Updated as on 1st August 2021 Page 1 of 27

Training Lessons on e-Office for CGST Officers

INDEX Page No.

Lesson 1: Overview and Concept of e-Office Page 3
Lesson 2: Setting of Computer before starting e-Office Page 6
Lesson 3: Login into e-Office Page 6
Lesson 4: Settings of Mobile to get rid of sms in Mobile Page 6
Lesson 5: Diarisation of Receipts… Using “Generate” Button Page 7
Lesson 6: Diarisation of Receipts… Using “Generate & Send” Button Page 7
Lesson 7: Using check-box “Acknowledgement” Page 7
Lesson 8: Email Diarisation Page 7
Lesson 9: See the Receipts Page 8
Lesson 10: Redirecting the Receipts to concerned Section Page 8
Lesson 11: Put up the Receipt in a NEW File Page 8
Lesson 12: Put up the Receipt in a OLD File Page 9
Lesson 13: Copy a Receipt present in one file to another file Page 9
Lesson 14: Preparation of New Draft Page 9
Lesson 15: Creating and sending letter, if DSC not available Page 10
Lesson 16: Preparation of Green Note-sheet Page 11
Lesson 17: Preparation of Yellow Note-sheet Page 11
Lesson 18: Creating Hyper-Links in Green Note and Yellow Note Page 11
Lesson 19: Sending Note-sheet and Draft in a File Page 12
Lesson 20: Editing Draft received and writing Note-sheet Page 12
Lesson 21: Dispatch of Letters Page 12
Lesson 22: Role of CRU in Diary and Dispatch of Letters Page 13
Lesson 23: Attach/Detach(a)References (b)Link (c)Attachment (i)Files (ii) Receipt Page 13
Lesson 24: Migration of Old Files Using FTP Method Page 14
Lesson 25: Migration of Old Files Using non-FTP Method Page 15
Lesson 26: Digital Signature Certificate (DSC) Page 16
Lesson 27: Advance Features in e-Office Page 17
Lesson 28: Hindi Transliteration (Additional Information) Page 18
Lesson 29: MIS Reports Page 19
Lesson 30: Scanning Process of Old Files before Migration Page 20
Lesson 31: Some Useful Tips on Use of e-Office Page 21
Lesson 32: Transfer Procedure for EMD Managers Page 26

ACKNOWLEDGEMENT

I hereby thank all those Officers, who have given valuable suggestions in making these
Lessons more useful. I also thank my senior Officers, especially Sri Satyendra Kumar Singh,
Principal Commissioner, CGST & CX, Ranchi for encouraging me to create this Hands-on-
Lessons on e-Office. It is regularly being updated and additions being made.

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References:

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

2. Training videos are available at the site www.e-Officeportal.punjab.gov.in
3. Very useful 30 e-office Snippets are available at [e-office for
CBIC]https://www.youtube.com/playlist?list=PLTioKjB2HrsDIk43Si7_McH1lWg8
YSjy3
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
athttps://drive.google.com/file/d/1vO6y6Yl_jfLltUJuLvsr5WPntbmffZa3/view?usp=s
haring
6. Recorded videos are available at You-tube uploaded by Shri Udit Vashishth,
Superintendent, Ludhiana Commissionerate available athttps://bit.ly/e-
Officeenglish
7. An e-Book is under process of publication from Pune-II Commissionerate written
by Shri Hanish Rathi, Inspector. This book contains screenshots on various topics of
e-Office.
8. A Telegram Group has been created “e-Office & Sparrow Group”. Its invite link is
t.me/joinchat/UgwkHzzp9Gk6Nna7 . Sri Sujit Kumar Tiwary, Mumbai Customs
has created this Group. Valuable suggestions are available in this Telegram
Group. Anyone can be added to this Group through this link. Many hand-outs are
uploaded in this Telegram Group for ready reference.

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

Method 1:

Login at site www.anatarang.icegate.gov.in through your SSOID credentials and Search

for “Hands-on-Lessons” from the search button at right side to get this Lessons book. It
may be downloaded.

Method 2:

1. Open the site www.anatarang.icegate.gov.in 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 “32_Hands-on-Lessons on e-Office”
8. Select the Check-box against it.
9. Download button gets activated above the e-File. Click to Download it.

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Lesson 1: Overview and Concept of e-Office [INDEX]

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 e-File 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
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 8: Email Diarisation We see the email and download it in Windows
Computer.
PUTTING THE INWARD LETTER IN RECEIPT BOX
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 9: See the Receipts The Officer/CRU keeps the letter in Dak Pad.
We can see the folder where the Receipt is Once the incoming Letter goes into Dak Pad, the
kept in e-Office Program. hands of the Officer are Free to take the next
letter.
REDIRECTING THE RECEIPT TO CONCERNED SECTION
What we are doing in e-Office What we do in Physical Files in our Office
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
What we are doing in e-Office What we do in Physical Files in our Office
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
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 12: Put up the Receipt in Old File The Officer searches the Old File corresponding
to the nature of Letter and tags inside it.
PUTTING THE INWARD LETTER IN MORE THAN ONE OLD FILE
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 13: Copy a Receipt in One File to A photocopy of the letter is taken and put in
another File second file.
WRITING A NEW LETTER
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 14: Preparation of New Draft The Officer decides whom to be addressed

