eOffice (eFile) User_Manual_Ver_7.0.pdf
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Table of Contents
Diarisation of DAK/Letter ................................................................................................................................. 8 Created Receipt List ......................................................................................................................................... 11 Receipt Inbox................................................................................................................................................... 14 Sub-Folders under Inbox................................................................................................................................... 18
Create Sub-Folders........................................................................................................................................ 18 Moving Receipt between the Folders.............................................................................................................. 19 Sub-Folder Management ............................................................................................................................... 19
Edit Receipt (P/E) Details ................................................................................................................................ 22 Receipt Details................................................................................................................................................. 24 Steps to view Receipt Details:..................................................................................................................... 24 Put a Receipt inside a File................................................................................................................................. 27 Convert Receipt................................................................................................................................................ 31 Receipt Attachments......................................................................................................................................... 33 Attaching Files/Receipts with Receipt ........................................................................................................... 33 Detaching Files/Receipts from Receipt .......................................................................................................... 37 Attach with another Receipt .......................................................................................................................... 39 Draft Communication....................................................................................................................................... 41 Creating a Draft ............................................................................................................................................ 41 List of Drafts................................................................................................................................................. 46 Editing Draft in an Electronic Receipt............................................................................................................ 49 Add/Edit Recipient....................................................................................................................................... 53 Approving Draft............................................................................................................................................ 62 Signing Draft ................................................................................................................................................ 63 Dispatch from Receipt ...................................................................................................................................... 78 Electronic Receipts........................................................................................................................................ 78 Physical Receipts .......................................................................................................................................... 81 Send Receipt .................................................................................................................................................... 86 Receipt Sent List ........................................................................................................................................... 89 Receipt Pull Back ............................................................................................................................................. 92 Receipt Pull up................................................................................................................................................. 95
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Initiate Action (P/E)......................................................................................................................................... 97
Initiate Action............................................................................................................................................... 97 Add Comments to Initiated Action ................................................................................................................ 98 Review / Initiated Action Details .................................................................................................................. 99 Closing Initiated Action ...............................................................................................................................100
Closing of Receipts..........................................................................................................................................101 List of Closed Receipts.................................................................................................................................103 Closed (By Me) –......................................................................................................................................103 By Others (Hierarchy) – ............................................................................................................................104 By Others (All) .........................................................................................................................................104 Closed Receipt History:................................................................................................................................105 Re-opening of Receipts ....................................................................................................................................106 Generate Acknowledgement ............................................................................................................................107 Generate Acknowledgement.........................................................................................................................107 Acknowledgement Created List ....................................................................................................................110 Edit Acknowledgement ................................................................................................................................111 Signing Acknowledgement ...........................................................................................................................114 Send Acknowledgement...............................................................................................................................115 Consolidated View of Receipt ..........................................................................................................................118 Consolidated Receipt Inbox..........................................................................................................................118 Consolidated Receipt Created List ................................................................................................................119 Consolidated Receipt Sent List .....................................................................................................................120 Print/Download Receipt..................................................................................................................................121 Advance Search for Receipt .............................................................................................................................123 Actions Allowed on Searched Receipt .......................................................................................................125 Create a new File.............................................................................................................................................127 Created File List ..........................................................................................................................................128 File Inbox .......................................................................................................................................................131 Move File to Folder of Inbox........................................................................................................................134 Electronic File Inner Page ............................................................................................................................135 Actions on File Inner Page........................................................................................................................135 Physical File Inner Page ...............................................................................................................................138
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Actions on File Inner Page........................................................................................................................139
Add Correspondence in File.............................................................................................................................141 Add Correspondence in Electronic File .........................................................................................................141 Add Correspondence in Physical File............................................................................................................145
Add Noting.....................................................................................................................................................149 Add Green Note ..........................................................................................................................................149 Edit Saved Green Noting ..........................................................................................................................151 Discard Saved Green Noting.....................................................................................................................151 Add Yellow Noting......................................................................................................................................152 Edit Saved Yellow Noting.........................................................................................................................154 Confirm Saved Yellow Noting ..................................................................................................................154 Discard Saved Yellow Noting ...................................................................................................................155 View version of Yellow Note.....................................................................................................................156 Refer a Correspondence in a Green/Yellow Note..........................................................................................157 Refer a Previous Note in a Green/Yellow Note.............................................................................................158 Edit File Details ..............................................................................................................................................160 File Attachments.............................................................................................................................................162 Attaching Files with main file .......................................................................................................................162 Attaching Receipt with Main File .................................................................................................................164 Detach already attached Files .......................................................................................................................166 Detach already attached Receipts..................................................................................................................168 Attach with another File...............................................................................................................................169 Link File .........................................................................................................................................................171 Link Files with Main File .............................................................................................................................171 Delink Linked Files......................................................................................................................................172 Referred in Files...........................................................................................................................................174 Upload Local Reference...................................................................................................................................176 Merge Physical Files........................................................................................................................................178 Merge Files..................................................................................................................................................178 Demerge already Merged Files .....................................................................................................................180 Merge with another File ...............................................................................................................................181 Park Files........................................................................................................................................................183
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Parked Files.................................................................................................................................................184
