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Amendment Logs

Date Version Description Author

May, 2016 User Manual eOffice Project Division

August, 2019 6.0 User Manual eOffice Project Division

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 Table of Contents
Introduction ................................................................................................................................................................... 5
Objective ........................................................................................................................................................................ 6
What Knowledge Management System Offers in eOffice? ........................................................................................ 7
Roles & Rights for a User Role ...................................................................................................................................... 8
User Created Document ................................................................................................................................................8
Change State Rights ......................................................................................................................................................8
Login ............................................................................................................................................................................... 9
Create ........................................................................................................................................................................... 12
Multiple Document .....................................................................................................................................................12
Document ...................................................................................................................................................................13
Folder .........................................................................................................................................................................15
Link .............................................................................................................................................................................16
Online Document ........................................................................................................................................................18
Viewing Right for the uploaded or saved Document/ Folders/ Link/ Online Document: ...................................... 20
No Change ..................................................................................................................................................................20
Submit for Publication/ Making Visible:.......................................................................................................................20
Search ........................................................................................................................................................................... 21
Advance Search...........................................................................................................................................................21
General User Module .................................................................................................................................................. 22
Home ..........................................................................................................................................................................22
Inbox...........................................................................................................................................................................23
All Recent ................................................................................................................................................................23
Shared.....................................................................................................................................................................23
Pending ...................................................................................................................................................................23
Subscribed ..............................................................................................................................................................23
Manage Subscription...............................................................................................................................................23
Published ................................................................................................................................................................23
Central Docs ................................................................................................................................................................. 24
My Docs........................................................................................................................................................................ 25
Managing Documents - Actions menu....................................................................................................................... 27
View Details ................................................................................................................................................................27

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 Share ..........................................................................................................................................................................28
Edit .............................................................................................................................................................................29
Delete .........................................................................................................................................................................30
Rename ......................................................................................................................................................................31
Cut/ Copy /Paste .........................................................................................................................................................32
Change state ...............................................................................................................................................................34
Subscribe ....................................................................................................................................................................35
Quit ............................................................................................................................................................................35
Contact Book ............................................................................................................................................................... 36
Add Contact ................................................................................................................................................................36
Add Group ..................................................................................................................................................................37
Add Contact in a Group ...............................................................................................................................................38

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Introduction
Knowledge Management System controls the life cycle of documents of an organization —i.e. how they are created,
reviewed, published, and used. Although the term "management" implies top -down control of information, an
effective knowledge management system should reflect the culture of the organization using it. The tools used for
knowledge management should be flexible, allowing to tightly controlling documents' life cycles should not just fits
organization culture and goals, but also letting to implement a more loosely structured system.
A well-designed knowledge management system promotes finding and sharing information easily. It organizes
content in a logical way, and makes easy standardize content creation and presentation across an organization. It
provides features at each stage of a document's life cycle, from template creation to document authoring,
reviewing, publishing, auditing, and ultimately archiving.

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Objective
Under Government bodies, large volume of documents of various categories are managed and circulated .These
documents can be Policies, Forms, Acts and Regulations, Circulars, Guidelines etc. In former scenario, these large
volumes of documents were maintained in hard copy and multiple copies were circulated among the various
departments. Maintaining such a large volume of data was troublesome and laborious; therefore after few years
these documents were either misplaced or trashed by the departments as there was no mean for keeping such
large information for prolong usage.

To address the above situations, KMS application of eOffice was shaped, which has a single repository of
documents from where all department/ministry users can access the information.
eOffice KMS enables users to create and manage electronic documents that can be viewed, searched and shared. It
is also capable of keeping track of the different versions of modified documents by different users (Tracking
history). It also contains a dynamic workflow to keep document in various stages.

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What Knowledge Management System Offers in eOffice?
With Knowledge Management System you can easily create, upload, share, and edit documents online.
Here are a few specific things you can do:
 Upload DOC, PDF, HTML or plain text documents, can create documents from scratch, and download them.
 Edit documents online simultaneously with anyone you choose, and invite others to view them.
 Can create documents using an advanced online editor.
 Can create links.
 Folder subscriptions for easy navigation.
 Centralized document repository with folder wise categorization.
 Can keep track of changes made to the document by whom and when. Also, users can roll back to any
version.
 Publish documents online to other users.
 Uploading of new images and videos and can edit, share with anyone.
 Manage subscriptions and sharing of docs.