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along with his postal address and email AND

write a new letter.
CREATING AND SENDING LETTER, IF DSC NOT AVAILABLE
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 15: We use DSC or upload We directly sign on the letter
scanned copy of letter manually signed
by Officer
WRITING A FINALNOTE-SHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 16: Preparation of Green Note- The officer prepares a final Note-sheet before
sheet placing before senior.
WRITING A ROUGHNOTE-SHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 17: Preparation of Yellow Note- The officer prepares a rough Note-sheet to place
sheet before senior for his approval .
MARKING REFERENCES IN NOTE-SHEET
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 18: Creation of Hyper-Links in The Officer needs to refer some matter in the
Note Note-sheet before senior officer.
(a) Noting to PUC The Officer underlines important words of
PUC.
(b) Noting to Noting The Officer puts a mark “X” to refer to a
previous Noting.
(c) Noting to Attachment The Officer puts other written matters in file to
show to the Senior. It remains in file for ever.
(d) Noting to Local Reference The Officer puts other written matters with file
to show to the Senior. It is never placed inside
the file.
SENDING FILE TO SENIOR OFFICER
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 19: Sending Note-sheet and Draft The Officer sends the file to senior officer for
in a File approval.
SENIOR OFFICER AMENDS LETTER IF NECESSARY AND APPROVES DRAFT
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 20: Editing Draft received and The Senior Officer approves the draft and puts
writing Note-sheet his signature. Returns the File to Officer for
further action.
After Clicking “Approve Button”, the e- After approval, Senior Officer puts his
Office asks for signature and sending the signature.After Signature, Senior Officer hands
Letter. over File to Officer.
SENIOR OFFICER AMENDS LETTER IF NECESSARY AND APPROVES DRAFT
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 21: Dispatch of Letters The Officer sends the signed copy by any of
three methods:
(a) Dispatch by email The Officer may send email
(b) Dispatch by self The Officer may dispatch the approved signed

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letter from his section and send by post

(c) Dispatch by CRU The Officer may dispatch the approved signed
letter from CRU and send by post
PLACING ATTACHMENTS/REFERENCES WITH THE FILE
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 22: 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
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 23: Migration by 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
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 24: Migration by 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 Note-sheet above it and
tie with cord.
SIGNATURE BY THE APPROVING OFFICER
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 25: Digital Signature Certificate
Approving Officer signs Digitally Approving Officer puts his signature by PEN.
ADVANCE FEATURES
What we are doing in e-Office What we do in Physical Files in our Office
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
What we are doing in e-Office What we do in Physical Files in our Office
Lesson 27: Hindi Writing We also write letters in Hindi in similar manner

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ARRANGEMENT OF PAGES IN FILES

What we are doing in e-Office What we do in Physical Files in our Office
Lesson 28: Page Numbering automatic Page numbering is done manually
Pages are numbered from Top to Bottom Pages are numbered from Bottom to Top
Pages are arranged sequentially Pages are arranged in haphazard manner

Lesson 2: Settings of Computer before starting e-Office [INDEX]

• 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 [INDEX]

• 3.1 Open” Mozilla Firefox”Browser.
• 3.2 Go to www.saccess.nic.in . webVPN page appears.
• 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 [INDEX]

• 4.1 Download & Install “AccopsHyID” app from Google Play Store in Mobile.
• 4.2 Follow Step 3.1 to 3.4 above in Computer.
• 4.3 Select “Mobile Token” andClick “Reactivate Mobile Token”.
• 4.4 A pop-up opens. Select “sms Token” or “email token” and Click Send.
• 4.5 OTP is received in Mobile. Enter Token & Click “Next”.
• 4.6 A Bar-Code appears in Computer.
• 4.7 Open AccopsHyID app in Mobile and click add an account.
• 4.8 Scan above Bar-Code by Mobile.gov.in account is added in HyID app.

Now, the Mobile Token can be used to complete additional authentication

through AccopsHyID app instead of sms Token.

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• 4.09 In Parichay page 3.9 above, enter userid and password, sms comes on mobile.
• 4.10 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 webVPN page
&Parichay Page.

Lesson 5: Diarisation of ReceiptsUsing “Generate” Button[INDEX][OV]

• 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 “Custom Acknowledgement”. Click “Generate”.
• 5.10 If all necessary fields are filled, your file is uploaded on e-Office Platform.
• 5.11 The uploaded file gets saved in “Created” option of Receipts.

Lesson 6: Diarisation of Receipts Using “Generate & Send”

Button[INDEX][OV]
• 6.1 Follow all steps from 5.1 to 5.8 above. Do not tick “Custom
Acknowledgement”.
• 6.2 Click “Generate & Send”.
• 6.3 If email address is filled in meta-data, a customized acknowledgement is sent
by email to the Sender of Receipt letter.

Lesson 7: Using check-box “Custom Acknowledgement”[INDEX][OV]

• 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. Amend Details and Remarks, if any. Send it.

Lesson 8: Email Diarisation [INDEX][OV]

• 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 e-File.
• 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.
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• 8.10: Fill metadata.

• 8.11: Click on Generate/ Generate and Send.

Lesson 9: See the Receipts [INDEX][OV]

• 9.1 If “Generate” is clicked by officer, then Receipt is in “Receipts→Created”
Option of Officer.
• 9.2 If “Generate” and sentby other officer, then it is in “Receipts→Inbox” Option
of Receiver.