View File Details.............................................................................................................................................186 Create Draft (DFA) in an Electronic File ..........................................................................................................191 Create a New Fresh Draft.............................................................................................................................191 Create a Reply Draft ....................................................................................................................................192 Create a Reminder Draft ..............................................................................................................................193 View Draft List................................................................................................................................................196 Show Version...............................................................................................................................................197 Delete Draft.................................................................................................................................................198 Edit Draft (DFA).............................................................................................................................................200 Add Recipient in Draft.....................................................................................................................................202 Approve Draft (DFA)......................................................................................................................................203 Signing a Draft ................................................................................................................................................203 Dispatch from File...........................................................................................................................................203 Electronic File..............................................................................................................................................203 Physical File ................................................................................................................................................203 Send Files .......................................................................................................................................................204 Send file with eSign......................................................................................................................................206 Send file with DSC (Digital Signing Certificate).............................................................................................207 Sending File to External eOffice Instance ......................................................................................................208 File Sent List................................................................................................................................................210 File Pull Back..................................................................................................................................................213 Create Part File ...............................................................................................................................................216 Create Volume File..........................................................................................................................................220 Closing of File .................................................................................................................................................224 Direct Closing of File ...................................................................................................................................224 Send File for Closing Approval.....................................................................................................................225 Bulk Closing of File......................................................................................................................................226 Submitted Files for Closing Approval............................................................................................................228 List of Closed Files.......................................................................................................................................229 Closed (By Me): .......................................................................................................................................230 By Others (Hierarchy) – ............................................................................................................................230
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By Others (All) .........................................................................................................................................231
Closed File History: .....................................................................................................................................232 Reopening of File ............................................................................................................................................233 Submitted Files for Reopening Approval.......................................................................................................235 Approval request .............................................................................................................................................237 Pull Up File.....................................................................................................................................................239 Initiate Action on File......................................................................................................................................241 Initiate Action..............................................................................................................................................241 View and Add Comments to Initiated Action ................................................................................................244 Closing Initiated Action ...............................................................................................................................246 Convert File from Physical to Electronic...........................................................................................................248 File Conversion Draft List ............................................................................................................................249 File Conversion Completed List....................................................................................................................250 Consolidated View of File................................................................................................................................252 Consolidated File Inbox ...............................................................................................................................252 Consolidated File Created List......................................................................................................................253 Consolidated File Sent List...........................................................................................................................254 Print/Download File .......................................................................................................................................255 Advance Search for File...................................................................................................................................257 Actions Allowed on Searched Receipt .......................................................................................................259 File Migration .................................................................................................................................................261 Create New Migrated File ............................................................................................................................261 List of Files Created for Migration ................................................................................................................263 Actions on Migrated Noting .........................................................................................................................264 Actions on Migrated Correspondence ...........................................................................................................265 Actions on Migrated References ...................................................................................................................267 Edit Migrated File........................................................................................................................................268 Finalize Migration .......................................................................................................................................268 Assigning Folder Permission for Migration of Files........................................................................................269 Received Letters..............................................................................................................................................271 Intra eOffice.................................................................................................................................................271 List of Received Letters from Intra eOffice:................................................................................................271
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Diarise Received Letter.............................................................................................................................272
Inter eOffice.................................................................................................................................................274 List of Received Letters from Inter eOffice:................................................................................................274 Diarise Received Letter.............................................................................................................................275
Email ..........................................................................................................................................................276 List of Email moved for Receipt Diarisation: .............................................................................................276 Diarise Email ...........................................................................................................................................277
Dispatch (Officer)............................................................................................................................................278 Dispatched Acknowledgement......................................................................................................................278 Dispatched Issue ..........................................................................................................................................285
Advance Search for Issue .................................................................................................................................295 Actions Allowed on Searched Receipt .......................................................................................................296 Dispatch (CRU) ..............................................................................................................................................297 Inbox...........................................................................................................................................................297 Returned......................................................................................................................................................302 Dispatched...................................................................................................................................................305 Notifications ...................................................................................................................................................309 Dispatch Followups .....................................................................................................................................309 DSC Registration ............................................................................................................................................311 Register DSC ...............................................................................................................................................311 Activate/Deactivate Registered DSC ............................................................................................................312 Settings...........................................................................................................................................................313 Transfer.......................................................................................................................................................313 Address Book...............................................................................................................................................316 Preferences ..................................................................................................................................................321 Section Assignment......................................................................................................................................324 User Group..................................................................................................................................................326 Inter Instance Registration............................................................................................................................328 Search Privilege ...........................................................................................................................................331 Setting Search Privilege For Instance .........................................................................................................332 Setting Search Privilege for User................................................................................................................333 Quick Noting...............................................................................................................................................335
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Annexure-I......................................................................................................................................................337
Guidelines for Scanning Document...............................................................................................................337
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Receipt
Once a DAK/Letter is Diarised and a unique receipt/diary number is allotted then it becomes Receipt. Diarisation of DAK/Letter
Browse and Diarise sub module of Receipt is used to generate Receipt, which can be either physical or electronic in nature.
∙ Physical: The unique number for the DAK/Letter is generated by the system, and further processing of the receipt can either be physical (manual) or electronic in nature.
∙ Electronic: The unique number for the DAK/Letter is generated by the system, and further processing of the receipt is always electronic in nature.
| Important Points: ✔ Uploading of scanned document of „DAK/Letter‟ is mandatory for Electronic diarisation and optional for Physical diarisation. ✔ DAK/Letter must be scanned as a single PDF (preferably a searchable PDF).For scanning the DAK/ letter refer to Annexure-I (Guidelines for Scanning). |
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STEPS TO FOLLOW:
1. Click Physical/Electronic link under Browse & Diarize sub-module or Click Physical/Electronic under Create link in Quick Access Menu bar for Receipt (Figure 1).