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Roles & Rights for a User Role
User Created Document
All the privileges assigned to User depend upon the KMS Administrator. The privileges assigned to Users are:

a) Can Create Document/Folder/ Online Document/ Link in My Docs Folder.

b) Can View Document/Folder/ Online Document/ Link.
c) Can Edit/Modify a Document/Folder/Link.

Change State Rights

1. Private State (Default State)
2. Submit for Publication
3. No Change (Current State)
4. Reject (in case user have edit, review permission)
5. Retract (in case user have edit, review permission)

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Login
 Enter the Login ID & Password in the eOffice portal, click button as shown in Fig.1

Fig.1
 eOffice homepage is displayed on successful login.

 To open the Knowledge Management System, click the link mentioned in the left panel as highlighted in Fig.2:

Fig.2
 User is then redirected to the application, as shown in Fig.3

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 Fig.3
 Click the more icon, to switch to any other application, as shown in Fig.4:

Fig.4
 Click the User IconHome Page Settings link to change the Language and Preference Page, as shown in Fig.5:

Fig.5

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 The Manage Preference page appears, select the language and preferences and click button, as shown
in Fig.6 & Fig.7:

Fig.6

Fig.7
 After changing the language & preference, on successful login the selected preference page in selected language
will appears.

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Create
This module is used to create a Document, Online Documents, Link and Folders.
A user can create

 Multiple Document
 Document
 Folder
 Link
 Online Document

Let’s learn about these modules one by one:

Multiple Document
It is used to upload multiple documents.
The steps to upload multiple documents are mentioned below:

 Click on Create ( ) button to upload multiple documents.

 Click on Multiple Document option from the menu bar.

 Upload Multiple Document page appears, click on Choose Files ( ) button to upload the files
as shown in Fig.8:

Fig.8

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  Enter the Title, Description and other details for all the documents in the text fields and click on the Save
( ) button as shown in Fig.9:

Fig.9

Note:
a) “Title”, “Description” and “File upload” are mandatory fields and should not be left blank.
b) Files to be uploaded must be in .txt, .docx, .doc, .pdf, .jpeg, .gif, .xls, .xlsx, .ppt and zip format only.

Document
It is used to upload a document.
The steps to create a document are mentioned below:

 Click on Create ( ) button to create a Document.

 Click on Document option from the menu bar.

 Add Document Details page appears as shown in Fig.10:

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 Fig.10

 Enter the description in the text fields and click on Choose File ( ) button to upload the file
and click on the Save ( ) button to save details, as shown in Fig.11:

Fig.11

Note:
a) “Title”, “Description” and “File upload” are mandatory fields and should not be left blank.
b) Files to be uploaded must be in .txt, .docx, .doc, .pdf, .jpeg, .gif, .xls, .xlsx, .ppt and zip format only.

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Folder
It is used to create new folder.
The steps to create a Folder are mentioned below:

 Click on Create ( ) button to create a Folder.

 Click on Folder option from the menu bar.

 As a result, Add Folder Detail page appears as shown in Fig.12:

Fig.12

 Enter the Title and description in the given text field and click on Save ( ) button as shown in Fig.13:

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 Fig.13

Note:
“Title” & “Description” are mandatory field and can’t be left blank.

Link
It is used to create a new link.
The steps to create a Link are mentioned below:

 Click on Create ( ) button to create a Link.

 Click on Link button from menu bar.

 As a result, Add Link Details page appears as shown in Fig.14:

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 Fig.14

 Enter the Link details and click on Save ( ) button as shown in Fig.15:

Fig.15

Note:
“Title”, “Description” and “Link url” fields are mandatory fields and should not be left blank.

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Online Document
It is used to create an online document. It has a feature of online editor to set the font, color of the document
content alignments etc.
The steps to create an Online Document are mentioned below:

 Click on Create ( ) button to create an Online Document.

 Click on Online Document option from the menu bar.

 The Add Online Document Detail page appears as shown in Fig.16:

Fig.16

 Enter the description in the text fields and add the content of the Online Document and click on Save (
) button as shown in Fig.17:

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 Fig.17

Note:
a) On clicking on Other Details ( ) button a user can add more details to an online document, such as Media,
Image, Link etc.
b) User can format the content of the online document by the Online Editor.

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Viewing Right for the uploaded or saved Document/ Folders/ Link/
Online Document:
After uploading or saving a document, privileges are assigned to the Document/Folder/Link/ Online Document.
The Privileges or Viewing Rights for a Document/Folder/Link/ Online Document are as under:-

No Change
The document will remain in Default state or Private state and can only be view by the owner who has created the
document.