Lesson 10: Redirecting the Receipts to concerned Section[INDEX][OV]

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 Receiver’s Name and Click “Send”.New pop-up opens.
• 10.4.1 Enter 3 letters in “To” box. List comes. Select your choice. Or
• 10.4.2 Click “To”. List comes. Select the name by ticking the checkbox of your
choice.
• 10.5.1 Copy to others can also be done in next lower box with separators “;” Or
• 10.5.2 Click “CC”. List comes. Select the names by ticking the checkboxes.
• 10.6 Select other options and/or write Remarks, if needed AND Click “Send”.

File is sent to Next Officer.

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 itandSend by Self.

Lesson 11: Put up the Receipt in a NEW File [INDEX][OV]

Note: If New Receipt is Generated by self, it will be in Receipts→Created. If New Receipt is
received from other Officer, it will be in Receipts→Inbox.

Method 1:

• 11.1 Open the New Receipt

• 11.2 Click “Put in a File”. A pop-up window 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.

Method 2:

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• 11.1.1 Select the Check-box corresponding to the Receipt.

• Repeat steps 11.2 to 11.5 of Method 1.

Lesson 12: Put up the Receipt in a OLD File [INDEX][OV]

Method 1: Open the New Receipt and put in 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.

Method 2: Open the Old File and put in New Receipt

• 12.1 Go to Inbox and open the Old file

• 12.2 Click “Correspondence”. All correspondence will be seen in Right Pane.
• 12.3 At the bottom of Right Pane, Click “Attach”. A new pop-up window opens in
left side containing New Receipts.
• 12.4 Select the New Receipt and click “Attach” in the pop-up window.
• 12.5 The Receipt will go into the File.

Lesson 13: Copy a Receipt present in one file to another file[INDEX][OV]

• 13.1 Search the Receipt lying in Sent Receipts or in any older file
• 13.2 Open the receipt and Click pdf icon in right pane
• 13.3 Receipt gets downloaded in local Computer with a different name. Rename it.
• 13.4 Click Copy; Meta data is copied in Right pane
• 13.5 Click “Upload file” in left pane; Select file and Upload it.
• 13.6 In receipts, it is now in Created Tab. Select it and Click "Put in File"
• 13.7 Follow Lesson 8 or 9 above.

Lesson 14: Preparation of New Draft [INDEX][OV]

• 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.

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• 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[INDEX][OV]

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 Note-sheet
• 15.8. Inspector send file to Superintendent
• 15.9. Superintendent writes Note-sheet
• 15.10. Superintendent send file to AC
• 15.11. AC clicks “Approve” Button to approve draft
• 15.12. AC sends Approved Draft 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 e-Office
• 15.11e. AC Clicks “Approve” Button to approve 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 15.14

• Click correspondence
• Letter will be seen in Right pane under ToC
• It contains file number And dispatch no. both
• Near File no. Download button available
• Download it in local computer
• Close e-Office
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Lesson 16: Preparation of Green Note-sheet [INDEX][OV]

• 16.1 Click the link “Green Note-sheet”
• 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 Note-sheet, 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 [INDEX][OV]

• 17.1 Click the link “Yellow Note-sheet”
• 17.2 Write similar to as we use MS-Word.
• 17.3 Click “Submit” Button available at the Top Left above Yellow Note pane.
• 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 Note-
sheet.
• 17.7 Earlier versions of Yellow Note-sheet can be seen at bottom of Yellow Note-
sheet.

Lesson 18: Creating Hyper-Links in Green Note and Yellow Note

[INDEX][OV]
• 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) Attachment of aeFile to Noting
• 18.8 User can attach any pdf File with the Note-sheet for viewing of senior officer.
After clicking “Add Green Note/Add yellow Note, “Attach” button is available at the
bottom of Note-sheet. 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 Note-sheet itself. This
attached electronic file can not be detached later on.
• (d) Attachment of Local reference
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• 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 [INDEX][OV]

• 19.1 After the Draft letter and Note-sheet 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. At present, sms is not working.

Lesson20: Editing Draft received and writing Note-sheet [INDEX][OV]

• 20.1 Sender sends Draft created in lesson 14. It is received in the “Inbox” of
“Files” tab by the receiver.
• 20.2 Click the file name to open the Draft. It is version 1 of Draft.
• There are two options for editing the Draft

Option 1 Option 2
• 20.3 Click “Edit” button at • 20.3 Click “Download icon” present between
extreme Right to make “Draft Template” and “Upload File”. Draft is
changes in the Draft version downloaded in Local computer. Edit the draft.
• 20.4 Make Changes in the • 20.4 Click “Edit” at extreme Right. Click “Upload
Draft. Click “Save” to Save File” and upload the new draft from local
your work. computer. Click “Save” to Save your work.

• 20.5 Follow the steps of Lesson-11 / Lesson-12 / Lesson 13forNote-sheet.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 [INDEX][OV]

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

a. Dispatch by Self (by email):-Fill in the required details in the “Email Details” and
then Click “Dispatch by Self.” Next screen comes as “Send with Follow-up” or
“Send without Follow-up”. A dispatch number will be generated.
b. Dispatch by Self (by Post): Fill in the required details in the ‘Postal & Out register
Details’ and then click “Dispatch by self”. Next screen comes as “Send with
Follow-up” or “Send without Follow-up”. A dispatch number will be generated.
You can take the print out of the same and handover the same to CRU section.

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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.Follow-up need not be chosen.
• 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.