Figure 1
2. Click Upload button. The File Upload dialog box appears. Select the desired scanned PDF document (up to 20 MB) and click Openbutton (Figure 2).
Figure 2
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3. Once the scanned DAK/Letter is uploaded, enter the required metadata ( Diary Details, Contact Details and Subject Category):
Figure 3
4. Click Generate or Generate & Copy or Generate & Send to generate new electronic receipt with a unique Receipt No. (Figure 4).
Figure 4
Note:
▪ All the mandatory fields are marked with Red asterisk (*).
▪ User can choose one of the fields marked with Orange asterisk (*).
▪ Personalize Acknowledgment: There is a provision to send acknowledgement to the sender who‟s DAK/ letter has been received in the organization (Refer Acknowledgment sub-module). ▪ Generate: Creates the receipt and saves it in ‘Created’ sub module.
▪ Generate & Send: Generates the Receipt No. and redirects to Receipt Send screen.
▪ Generate & Copy: (This feature is configurable): Generates the Receipt Number and redirects the user to diary screen retaining the content (PDF) and metadata (Copying the pdf content is also configurable feature) of the receipt.
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Created Receipt List
The Created sub module displays the list of all generated Receipts (both Electronic and Physical in nature) that are not yet Marked/Send.
To view list of receipts created, Click Created sub module of Receipt module as shown in Figure 5. Figure 5
Description:
∙ The Created list of receipts displays information such as, Nature of Receipt (E/P), Computer No., Receipt No., Subject, Subject Category, Created On and Enclosure/Remarks (Figure 6).
Figure 6
∙ The list of receipts can be sorted on the basis of Computer No. and Created On by clicking on column heads.
∙ The list of receipts can be filtered on the basis of Nature, Subject Category, Reference (VIP) and Creation Date range by clicking Filter Icon in menu bar.
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Figure 7
∙ The receipts can be searched using Module Search on the basis of Computer No., Receipt No., Subject and Remarks, by entering at least 3 characters.
∙ In addition to above, the Created Receipt list of Self, Section User(s) and User under individual post hierarchy can be viewed through Receipt View. (Figure 8)
Figure 8
Note:
▪ Receipt View will display list of created receipts in Section and Hierarchy and no action will be allowed on them except ‘Pull up’
▪ Receipt is to be pulled up, to view its inner page and take other actions.
∙ Also, using context menu (mouse right click on receipt no.) created receipts can be opened in same or Different Tab of browser and also, can be send further.(Figure 8)
∙ The Attachment Icon next to Receipt no. is visible in case some other Files and/or Receipts are attached with it and further can be clicked to see attached details.
∙ The following actions that can be performed on the list of Created receipts:
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▪ Send
▪ Put in a File
▪ Copy
▪ Generate Acknowledgement
▪ Close
∙ Details of receipt such as diarized letter and other information can be viewed on receipt inner page by clicking on the Receipt No.
∙ Some additional actions that can be taken from receipt inner page are as follows –
▪ Edit
▪ Attach
▪ Draft (For Electronic Receipt only)
▪ Dispatch (For Physical Receipt only)
▪ Convert (For Physical Receipt only)
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Receipt Inbox
The Receipt Inbox sub module displays list of all the incoming receipts that have been marked to the logged in user for further necessary action. The receipts in Inbox are in active state pending for necessary disposal.
To view list of receipts received, Click Inbox sub module of Receipt module or Click Inbox link of Receipt Quick Access menu bar. (Figure 9):
Figure 9
Description:
∙ The Inbox View can be switched from Advanced (Row based) to Normal (Column Based) and vice versa by clicking on switch icon. (Figure 10)
Figure 10
Note:
▪ To configure the default view for Inbox List Refer Preferences sub module of Setting Module.
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∙ The Inbox list of receipts displays information such as, Nature of Receipt (E/P), Computer No., Receipt No., Subject, Sent By, Sent on, Read On, Due On and Remarks (Figure 11).
Figure 11
∙ List of Receipts can be sorted based on Computer No., Sent On, Due On and Read On. ∙ Legends and Color Code are used to differentiate various receipts in list.(Figure 11)
∙ Sent By user details (Name, Designation, Marking Abbreviation, Post, Section, Department, Email and Instance) can be viewed by clicking on user‟s name.(Figure 12)
Figure 12
∙ The list of Receipts in the Inbox can be filtered by clicking on the Filter Icon in the menu bar on the basis of Nature, Read/Unread, Priority, Subject Category, Reference (VIP), Sent Date range, Due Date range and other Flags/Label such as Important, Due Date Elapsed and Action Initiated.(Figure 13)
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Figure 13
∙ Receipt can be searched using Module Search (Computer No., Receipt No., Subject, Sender and Sent By).(Figure 13)
∙ Using Context menu (on mouse right click) receipts in Inbox can be Received (Unreceived physical receipts only), Opened in Same or Different Tab of the browser and can be Send or Send Back.(Figure 13)
∙ List of receipts in Inbox of Self, Users in same Section/Office and Users under your individual post hierarchy can be viewed through Receipt view. (Figure 14)
Figure 14
Note:
▪ Receipt View will display Inbox list of users in Section and Hierarchy, no action will be allowed on them except ‘Pull up’
▪ Receipt is to be pulled up, to view its inner page and take other actions.