Note:
By Default, a Document/ Folder/ Link/ Online Document is in the “Private State” or “No Change” state unless a user
assigns a different privilege to the document.

Submit for Publication/ Making Visible:

When the document is submitted for publication the state changes to ‘pending’ and can edited and reviewed by
admin or reviewer. Once the admin published the document or make visible, then the document can be viewed by
the all users and is available on the notice board as well.

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Search
It is used to search any kind of Document/ Folder/ Online Document/ Link whether it is text file, doc file, pdf etc.

Note:
To access the Search, minimum of 3 characters are required.

Advance Search
It is used to search Document/ Folder/ Online Document/ Link using fields like Title, Type, Category, Description,
Language, Audience and Keywords etc. shown in Fig.18:

Fig.18

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General User Module
General User Module has five sections:
1. Home
2. Inbox
3. Central Docs
4. My Docs
5. Contact Book
Let’s learn about these sections one by one:

Home
Recent Document’s: It contains the 10 recent Documents/ Online Document/ Links created or modified by the logged
in user, those shared with the logged in user and are published by the admin, as shown in Fig.19:
Document since last login: It contains the document created since last login.
My Contact: Number of users added by the user in contact section.
My Group: Number of groups that are created by the user.

Fig.19

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Inbox
Different sections available under Inbox are shown in Fig.20:

Fig.20

Let’s learn these modules one by one.

All Recent
It contains the Document/ Online Document/ Files (inside Folder)/ Links that are created under ‘My Docs’ and
those which are in published or in visible states (within 30 days).

Note:
In All Recent section, a user can’t view created folder and can only view & access files created under a folder.

Shared
It contains the Documents/Online Documents/Folder or Links that are shared with and by the logged in user.

Pending
It contains the Documents/Online Documents/Links that are in pending status i.e. the documents which are not
published yet (pending state).

Subscribed
It contains the Subscribed Files of Folders and Subscribed Documents/Online Documents/ Links, so if any change
is done in those files user(s) can view them.

Manage Subscription
It is used to unsubscribe the subscribed Documents/Folders/ Online Documents/ Links.

Published
It contains the Documents/Folders/ Online Documents/ Links which are already published.

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Central Docs
It is a public library which contains the Documents/ Folders/ Links/ Online Documents that are created and are
published/ visible, shown in Fig.21.

Fig.21

Note:
Only Admin can create Document/Folder/Link/ Online Document in Central Docs.

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My Docs
It is a user personal library which contains all Documents/ Folders/ Links/ Online Documents created by the
logged in user, as shown in Fig.22:

Fig.22

The steps to create a Documents/Online Documents/Folder or Links in My Docs are mentioned below:

 Click on My Docs ( ) module and click on Create ( ) button.

 Create a Document/Online Document/Folder/Link from menu bar by clicking on respective option, shown
in Fig.23:

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 Fig.23

 As a result respective Detail page appears, enter the data in essential text fields and click on Save ( )
button.

 The document can be viewed under Home, All Recent and Under My Docs module.

Note:
My Doc library varies from user to user as it contains documents created by users through their personal Login.
The user can create documents inside any folder created under My Docs module and can also view the same by
clicking the folder/ sub-folders.

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Managing Documents - Actions menu
There are few options available under actions menu of Documents, Online Documents, Folders and Links which
help the user to perform various tasks on selected document. Various options available under Action menu are
shown in Fig.24:

Fig.24

View Details
It is used to view the details of document(s)/ Online Documents and to download the document. User can also
download the document directly by clicking the left click of mouse.

The steps to view and download document(s)/ Online Documents are as under:-

 Move the mouse cursor on the document/ Online Documents which needs to be view or download and
select right click from the mouse.

 Select the View Details ( ) option from the menu.

 The Document details page appears, click to download the attached document, as shown in Fig.25:

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 Fig.25

Share
It used to share the Documents/Online Documents/Folder/Links with other user(s).
The steps to share a Documents/Online Documents/Folder or Links are as under:-

 Move the mouse cursor on the document/link which needs to be shared and select right click from the
mouse.

 Select the Share ( ) option from the menu.

 The Share page appears; enter the User Name in the Search bar corresponding to Search User field.

 Click on the Add User ( ) button to add User/Group. All the added users can be viewed in Selected
User/ Groups List.