Lesson 22: Role of CRU in Receipt and Dispatch of Letters

[INDEX][OV]
UPON RECEIPT OF INWARD LETTER FROM POSTMAN/ANY OTHER OUTSIDER:

• 22.1.1 After Login, CRU Officer shall Generate Receipt as discussed in Lesson 5
• 22.1.2 CRU Officer shall send the Receipt to Designated officer as discussed in
Lesson 10. The Designated Officer will send to concerned Section with his Remarks.

ACTION ON OUTWARD LETTER MEANT FOR DISPATCH:

• 22.2.1 Section Clicks “Dispatch by CRU” and gets dispatch no. over approved letter.
• 21.2.2 Prints and handover the letter(s) to CRU for dispatch.
• 21.2.3 Upon receipt of letter, CRU will click “Receive”.
• 21.2.4 After handing over to Postman, CRU will Click “Send”.
• 21.3 The dealing Section will see WATERMARK in ToC as “Physical File” with
File name and dispatch number.When the CRU clicks “Sent”, File will be visible to
Section Officer in ToC.

Lesson 23: Attachment/ Detachment [INDEX][OV]

• 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

• 23(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.

• 23(a).1 Open any File and Click References→Local Reference. Reference Screen
appears on Right side.
• 23(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.
• 23(a).3 To delink the File, Select it.
• 23(a).4 A “choose One” drop-down box is above the Link/Delink Screen. Choose
Delete. The File gets deleted.
• 23(b): Link:

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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.

• 23(b)(i) Link Internal Files:

It is used to link/delink any other file from within the Department.

• 23(b) (i).1 Click Link →Internal Files. Link/Delink Screen appears on Right side.
• 23(b) (i).2 Click “Attach” and a pop-up window opens. Select the file and Click
“Attach”. The File gets linked.
• 23(b) (i).3 To delink the File, Select it.
• 23(b) (i).4 A “choose One” drop-down box is above the Link/Delink Screen.
Choose Delink. The File gets delinked.
• 23(b)(ii) Link External Files:
It is used to link/delink any file from other Department. Same Steps above.

• 23(b)(iii) Link Referred in Files:

It shows the list of file(s) in which this working file is linked. Same Steps above.

• 23(c): Attachment:
• 23(c)(i) Attachment of Files:

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.

• 23(c) (i).1 Click Attachment →File. A Pop-up Window opens. Click “Attach
File”. A new pop-up window opens.
• 23(c) (i).2 Select the file and Click “Attach”. An “Attach File Alert” pop-up
window opens. Enter Remarks and click “OK”.
• 23(c) (i).3 To Detach File, Click Attachment →File. A Pop-up Window opens.
Click “Detach File”. A new pop-up window opens.
• 23(c) (i).4 Select the file and Click “Detach”. A “Detach File Alert” pop-up
window opens. Enter Remarks and click “OK”.

• 23(c)(ii) Attachment of Receipts: Same steps as 22(c)(i) for Files.

Lesson 24: Migration of Old Files Using FTP Method [INDEX][OV]

First Stage Steps in FTP Method for User Section/Office:

• 24.1 Old Files need to be scanned to get pdf files in which words can be selected.
• 24.2 Old files shall be scanned of any size.
• 24.3 If size more than 128 MB, then files may be needed to be compressed.
• 24.4 For every File, Create one folder having name starting with “fl-“ sayfl-Refund
• 24.5 Create two folders inside above folder—one for Note-sheet and other for
correspondence
• 24.6 Name the two sub-Folders as “np” and “cp”
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• 24.7 Inside these sub-Folders, the pdf files shall be kept in the Windows Computer.
• 24.8 Then, these two pdf files can be imported into e-Office.
• 24.9 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:

• 24.10 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).

• 24.11 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

• 24.12 Now, user Officer shall Login to e-Office

• 24.13 Go to Migration File & Click “Create New”
• 24.14 Select File Heads on non-SFS and Click “Browse”
• 24.15 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.
• 24.16 Select Source Note → Then Select pdf Notings
• 24.17 Select Destination for Note → Then Click on Down Arrow Button in
proper order.
• 24.18 Repeat 23.16 &23.17 above for pdf Correspondence.
• 24.19 Write further descriptions on File cover and Click “Continue
Working”.
• 24.20 Fill All meta-data for Receipts and Click “Generate” after filling meta-
data. File is Uploaded.
• 24.21 Click “Save”
• 24.22 Adjust sequences in the previous notings available as link
• 24.23 Click “Finalize migration”.

Lesson 25: Migration of Old Files Using non-FTP Method[INDEX][OV]

• 25.1 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.
• 25.2 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
• 25.3 Scan the Note-sheet side pages in searchable pdf format from Oldest Page to
Newest Page.

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• 25.4 Re-Name it Say <>-NP.pdf using underscores in place of hyphen.

• 25.5 Click “Create New” in Files Option.
• 25.6 Fill the physical Filename in space meant for Previous References. Click
Continue Working.
• 25.7 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.
• 25.8 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 Note-sheet.
• 25.9 Below the Green Note-sheet, Click “Attach” Button. A pop-up window opens.
Select and Upload the <>-NP.pdf e-File. It is attached on the Note-sheet in “Red
Font”.
• 25.10 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.