∙ The Attachment Icon next to Receipt no. is visible in case File(s)/Receipt(s) are attached with it and further can be clicked to see attached details.(Figure 15)
Figure 15
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∙ Details of receipt such as diarized letter and other information can be viewed on receipt inner page by clicking on the Receipt No.
∙ The un-received Physical receipt need to be received in order to take action on it (Figure 16).
Figure 16
∙ The following actions that can be performed on the list of INBOX receipts –
1. Receive (Applicable for un-received physical files only)
2. Put in a File
3. Move To (My Folders)
4. Send
5. Send Back
6. Copy
7. Close
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Sub-Folders under Inbox
The receipts in an Inbox can be organized by creating sub-folders under Inbox Sub module and moving these receipts into the created sub-folders. These sub-folders can be named by the user on the basis of the subject categories or various others level categorization as suitable.
Create Sub-Folders
This section describes the steps to create sub-folders under receipt Inbox.
STEPS TO FOLLOW:
1. Select Receipts from Inbox, to move to the new folder:
Figure 17
2. Click Move To🡪Create New Folder.
3. Enter Folder Name in the Create Folder Popup.
Figure 18
4. Click Save button to create new folder and move the selected receipt into it.
Note:
▪ It is required to select the receipt beforehand from the receipt Inbox to create a new folder. ▪ Selected Receipts will move to Inbox Sub Folder.
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Moving Receipt between the Folders
This section describes the process of moving receipts between the folders under receipts INBOX. STEPS TO FOLLOW:
1. Select Receipts from the Inbox or the Sub-Folder of Inbox from which you wish to move the receipt.
Figure 19
2. Click Move To in the menu bar, Click My Folders.
3. Choose the destination folder from dropdown list under My Folders. (Receipt will move to selected folder).
Sub-Folder Management
The Inbox sub-folder management primarily consists of following Actions –
∙ Rename – This is useful, in case the title name of the folder is to be corrected with spelling or a more suitable title.
∙ Delete – In cases where the sub-folder(s) are not required anymore, they can be deleted provided they are empty.
This section describes the steps to rename and delete a sub-folder.
1. Click Manage Folders sub menu under Move To menu in File/Receipt Inbox List page: Figure 20
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STEPS TO RENAME SUB-FOLDER NAME
2. Click Edit icon adjacent to Folder in List of Folders. Clicking Edit Icon will display Update Folder Pop up:
Figure 21
3. Update the Folder Name and click Save button to finalize changes:
Figure 22
STEPS TO DELETE SUB-FOLDER
2. Click Delete Icon adjacent to Folder in List of Folders on Manage Folders Page: Figure 23
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3. Click OK Button on the Confirmation Pop up to delete the folder:
Figure 24
Figure 25
Note:
▪ Folder to be deleted must be empty.
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Edit Receipt (P/E) Details
The editing of a receipt is to update some details/fields with additional or correct information only to make it more relevant.
This is useful when any employee has forwarded you the receipt only with little information available with them. It is important that existence of the receipts may be made more relevant with appropriate information to make their search easy and reports more meaningful.
| Important Points: ✔ Only main Receipts available in Inbox/Inbox Sub- Folder/Created list can be edited. ✔ CCs (copies of receipt) cannot be edited. Any changes in the main receipt will be reflected in CC receipt until Main or CC receipt put inside the file. ✔ The uploaded document can only be replaced for receipts in Created list only. ✔ Physical receipts in Inbox that need be edited must be in received state. |
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STEPS TO FOLLOW:
1. From the Inbox/Inbox Folder/Created List –
Click receipt number to open receipt, or Right click on receipt number to ‘Open’ in same or „Open in Tab‟ to open in different tab of the browser:
Figure 26
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2. Click ‘Edit’ menu as shown in Figure.27:
Figure 27
3. Make the necessary changes in the Diary Details, Contact Details, and Category& Subject of the receipt as shown in Figure 28:
Figure 28
4. Click ‘Save’ to save the changes or ‘Save and Send’ button to save the changes.
Note:
▪ User will be able to edit the meta-data (Except Delivery Mode, Diary Date and Enclosure (Configurable)) of main receipt in Inbox/Inbox Folders. (CC receipt should not be editable)
▪ User should be able to edit Delivery Mode, Enclosure and PDF for created main receipts.
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Receipt Details
The receipts details consist of all the information recorded when it was diarized into the system. These details are by far most important when it comes to knowing the history of the associated letter received and action done so far. Along with the uploaded scanned DAK of a receipt user is able to check receipt‟s information like it is Subject, Diary Date, Receipt No., list of Drafts prepared, List of letters Dispatched against it, Attached/Detached Receipts/Files, Closed History, Movement details, etc.
Steps to view Receipt Details:
1. Click a receipt number in Inbox/Inbox Sub-Folder/Created/Sent/Closed list as shown in Figure 29:
Figure 29
Note:
▪ Physical receipts should be in received state to view its details in Inbox/Inbox Folder.