 A user can provide privileges to View/Edit/Review etc. to the added users.

 Click the Share ( ) button as a result the selected document gets shared with the selected group of
users with the assigned access rights, as shown in Fig.26:

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 Fig.26

Edit
It is used to edit the data of selected Document/ Folder/ Links/ Online Document depending upon the access
rights assigned and the requirements.
The steps to edit a Documents/Online Documents/Folder/ Links are as under:.

 Click on Edit ( ) button to edit Document/ Link/ Folder/ Online Document.

 The Edit page appears; edit the details as shown above in Fig.27:

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 Fig.27

 Click on Save ( ) button.

Delete
It is used to delete the document depending upon the access rights assigned.
The steps to edit a Documents/Online Documents/Folder or Links are as under

 Click on Delete ( ) button to delete document/Link/folder.

 A prompt box appears shown in Fig.28:

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 Fig.28

 Click on Ok ( ) button and the document /link/folder will be successfully deleted.

Rename
It is used to rename the Title of document/ Link/ Folder/ Online Document depending upon the access rights
assigned.
The steps to rename a Documents/Online Documents/Folder or Links are as under.

 Click on Rename ( ) tab to rename Document/ Link/ Folder/ Online Document.

 The rename title page appears as shown in Fig.29:

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 Fig.29

 Edit the detail in the text field and click on Save ( ) button.

Cut/ Copy /Paste

Cut/ copy means to move a section from one place to another. User can cut/ copy a Document/ Folder/ Link/
Online Document and can move to other Folder. Paste facilitates the user to embed a particular Document/Folder/
Link/ Online Document to a new location.
The steps to cut a Documents /Folder are as under

 Select Document/ Folder/ Link/ Online Document and Click on Cut ( ) button or Copy ( )
button to cut/ copy document/ Folder/ Link/ Online Document.

 As a result as message appears the Document/ Folder/ Link/ Online Document has been cut or copied as
shown in Fig.30 & Fig.31:

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 Fig.30

Fig.31

 Select Folder to where the Document/ Folder/ Link/ Online Document are required to shift.

 Click on Paste ( ) button, as a result message appears the Document/folder has been paste, as
shown in Fig.32:

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 Fig.32

Change state
It facilitates the user to change the current state of the document/link details according to the privileges assigned
to the user. E.g. submit for publication, reject, retract, etc.
The steps to change state of Document/Online Document/Folder/ Links are as under.

 Click on Change State ( ) button to change the state of Document/ Link/ Folder/ Online
Document.

 Change Viewing Rights for the Uploaded Document page, appears as shown in Fig.33:

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 Fig.33

 Change the state and click on Save ( ) button.

Subscribe
The term Subscribed facilitates the user to keep track on changes done on all the Documents/ Online Documents/
Folders/ Links that are subscribed by that respective user. A user can subscribe a document/Folder, so that
whenever any change is done, the user gets notification for the same.

Quit
To quit from the Actions menu.

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Contact Book
It is used to create new contact list and groups, so that it will be easier to categories the users while sharing any
Document/ Folder/ Link/ Online Document as shown below in Fig.34:

Fig.34

Note:
User can delete the contacts name from the “Contact List”, by clicking on the Delete All ( ) button.

Add Contact
The steps to add contacts are mentioned below:

 Click on Contact Group ( ) module.

 Enter the user name in search text bar and click on Add ( ) button as shown in Fig.35:

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 Fig.35

 The selected user will be added to Contact List.

Add Group
The steps to create a group are mentioned below:

 Click on Contact Book ( ) module.

 Click on Group ( ) tab, as a result the page appears as shown in Fig.36:

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 Fig.36

 Enter the group name in text field and click on Add New ( ) button.

Note:
The user can delete a group by selecting the check box corresponding to the group name, click on Delete All (
) button.

Add Contact in a Group

The steps to add contact name in a group are mentioned below:

 Click on Contact Book ( ) module.

 Click on Group ( ) tab.

 Select the group, enter the user name in search text bar and click on Add User ( ) button as shown
in Fig.37:

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 Fig.37

 The selected user will be added to the selected group.

Note:
The user can check contact names of a group by clicking on the group name; similarly, the details of a particular
user of a group can be seen by clicking on the respective user name.

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Created By
Rimandeep Kaur
Reviewed By
Navdeep Singh Nagi
Kush Singh
Approved By
Sankalp Aggarwal

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