Lesson 26: Installation of Digital Signature Certificate [INDEX][OV]

STEP 1: UPDATE THE COMPUTER
• 26.1 Check System Configuration whether it is 32 Bit or 64 Bit. To Check:
Go to System → Control Panel →System and Security →System

• 26.2 Go to www.java.com→ Download and Click Download Free Java Software

• 26.3 Install JAVA based on your system 32/64 bit accordingly. RESTART THE
SYSTEM.
STEP 2: INSTALL DSC SUPPORTING SOFTWARE IN THE COMPUTER
• 26.4 Go to https://eOffice.gov.in/dsc.php, Click Download For Windowsversion
4.1.6 for 32Bit or 64Bit depending upon 26.1 above. It will be downloaded as
Dsc_Signer_Service_v4.1.6_Windows_Installer_x64.rar file. Open this rar file and
extract the four contents in D Drive in a new folder. Let this be new folder
[Dsc_Signer_Service_v4.1.6].
• 26.5 Go to this folder and Click [Check System Details]. It will confirm once again
that the system is 32 Bit or 64 Bit and correct rar file is downloaded from
https://eOffice.gov.in/dsc.php.
• 26.6 Go to Control Panel → Click Uninstall a Program → Select
“DigitalSignerService 4.1” and Click UnInstall. RESTART THE SYSTEM.
• 26.7 Install Digital Signer Service 4.1.6_x64 from the folder
[Dsc_Signer_Service_v4.1.6]. During installation, ensure to Select “Yes” in place of
“No” for SSL Certificates. Dsc_Signer_Service icon is now visible on your desktop
and Service Started Successfully.
• 26.6 Click on Dsc_Signer_Service icon that visible on your desktop and Service
Started Successfully.

STEP 3: UPDATE YOUR BROWSER IN THE COMPUTER

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• 26.7 Check service by inserting

https://eoffsigner.eoffice.gov.in:55101/check/isLive on your Mozilla Firefox Browser
(ignore warning message and proceed to unsafe). You get Success message- you can
use DSC.
• 26.8 Sometimes, DSC do not detect Mozilla Firefox. Please follow following Steps:
• 26.8.1 Type about:config in Firefox browser and click Enter. Accept Risk warning.
• 26.8.2 Search for security.enterprise_roots.enabled. If FALSE, change it to TRUE.
• 26.9 IF YOU ARE USING CHROME BETA, In addition to 26.7 for Mozilla Firefox,
one additional work for CHROME BETA is…Go to browser and type
“chrome://flags/#allow-insecure-localhost” in address bar. Select ENABLED to
allow invalid certificates for resources loaded from localhost.

STEP 4: INSTALL DSC TOKEN IN THE COMPUTER

• 26.10 Insert Token Device and Install DSC Drivers from DSC Token/Device.
• 26.11 Open application of DSC Token and click Certificate. Click “Import
Certificate”. In pop-up window, browse to C:/Program Files/Digital Signer
Service/4.1.6/data/eOfficeCA and click “Open”. RESTART THE SYSTEM.

STEP 5: ENABLE E-OFFICE TO READ YOUR DSC

• 26.12 Login in e-Office and click “File Management System”.
• 26.13 Go to DSC→Settings. Deactivate the e-Office Token.
• 26.14 Click “Register”. It will ask for PIN. Insert PIN. The Token will be activated.
• 26.15 Click Settings→Preferences in left pane of e-Office FMS page.Scroll down to
DSC Settings and select “Signing”.
• 26.16 Scroll down at bottom and click “Save”.
• 26.17 Now, Logout and login again. “DSC Sign and Send” button is activated.

Tips: Please take care of Step 26.7 and do activity of

https://eoffsigner.eoffice.gov.in:55101/check/isLive in your browser once in 24 hours or
when you restart your system or Browser.

NOW, THE SYSTEM IS READY FOR USE OF DSC.

Lesson 27: Advance Features in e-Office [INDEX][OV]

• 27.1 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.
• 27.2 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.
• 27.3 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.

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• 27.4 A File can be parked for a limited period. It will go to Parked folder and
Return to Inbox after the time fixed.
• 27.5 A File can be closed for ever. It will not Return in Inbox. However, it can be
re-opened.
• 27.6 While working on Note-sheet or draft letter on the left side, Officer can view
the PUC or “earlier written Note-sheet” on the Right side in new floating window. It
is available from the Button “Quick View”.
• 27.7 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.
• 27.8 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 28: Hindi Typing… Transliteration [INDEX][OV]

e-Office supports Hindi Typing using English Keyboard. Google has stopped providing
offline tool for Hindi transliteration. It is available ONLINE only.

For ONLINE:

• 28.1 Go to www.google.com/inputtools
• 28.2 Click “Try it Out” and then select Hindi for typing.
• 28.3 Type ONLINE. Copy it and paste in MS-Word.

For OFFLINE: for windows XP or Windows 7

• 28.4 Install the software for Hindi from www.inputtoolsoffline.com . Now,

you are ready to type in Hindi with English Keyboard.

For OFFLINE: for Windows 10

• 28.5 Go to Control Panel→Region→Language Preference→Language →

Preferred languages→Add a language. Select Hindi, click Next and Install.
Hindi is installed instantly. Select Hindi and Click Options. Click “Add a
Keyboard” and select “Hindi Phonetic”. Other form of Hindi Keyboard may
be removed. [One may select any language of his choice]
• 28.6 You can write in English and the words will get changed into Hindi
Font. Toggle between Hindi and English can be done by pressing “Shift +
Alt” on Keyboard.
• 28.7 Enjoy typing in MS-Office and e-Office now.

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Lesson 29: MIS Reports [INDEX]

• 29.1 At Home page, Click “Management Information System”.