Description:
1. Menu Bar – Various actions that can be taken on the receipt are available in the menu bar. These action buttons are as follows –
a) Receipt Home – Displays the receipt inner page with its details. Upon clicking on the receipt number, by default, Receipt Home is opened. It is useful when you are on some other screen (example, SEND screen) in a receipt, and wish to go back to receipt inner details page.
b) Movements –Displays the movement history of the receipt from one user to another with respective movement details such as its timestamp and remarks. The most recent movement is available at the top and the first movement at the bottom of the list.
c) Copy –Copies the pre-filled diary, contact and subject details to a new diary screen. This is useful to save effort in entering details when diarizing multiple „DAKs/Letters‟ from same the sender or on similar subject. With updating little information after using COPY (if required) a new receipt can be generated.
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Note:
▪ The feature to copy the uploaded scanned document is also available and is configuration based only. This will useful when same letter is required to be diarized multiple times but with different receipt/diary numbers. This approach varies from organization to organization.
Figure 30
d) Send – This option allows you to send receipt to multiple other users. Clicking on it re-directs to Receipt Send screen where a user may enter other user details in TO and CC (to mark copies) along with forwarding remarks, assigning due date, priority and setting e-mail – SMS alerts for the recipients and other people in previous movement for intimation.
e) Send Back –This option is useful in case user wishes to send back the receipt from whom it was received. The user details in To field of the send screen is pre-filed by clicking Send Back.
f) Put in a File – This option allows a user to put the opened/selected receipt into a file. User may put it in to an existing file lying with the user or create a new file for it.
g) Draft –This option allows a user to prepare a draft form of a communication to be issued against the receipt after it is approved and signed using the system.
h) Dispatch – This option is available only in case of physical receipts only to record the dispatch details against a receipt.
i) Edit –The editing of a receipt is to update some details/fields with additional or correct information only to make it more relevant.
j) Action Details – This option allows user to View and Record their comments on Initiated actions on receipt received with Initiated Action.
k) Attach – This option allows user to attach the Receipts and/or Files with receipt for reference or other purposes.
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l) Convert –This option is available in case of physical receipt only. It allows user to convert the physical receipt to electronic receipt.
m) Close –This option closes the receipt in case the action on it is complete or not required.
n) Print/Download –This option allows user to download receipt attached/detached file/receipt details, closed history, corresponding draft and dispatch details with their letters and attachments, movement history, initiated action details and etc., into PDF format.
2. Receipt Quick Details – Shares some quick information about the receipt opened, such as, a) Nature – Physical (P) or Electronic (E)
b) Computer number – The unique sequence number of the receipt assigned to it when created.
c) Receipt Number – The unique number of the receipt, in the format, sequence no./creation year/dealing_section_name
d) Main Subject Category – The main subject category under which it belongs, chosen at the time of diarisation and can be edited later.
3. DAK / Main Letter – The letter received by the organization which was originally diarized. In case of physical receipt, it may not be available, since it is not mandatory to upload its scanned copy for tracking purpose.
4. Basic Details – Displays the basic details of the receipt, such as, its sender‟s name and address, subject, enclosure details, delivery mode, receiving date, diary date, letter date, type of communication and etc.
5. History
a) Dispatch – Details of issue letters dispatched against a receipt, such as, its dispatch and issue number, subject, date, dispatch by user‟s name and delivery mode.
b) Attached/Detached – Details of file(s)/receipt(s) attached and detached such as their numbers, subject, action performed by user‟s name, date and time of action with remarks.
c) Closed – Details of the number of times the receipt was closed and re-opened by user‟s name on specific date and time with the action remarks.
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Put a Receipt inside a File
To record decisions on the note sheet against a receipt, it is necessary that the receipts may be put inside a file as correspondence. This section describes how to put up a receipt in a file.
| Important Points: ✔ Physical receipts can be put inside a physical file only. To put it inside an electronic file it needs to be converted. ✔ Electronic receipts can be put inside both Electronic/Physical file, if required. ✔ Receipts with Attached files/receipts are not allowed to be put in file. They are required to be detached first. |
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STEPS TO FOLLOW:
1. Select receipt (Figure 31) or Click open receipt, from receipt Inbox or Created list. Figure 31
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2. Click „Put in a File’ menu as shown in Figure 32:
Figure 32
To put the receipt in an existing file already available with you, continue with the following steps (Figure 33).
3. In the pop-up window, select or search the file from list displayed.
4. Provide mandatory Remarks.
5. Click Attach as shown in Figure 33:
Figure 33
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Or
To Put the receipt in a new file, continue with the following steps
3. Click Create File in Put in File pop-up window as shown in Figure 34:
Figure 34
4. Select Nature of File (Electronic/Physical) using radio button on File Cover page. (For Physical Receipt, Nature of file will be physical only).
5. Select Type of File (SFS/Non-SFS) using radio button on File Cover page.
6. For Non-SFS - Select the File-Heads from the available drop-down list under „File No‟. Or
For SFS - Enter desired file number in the File Number text box.
Figure 35
7. Enter the mandatory Subject Description.
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8. Provide other relevant details like Main Category, Sub Category, Remarks, Previous References, Later References and Language.
9. Click Create File To Put In.
10.Confirm on the action by clicking on Proceed option.
Figure 36
11.Provide mandatory Remarks to put receipt in a file and Click OK.
Figure 37
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Convert Receipt
This feature is required to convert physical Receipt to electronic receipt.
| Important Points: ✔ Physical receipts in Inbox/Inbox Folder/Created can be converted to Electronic Receipt. ✔ Physical Receipt in Inbox/Inbox Folder should be in received state. |
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STEPS TO FOLLOW:
1. Click opens a Receipt to view receipt inner page from Inbox/Inbox Sub-Folder/Created list. 2. Click Convert menu. (Receipt conversion page will open).
