create New Draft under Draft link.

Step 3: Choose the Reply option, if there are multiple receipts in a file and user want to send reply against any particular
receipt/correspondence.

Step 4: Review the mandatory fields if they require any change.

Step 5: Add more recipients (if required) by clicking the Add More Recipients link.

Step 6: Browse and attach any document (if required).

Step 7: User can paste already created draft in the editing field provided or can use the predefined draft templates.

Step 8: Click the Save button.

Step 9: Click the Approve button.

Step 10: Click the Dispatch by Self or Dispatch by CRU.

223 What does DFA stand for?

Go DFA stands for Draft for Approval.

224 How many types a draft has?

Draft has 2 types:

1. New/Fresh

2. Reply
225 How many types of reply are there?

Reply has 2 types:

1. Interim

2. Final

226 What is draft versioning?

When a user creates a draft and send to other eOffice user, then if further changes are made in already created draft then
versioning is maintained.

For e.g. if a user prepares a draft V 1.0 and sends it to other eOffice user and if further changes are done by user, then the version
of draft changes to V 1.1.
This is done to track the changes made in the draft by the user.

227 Can user delete an already created draft?

Yes. User can delete the already created draft by selecting the required draft which needs to be deleted and click the Delete option.

228 Do drafts in electronic mode need to be approved first?

Yes, without getting draft approved user cannot dispatch the letter.

229 Is it possible to edit the draft after getting approved?

No.

230 What is the next step after creating a draft?

 After create a draft we send it to the senior authority which have rights to approve the draft.

231 Is it possible to send the draft to more than one user?

Yes, it is possible to send the Draft to more than one user by clicking on add more recipient.

232 What are hash tags?

1. #ApprovedByName

2. #ApprovedByDesignation

3. #ApprovedBySectionName

4. #ApprovedDate

233 After draft movements changes in DFA reflects its version or not?

Yes, After Draft movement’s changes in DFA reflect its version. Version Number is incremented after saving it.

234 Is user able to identify whether there is draft attached or not?

Yes, user is able to identify whether there is a Draft attached with a File or not from the Green colored sign next to the File Number.

235 How can you view a draft attached with a file?

User is able to view a draft from the view Draft option from the Draft.

236 Is it possible to dispatch correspondence multiple people at a time?

Yes. By clicking the Add More Recipients link in Dispatch screen, user can dispatch correspondence to multiple people.
237 What is the difference between 'Dispatch by Self' and 'Dispatch by CRU/DND'?

Dispatch by Self: This refers to dispatching a letter by the user itself who has prepared the draft.

Dispatch by CRU/DND: This refers to dispatching a letter through CRU/DND section in any organization.

238 While dispatching, can user paste already created draft from local system to the eFile application?

Yes, with the help of provided editor user can paste an already created draft from local system to eFile application.

239 If dispatch by CRU is selected, in which folder CRU receives?

Dispatch - Inbox

240 How to Dispatch physical receipt?

Step 1: Select the physical receipt which needs to be dispatched.

Step 2: Click the Dispatch link.

Step 3: Review the mandatory fields if they require any change.

Step 4: Add More Recipients (if required) by clicking the Add More Recipients link.

Step 5: Browse and attach any document (if required).

Step 6: Click the Dispatch by Self or Dispatch by CRU/DND button to finally dispatch the receipt.

Note: If Dispatching through CRU/DND, then select the CRU user and click Send button
241 In which folder/link dispatch follow-ups/remainder shows?

Notification->Dispatch follow-ups

242 Can user attach any document while dispatching a receipt?

Yes. At the bottom of the dispatch screen, user can browse the required document and can attach while dispatching the letter.

243 After dispatching the receipt, where can user find the Dispatch number?

The moment user dispatches the letter, Dispatch Number reflects on that same page or else user can find it under Sent sub-
module of Dispatch module under the left side port let.

244 How can user check the details of action taken on the issued receipts?

User can check the status of issued receipts under Sent sub-module of Dispatch Section in the left hand side.

Step 1: Click the Sent sub-module of Dispatch Section in the left hand side port let

Step 2: Click the icon against the issued receipt to check the action details.

245 What is the difference between Issued and Sent and Issued and Dispatched?

When the letter is finally dispatched to the intended person, it refers to as Issued and Dispatched.
In case, the letter is sent from any eOffice user but has not been finally dispatched, it refers to as Issued and Sent.

246 In which folder/link dispatch followups/remainder shows?

Notification->Dispatch followups.

247 What is issue?

 Issue is the letter that is dispatched to the applicant. It can be interim or final.

248 What are the 3 types of Issue Status?

1. Issued and Sent: Refers to when the DFA has been sent by the user/section but has not been dispatched finally by the CRU/DND
section.

2. Issued and Dispatched: Refers to when the DFA that has been sent to CRU/DND section has been finally dispatched.

3. Issued and Returned: Refers to when CRU/DND section returns the DFA back to the user.

249 Do drafts in electronic mode need to be approved first?

Yes, without getting draft approved user cannot dispatch the letter.

250 Is it possible to edit the draft after getting approved?

No.

251 What is the external sender?

The external sender is that which have rights to send the file or receipt from other district.

252 What is the external receiver?

The external receiver is that which have the rights to receive a file or receipt from other district.

253 How we select other OU from our district to send the file or receipt to other district?
 First select a receipt or file to send then select the OU from top of the screen that we send to the district after the select of the
particular district which we select than shows the employee of the district that we send then type the name of the employees of
the district.

254 What is the purpose of the external sender and external receiver?

The main purpose of the external sender and external receiver is that when some file or receipts are send to other district than
there is no need to go to another district simply select the OU of other district and send. Its advantage is that it saves a lot of time.

255 What is the major query for select the OU's of other district?

The major query is that when we select the other OU it will take some time to select it means that it is slow.

256 What is the first step of the external sender and external receiver?

The first step is that give the rights in ADMIN section (ROLE POST) to that employee which send the file and receipt to the other
district otherwise it is unable to send the file and receipt to the other district.