• 29.2 Various MIS Reports are available at the new page.
• 29.3 The Reports can be seen or downloaded as per requirement.

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Lesson 30: Scanning Processof Old Files before Migration[INDEX][OV]

For Noting Side :IT SHOULD BE SCANNED IN ORDER OF OLDEST TO NEWEST.

For Correspondence Side CASE 1: CLOSED FILE

IT SHOULD BE SCANNED IN ORDER OF NEWEST TO OLDEST
23..22..21..20..19..18..17..16..15..14..13..12..11..10..9..8..7..6..5..4..3..2..1
For Correspondence Side CASE-2 : RUNNING FILE:
Let us take an example to understand the process.
In physical File pages are arranged from TOPas18..17..16……3…2…1.
In e-Office File, the pages are arranged from TOP as under:

Type (In/Out) Date of Inward/Outward No. of pages Pages in Physical File Pdf no.
Inward Receipt 1st August 4 4>3>2>1 1
Outward letter 2nd August 3 7>6>5 2
rd
Inward Receipt 3 August 5 12>11>10>9>8 3
Outward Letter 4th August 2 14>13 4
Inward Receipt 5th August 3 17>16>15 5
th
Outward Letter 6 August 1 18 6

In e-Office, if done one by one on various dates, then it will be uploaded as pdf-1, then pdf-2, then
pdf-3, then pdf-4, then pdf-5, then pdf-6.
After uploading on these dates, If selected ALL in e-office, it will be seen in e-Office as:
Date Page no. of Physical File from Bottom Page number of e-Office File from Top
1st August 4 1
3 2
2 3
1 4
nd
2 August 7 5
6 6
5 7
rd
3 August 12 8
11 9
10 10
9 11
8 12
4th August 14 13
13 14
th
5 August 17 15
16 16
15 17
6th August 18 18

Now, in physical file, next new receipt of 5 pages on 20th August will be recent page and
numbered as 23>22>21>20>19. As numbering is done from Bottom to Top.

But, in e-Office file, next new receipt of 5 pages on 20th August will be recent page and
numbered as 19>20>21>22>23. As numbering is continued from Top to bottom.

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Lesson 31: Some Useful Tips on Use of e-Office[INDEX]

a. TIPS ON DRAFT CREATION PAGE 20
b. TIPS ON META-DATA PAGE 20
c. TIPS ON DISPATCH PAGE 21
d. TIPS ON NOTE-SHEET PAGE 21
e. TIPS ON USE OF CREATING DESIGNATED FOLDERS IN INBOX PAGE 21
f. TIPS ON SHARING OF EMAIL OF HQRS IN YOUR PERSONAL EMAIL PAGE 21
g. TIPS FOR SENDING REQUEST FOR CREATING NEW WEBVPN ACCOUNT PAGE 22
h. TIPS ON RECORDING PROGRESS OF WORK PAGE 22
i. TIPS ON CASE IF UNSIGNED COPY APPROVED & DSC NOT AVAILABLE PAGE 22
j. TIPS ON CASE IF NOTE-SHEET ONLY APPROVED & DSC NOT AVAILABLE PAGE 23
k. DIRECTIVE OF DGPM REGARDING USE OF E-SIGN PAGE 23
l. DIRECTIVE OF DGPM REGARDING USE OF PULL-UP OPTION PAGE 23

a. TIPS ON DRAFT CREATION[INDEX]

1. Have a Template of MS-Word File created at your desktop. Must keep margin of 3.00
cm on all sides.
2. No Need to make letter head with Emblem or Logo. Because, when you copy the
letter to e-Office, the pics do not get copied. You have to copy-paste separately.
3. If you need to keep logo and emblem, use method of Upload File for Creating new
eFile. If using copy-paste method or using direct writing method to create new eFile,
then copy-paste of logo and emblem is required to be done.
4. Please keep letter-head in minimum space. Because, writing space is little limited in
e-Office.
5. Please write letters in Left indent only. Even Signature part should be kept in Left
indent. Because, letter gets distorted when we keep signature part on Right side.
6. Subject line should also be left indented for proper view.
7. Always use hashtag method to put date on the Top of Letter below the letter head
and above the name of recipient as DATED: ………… It is because, e-Office is not
typing the date of Dispatch. When a letter is dispatched, it writes dispatch number
only.
8. The details of Enclosures, if any, shall be provided at extreme bottom after the Name
Designation of Approving Officer.
9. Please use the facility of hashtags provided by e-Office for entering the name
designation of Approving Officer. It would create problem, if we want to get letter
approved by Commissioner, but by mistake Joint Commissioner clicks APPROVE
button. We have a mindset that we are approving the interim draft before placing
before senior officer. But, in e-Office, once APPROVE button is clicked, no changes
can be made. Please note that hashtags can be used only in the method of copy-paste
or writing directly. Hashtags cannot be used in upload draft method.
10. Always write the name of Signing authority in [] in Capital Letters in upload method
of drafting..
11. Always enter the mobile number and email id below the Recipients address.