Figure 38
3. Upload Scanned DAK/Letter. (PDF format only)
4. Click Convert Action button.
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5. Enter mandatory Conversion Remark and Click OK to convert physical receipt into electronic as shown in Figure.39:
Figure 39
Note:
▪ Conversion of Receipt is required as physical receipt are not allowed to Put in an electronic File or Attach in an electronic File.
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Receipt Attachments
This feature is required to attach files and receipts, as required, with a receipt. In this case, the attached receipts and files are attached along with the main receipt in original and are moved along with it. This section describes the process of attaching a file or a receipt with a receipt.
| Important Points: ✔ Files and receipts to be attached and the receipt with which it has to be attached should be in active state i.e. in Inbox/Inbox Sub-Folder/Created. ✔ Files and receipts to be attached and the receipt with main receipt must be in standalone condition i.e. not attached with other File and Receipt. ✔ File/Receipt in Parked/Closed/Submitted files for Closing or Reopening Approval/Approval Request will not be available for attachment. ✔ Physical Files and Receipts to be attached must be in received state. ✔ Files and Receipts to be attached must be of same nature (Physical/Electronic) as of the main Receipt. ✔ Attached/Detached Tab under History in Receipt Inner page maintains the details (such as action performed by, date, remarks and etc.) of the attached/detached files and receipts. (Note: Attach/Detach history will not be maintained if attached Files/Receipts was detached without any movement of the main receipt) ✔ With every movement of the main receipt, the movement history of the attached files and receipts are updated with the attachment remarks until they are detached. |
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Attaching Files/Receipts with Receipt
STEPS TO FOLLOW:
1. Click opens a Receipt to view receipt inner page from Inbox/Inbox Sub-Folder/Created list as shown in Figure 40:
Figure 40
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To Attach Files
2. Click Attach in the menu bar, and then Click Attach File as shown in Figure 41: Figure 41
3. On the Attachment page, Click Attach File action Button as shown in Figure 42: Figure 42
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4. In a pop-up window, Files from user‟s Inbox/Inbox Sub-Folder/Created of the same nature are listed. Select the Files to attach as shown in Figure 43:
Figure 43
5. Enter mandatory Remarks and Click Attach to attach selected file.
To Attach Receipt(s)
2. Click Attach in the menu bar, and then Click Attach Receipt as shown in Figure 44: Figure 44
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3. On the Attachment page, Click Attach Receipt action button as shown in Figure 45: Figure 45
4. In a pop-up window, receipts from user‟s Inbox/Inbox Sub-Folder/Created of the same nature are listed. Select the receipts to attach as shown in Figure 46:
Figure 46
5. Enter mandatory Remarks and Click Attach to attach selected receipt.
Note:
▪ The attached files and receipts will no longer be present in the respective folder from which it is attached. Its location will change to the Attach section of the receipt it is attached with.
▪ Search results for such files and receipts will display its status and location as „Attached with‟ Receipt number of the receipt it is attached with.
▪ Attachment icon next to receipt number in Inbox/Inbox Sub-Folder/Created signifies that the receipt has attached file(s) and/or receipt(s).
▪ Attached files and receipts are available under the Attach option in menu bar.
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Detaching Files/Receipts from Receipt
This section describes the process of detaching of an already attached files/receipts from the main receipt. STEPS TO FOLLOW:
1. Click opens the Receipt from Inbox/Inbox Sub-Folder/Created.
Figure 47
To Detach File(s)
2. Under Attach action in the menu bar, click Attach File as shown in Figure.48: Figure 48
3. Select the File(s) to detach and Click Detach action button or Click Detach Icon against the attached File record in the list.
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4. Enter the mandatory Remarks in confirmation pop-up box.
5. Click OK button to detach selected files.
To Detach Receipts
2. Under Attach action in the menu bar, click Attach Receipt as shown in Figure.49: Figure 49
3. Select the Receipts to detach and Click Detach action button or Click Detach icon against the attached Receipt record in the list as shown in Figure.50:
Figure 50
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4. Enter the mandatory Remarks in confirmation pop-up box as shown in Figure.51:
Figure 51
5. Click OK button to detach selected files.
Note:
▪ Detached Files/Receipts will move to Receipt Inbox of the user if the main receipt is in movement after Attach action.
▪ Detached Receipts will move to its previous location it was attached from if the main receipt was not moved after the Attach action.
Attach with another Receipt
This section describes steps to detach and attach already attached files and receipts with another receipt, simultaneously.
STEPS TO FOLLOW:
1. Click open the Receipt from Inbox/Inbox Sub-Folder/Created.
Figure 52
To Detach Files and attach with another Receipt
2. Under Attach action in the menu bar, click Attach File.
3. Click Attach with Another icon adjacent to attached File record in the list. 4. Select the receipt with which you wish to attach it within the pop-up window.
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5. Enter the mandatory Remarks.
6. Click OK button to detach selected files.
To Detach Receipts and attach with another Receipt
1. Under Attach action in the menu bar, click Attach Receipt.
Figure 53
2. Click Attach with Another icon adjacent to attached Receipt record is the list.
3. Select the receipt with which you wish to attach it within the pop-up window.
4. Enter the mandatory Remarks.
5. Click OK button to detach selected files.
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Draft Communication
Any communication to be issued against a case or any official letter of the communication is first prepared as a draft letter which after numerous corrections (if required) is submitted for approval and then signed and dispatched. This section describes the process of creating a new draft (Draft Nature: New/Fresh, Reply, Reminder) against an electronic receipt.
Creating a Draft
| Important Points: ✔ Drafts can only be created for receipts in Created/Inbox/Inbox Sub-folders and are not attached with other files or receipts. |
|---|
STEPS TO FOLLOW:
1. Click open an ‘Electronic Receipt’ from Created/Inbox/Inbox folder list of receipts as shown in Figure .54:
Figure 54
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2. Click ‘Draft’ in the menu bar and then Click ‘Create New Draft’.
Figure 55
3. Prepare the draft content of the communication on the left side of the screen. The draft content can be prepared by -
a) Using Templates – Preparing content by choosing pre-defined templates i.e. the letter-heads with pre-defined format and content of specific nature.
b) Upload Letter - Preparing the letter on your system using word processor (like MS Word) and then uploading it into the system. (.doc/.docx extension file – Word format)
c) Prepare using online editor - Preparing content by typing and/or pasting from another document file.
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Figure 56
Note:
▪ The content prepared by uploading a document can only be edited by downloading it using Download option, then make changes in the downloaded document and re-uploading it. ▪ Content prepared using online text editor can be edited in the same window.
4. Insert Hash ‘#’ Tags wherever necessary.
Note:
▪ Hash ‘#’ tags are used to auto-insert the „Approving authority‟s‟ details in the content of the draft being prepared. These details include Approving authority‟s Name, Post, Approved date and etc. ▪ Hash ‘#’ Tags can only be added to the content built in templates used and with content prepared using online text editor.
5. Add annexure using ‘Attachment’ option, if required.
6. Check ‘Enable Multi Sign’ checkbox, if required.
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Figure 57
Note:
▪ ‘Enable Multi Sign’ allows multiple users to digitally sign on the same approved draft. ▪ ‘Ink Sign’ option is not available in case multi sign is enabled.
7. Fill in the „Draft details‟ on the right side of the screen. Drafts details include Draft Nature, Reply Type, Forms of Communication, Prefix, Language, Subject Category, Sub Category and Subject description.
Note:
▪ ‘Draft Nature’ – Choose -
New/Fresh – If the draft is being prepared as fresh communication being initiated.
Reply – If the draft is being prepared as a reply against the receipt.
Reminder – If the draft is being prepared as a reminder to the previously dispatched communications against the receipt.
▪ „Draft Nature’ – „Reminder‟ only available if any Issue/Official communication has been already dispatched against the receipt.
▪ By default, „Reply‟ is selected as „Draft Nature‟. Upon selecting „New/Fresh‟ the „DAK/Letter’ sender details added as recipient details are removed.
8. Click Add/Edit Recipients to add recipients‟ details.
9. Click Save to save the draft.
Once the draft is saved, a unique number is generated and draft is added to the list of drafts in the receipt.
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Figure 58
Note:
▪ The state of the draft created remains to be ‘DFA’ (Draft for Approval) until it is approved. ▪ After creating the draft, a draft number is generated of following format – DFA/<sequence Number> where, DFA stands for Draft for Approval. And a running sequence number is allotted to it.
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List of Drafts
It shows the list of already created drafts attached with the receipts which are created but not yet dispatched. This section describes the steps to view the list of drafts created.
STEPS TO FOLLOW:
1. Click opens an Electronic Receipt from Created/Inbox/Inbox Sub-Folder list of Receipts. Figure 59
2. Click Draft in the menu bar and then Click View Draft.
Figure 60
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The following details can be seen from the List of Drafts –
1. Draft Number – The number of the draft generated when it was created. The format of the number is - DFA/<sequence number>.
2. Subject – The subject of the draft defined in draft details when it was prepared. 3. Status – The status of the drafts defines the stage at which the draft is existing. The various statuses/stages can be defined as –
Pending Ink Sign
DFA
Draft pending for
approval
Approved
Draft which is approved
and no further changes
can be made to its
content.
Confirmation
Avaiable only in case
of Ink Sign feature
Signed
Approved draft which
is now Signed
4. Approved By – Name of the Approving authority who approved the DFA
5. Last updated on – The date on which it was last updated.
6. Action – A user can take following actions on the receipt, such as,
a) Versions – It displays all versions of a draft created so far.
b) Delete – This deletes the draft from the receipt‟s list of drafts.
Figure 61
Note:
▪ List of Drafts can be sorted based on „Last updated on‟
▪ List of Drafts can be traversed through by clicking next page number.
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Figure 62
Various cases of ‘Delete’ Draft Explained –
1. Delete Option under List of drafts (refer Figure 62)
a) Receipt without further movement (Single Version): Clicking on Delete Icon in draft list will remove the Draft and its version.
b) Receipt with further movement (Single Version): Clicking on Delete Icon in draft list will change the Draft and its Version Status to Deleted and the Draft No. and Version Link will become „Inactive‟.
c) Receipt without further movement (Multiple Version): This is the case, when the draft has more than one version and the last version is created by user and did not forward the receipt further. Clicking on „Delete‟ Icon in for such draft will remove the latest created version and change the Draft and its other Versions Status to Deleted and Draft No. and Version Link should become „Inactive‟.
d) Receipt with further movement (Multiple Version): This is the case, when the draft has more than one version and the last version was created by some other user. Clicking on „Delete Icon‟ in draft list will change the Draft and its Version Status to Deleted and Draft No. and Version Link will become „Inactive‟.