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b. TIPS ON META-DATA[INDEX]
1. Never enter the mobile number and email id either in receipt (inward). Because, in
case of inward, the e-Office is sending acknowledgement, irrespective of the fact
whether you have chosen acknowledgement or not.
2. Similarly, no need to enter mobile number and email id in case of draft letter.
3. Do not use facility Add Recipients on e-Office. e-Office creates extra pages as office
copy for every recipient.
c. TIPS ON DISPATCH[INDEX]
1. Always send letter by email separately. Because, e-Office sends email through no-
reply to both sender and recipient. No person checks emails received from no-reply.
2. Always write a Note-sheet, after sending letter by email mentioning that email has
been sent from ……mail id to ….. mail id on date …… at time …….
3. As far as possible, do not use facility of Dispatch through CRU. Even if Dispatch by
self is done, the letter can be handed over to CRU for giving to postman. Just get the
speed-post number from D&D Section and mention it in Note-sheet later on. It will
remain in Records for ever.
4. Only one CRU should be created at Hqrs only. The remote offices or Division/Ranges
should not use facility of CRU. We have removed second CRU created at Dhanbad
due to problems arisen.
5. When you dispatch by CRU, you have to select name of Officer at CRU Section. e-
Office sends information to that officer that a printed letter is coming from the
Section. When the CRU gets the letter physically, he has to click “RECEIVED” in his
Login and when he hand-overs it to postman, he has to click “SENT”. And Section
Officer has to ensure that it is done.
6. If CRU person is on Leave and EMD manager has not unmapped his name, letter
may get mentioned in person on Leave. There is no facility to send to second officer.
On being resent, it goes again to same officer in CRU. So, please confirm CRU first,
that he is on Duty.
7. As far as possible, do not use facility of “Dispatch with follow-up”. You will always
be prompted to check and follow-up. It should be used in mandatory cases only.
8. If a letter outward is approved by officer by mistake and is not required to be
dispatched, then click DISPATCH BY SELF, remove email id from the meta-data,
keep only postal address vague and click Dispatch. The letter will not be dispatched
to any person and a green icon will go off.
9. For sending letters to multiple recipients by CRU, the link “Add Recipients” may be
used to add the Name/Address of Recipients.
d. TIPS ON NOTE-SHEET[INDEX]
1. Matter written on Note-sheet are auto-saved. Note-sheet It takes minimum eight
seconds to save matters written on Note-sheet.
2. Never send the file immediately after writing Note-sheet. May be your notes not get
sent to receiver.

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3. You may widen the Note-sheet to full page. There is a Blue icon in right mid portion
of boundary of Note-sheet container of e-Office for this purpose.
4. It is better to keep a floating Note-sheet on right side through Quick view for those
earlier written. Then, write your Note-sheet on left side through add Green Note.
e. TIPS ON USE OF CREATING DESIGNATED FOLDERS IN INBOX[INDEX]
1. Many Files will be seen in INBOX. If there are hundreds of them, it is difficult to
search them.
2. Just similar to our management of physical files, we paste a remarks on the rack to
designate separate area for each type of file. We may create New Folder inside inbox
and rename it. Thereafter, we can send the files to these marked folders.
f. TIPS ON SHARING OF EMAIL OF HQRS IN YOUR PERSONAL EMAIL[INDEX]
1. Open Official email.
2. Go to Preferences.
3. In the Left side, click SHARING
4. Click SHARE A FOLDER. A pop-up-window opens
5. Write your personal gov.in email id
6. In Role select “Manager” and Click OK.
7. Now, open your own gov.in email id. You will find an email in your inbox. Open it.
8. Accept sharing. In the Name field, Remove the spaces and special characters. It is
important.
9. Now, you are able to share the emails of Designated email in your personal inbox of
gov.in email.
g. TIPS FOR SENDING REQUEST FOR CREATING NEW WEBVPN ACCOUNT[INDEX]
1. Go to https://eforms.nic.in/Vpn_registration
2. Login through your own gov.in email id
3. Select Organization Co-ordinator mg.sherpa@gov.in
4. Enter 10.194.164.131 as Server IP Address
5. Enter https://e-Office2.cbic.gov.in as Application url
6. Enter 80,443 in destination port
7. Select server location as DDC Bhuvaneshwar
8. Then preview and submit. Request is sent and your VPN account will be created in
two days.
h. TIPS ON RECORDING PROGRESS OF WORK[INDEX]
1. Always keep record of work done and work-in-progress in a separate file in Excel
sheet in local computer.
2. You may miss finality of a letter, if not tracked. There are many steps like
a. Browse & diarise
b. Noting
c. Letter drafting
d. Sent to Approving officer
e. Dispatch
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f. Handing over to postman

3. Always keep track of a file sent to senior officers by use of button “MOVEMENT”.
4. Always see that there is no icon seen near filename. Any icon will give you hint of
work pending.
5. Have a good practice of closing or parking a File.
i. TIPS ON CASE IF UNSIGNED COPY APPROVED & DSC NOT AVAILABLE[INDEX]

Sometimes, a letter is approved by the approving authority by mistake, but it is not to be

sent to the recipient. It may be one of the reasons. The e-Office platform regularly shows
an icon of Green colour indicating that there is a letter, which needs to be approved and
dispatched. But, actually, work as on date is completed. So, this Green icon creates
confusion. If we want to get rid of this icon, we can follow following steps.

1. Click Draft >> View Draft

2. Carefully Examine that the although the draft is approved, but it is not to be sent,
because it is unsigned.
3. Click Edit at the bottom out of the three buttons at Bottom (a)Dispatch by self (b)
Dispatch by CRU and (c) Edit
4. Since, the draft is already approved, we can not make any change in Draft.
5. Now e-Office software allows editing in Meta-data.
6. Delete data in all fields of meta-data. Field containing email of recipient must be
deleted. In Mandatory fields, enter the words “Unsigned copy Approved” in Name
field and “Not to be Sent” in Address field.
7. Click Save.
8. Dispatch by Self. Never Dispatch by CRU.
j. TIPS ON CASE IF NOTE-SHEET ONLY APPROVED & DSC NOT
AVAILABLE[INDEX]

Sometimes Letter is approved on Note-sheet by DC/ADC/PC. But, due to some reasons,

the letter is not signed. And draft letter is not approved.

1. The signing authority may write at the place of signature as “[Processed in e-Office,
hence signature not required]”
2. Then, the draft letter is approved and dispatched.
k. Directive of DGPM regarding use of e-sign[INDEX]

Role of e-sign can be given by EMD Manager. E-sign uses Aadhar authentication.

1. E-sign bears expense for every signature. Hence, it shall be minimally used.
2. Never use e-sign in Note-sheet.
l. Directive of DGPM regarding use of Pull-up Option[INDEX]

Any senior officer can pull-up a file from any junior officer, if nothing is written by
junior officer on the Note-sheet and junior officer is not working on the file.

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1. In normal conditions, “Pull-up” option shall be avoided.

2. Pull-up may be resorted to, if the junior officer
a. is on Leave or
b. is not accessible due to internet connectivity or
c. has expired.

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Lesson 32: Transfer Procedure for EMD Managers [INDEX]

Following are the detailed steps to be covered for an Employee, if transferred within same
Global Unit. In case of transfer from other Global Unit, the employee is to be de-activated at
the Old Global Unit and all Steps to be completed at new Global Unit as a fresh Employee.

Requirements:
(a) Transfer & Posting Order in pdf format
(b) PFMS Code
(c) Email id
(d) Date of Birth
(e) Date of Initial Joining
(f) Date of Relieving from Old Place of Posting AND Relieving Document in pdf format
(g) Date of Joining at New Place of Posting AND Joining Document in pdf format

Step 1: Prepare EMD Sheet in prescribed Format on the basis of above Data.

Step 2: Remove Existing Post Assignment

Step 3: Transfer Receipts and Files to Another officer (It may be done later also)

Step 4: Filling Data in “Initiate Transfer” in Employee Master Details

Step 5: Filling Data in “Transferred Joining Inbox”

Step 6: Filling data in “Post Assignment”

Step 7: Filling Data in “Role Assignment”

Step 1: Prepare EMD Sheet in prescribed Format

1(a). Mark outgoing Officer in Red font in EMD Sheet.

1(b). Copy the above Row at new place of posting in a new Row. Mark it in Green font.
1(c). Make necessary changes at new place of posting for all columns.
1(d). Complete all Steps below from Step 2 to Step 7. Then Delete row marked in Red Font.
Change the row in Green font to Black font.

Step 2: Remove Existing Post Assignment

2(a). Go to Employee Master Details → Employee → Post Assignment.

2(b). Remove the check-box to deactivate the Post assignment.

Step 3: Transfer Receipts and Files to Another officer

3(a). Go to File Management System → Settings → Transfer.

3(b). Enter Outgoing Employee OU Code, Select Receipts and Click “Search”.
3(c). Enter Incoming Employee OU Code, Select Check-box for Receipts and Click
“Transfer”.
3(d). Upload Transfer Order, Enter Remarks And Click “OK” in pop-up window.
3(e). Enter Outgoing Employee OU Code, Select Files and Click “Search”.
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3(f). Enter Incoming Employee OU Code, Select Check-box for Files and Click “Transfer”.
3(g). Upload Transfer Order, Enter Remarks And Click “OK” in pop-up window.

Step 4: Filling Data in “Initiate Transfer” in Employee Master Details

4(a). Go to Employee Master Details → Initiate Transfer

4(b). Search for Employee and then Click “Initiate”
4(c). Fill Transfer & Posting Order date, Order number and Upload document in pdf.
4(d). Fill From and To Details and Click “Initiate”. “Successful” message comes.
4(e). Go to Inbox and Relieve the Employee.

Step 5: Filling Data in “Transferred Joining Inbox”

5(a). Go to Employee Master Details → “Transferred Joining Inbox”

5(b). Click “Edit” icon against the Employee.
5(c). Select Designation and Fill Joining Details of the Transferred Employee.
5(d). Upload Joining document of the Employee and Click “Joining Confirm”.

Step 6: Filling data in “Post Assignment”

6(a). Go to Employee Master Details → Employee → Post Assignment

6(b). Fill all the details of Post mapping as per EMD Sheet.
6(c). Fill all the details of Post Hierarchy as per EMD Sheet.
6(d). Click “Submit”.

Step 7: Filling Data in “Role Allocation”

7(a). Go to “Admin Role”. This link is in left of Logout button at Home page.
7(b). Assign all the Roles to the Officer.

In case, additional charge is required to be allotted to an Officer, following additional

Steps need to be covered:

Step 8: Allocation of additional Charge

8(a). Go to Employee Master Details → Employee → Post Assignment

8(b). Search Employee and Click “+” at extreme Right
8(c). Complete the process of Post Assignment and Role Allocation for additional charge.
8(d). Ensure to tick check-box for Primary charge only.

THE END

Akhilesh Kumar, Superintendent (Tech), Ranchi [9973822622:akhilesh.kumar.cgst@gov.in] Last Updated on 27/6/2021