2. Delete Option under Versions List of Draft (refer Figure 59)
a) Receipt without further movement (Single Version): Clicking on Delete icon in version list of draft will remove version and draft associated with it.
b) Receipt without further movement (Multiple Version): Clicking on Delete icon in version list, will remove latest version (if created by self) of draft.
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Editing Draft in an Electronic Receipt
Draft in an Electronic Receipt can be edited till they get approved. Versions of Draft will be created to view the changes made by different users.
| Important Points: ✔ Only drafts which are unapproved and in state of DFA (Draft for Approval), can be edited. i.e. approved drafts cannot be edited/changed except the changes in recipient details or adding/removing a recipient. ✔ Draft content in the editor, Draft Details and Recipient Details get Auto Backed up if not saved by user. |
|---|
STEPS TO FOLLOW:
1. Click opens an Electronic Receipt from Created/Inbox/Inbox Sub-folder list of Receipts. Figure 63
2. Click Draft in the menu bar and then Click View Draft.
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Figure 64
3. Click the draft no. from the List of Drafts to open.
Figure 65
4. Click Edit Button.
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Figure 66
In case content is prepared using online text editor
5. Edit/Modify the content, as required.
(Option to type content, paste content and choose template is available)
Or
In case content is prepared using word processor (like MS Word) and uploaded
Click Download to download the original document, then make changes in the document and Click Upload to re-upload the edited document.
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Figure 67
6. Add or remove Attachment. (If required)
7. Check/Uncheck Enable Multi Sign checkbox. (If draft is required to be signed by multiple signing authority)
8. Edit Draft Details. (If required)
9. Click Remove or Edit action buttons to remove or edit the recipient‟s details. Or
Click Add Recipients to add or remove or edit recipient details.
10.Click Update to save the changes in the Draft.
Note:
▪ User will be able to edit and save draft metadata (excluding Draft nature, Receipt/Issue Number, Reply Type).
▪ Draft content, Draft Details and Recipient Details get Auto Saved if not saved by user. ▪ Text editor cannot be kept blank while editing an already saved draft.
▪ User will be able to remove or add attachment from Attachment list.
▪ New version of draft will be created subject to movement of File.
▪ User should be able view/edit any version of Draft until it is approved.
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Add/Edit Recipient
This section describes the steps to add, edit and remove the recipient details in the creation of draft. STEPS TO FOLLOW:
1. Click opens an Electronic Receipt from Created/Inbox/Inbox Sub-Folder list of Receipts. Figure 68
2. Click Draft in the menu bar and then Click View Draft.
Figure 69
3. Click the draft no. from the List of Drafts to open as shown in Figure 70:
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Figure 70
4. Click Edit as shown in Figure.71:
Figure 71
5. Click Add/Edit Recipient in Draft/Dispatch Page.
(Note: Already added recipient‟s details are already listed in right –panel of ‘+ Add/Edit Recipient’ pop-up window with option to remove and edit)
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Figure 72
6. Fill all available details of recipient (including mandatory fields).
(Note: Refer to section below the steps to know more details to add recipients under ‘Public’, ‘Intra eOffice’ and ‘Inter eOffice / Other Applications’.)
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Figure 73
7. Click Add.
8. Click Close button in right panel.
| Important Points: ✔ To add recipients under ‘Intra eOffice’ and ‘Inter eOffice instance’ are allowed only for electronic dispatch. ✔ Edit option to edit recipient details is available only for ‘Public’ recipients and not available for recipients added under ‘Intra eOffice’ and ‘Inter eOffice’ instance. ✔ ‘Remove’ option is available for all listed employees. |
|---|
There are three domains from which recipients can be added. Let us see them all one by one, a) Public (selected by default)
b) Intra eOffice
c) Inter eOffice / Other Applications
a) Public – This is the domain of people who are outside the organization for example citizens, people from other private organizations and officials of government bodies where eOffice to eOffice transactions are not taking place (also known as inter eOffice movement).The user details can be added under two tabs ‘User’ and ‘Groups’ –
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User
Under this tab, recipient can be added by choosing ‘New’ or ‘Existing’.
1. ‘New’ allow you to add user‟s details in the fields below such as name, address, contact and etc. and then to further add into recipient list by clicking on Add at the bottom.
Figure 74
2. ‘Existing’ allow adding users from the already maintained address books. There are four types of address books available ‘Self’, ‘Section’, ‘Department’ and ‘Instance’.
3. Choose the address book by clicking on the down arrow in the ‘Search Here’ box and then enter the recipient name in the search box.
Figure 75
4. Based on the characters of recipient name entered in the search box, suggestion list will appear. 5. Choose the appropriate recipient(s) and then Click Add.
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Groups
Under this tab, recipients can be added from already created groups.
1. In the first drop-down list, choose the type/scope of the address book group (‘Self’, ‘Section’, ‘Department’ and ‘Instance’) from which you wish to add recipient(s).
Figure 76
2. In the next drop-down, choose the name of the group from which you wish to add recipients. Figure 77
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3. The list of contacts already added in the group will be listed below, under ‘All Contacts under Group’ and select the recipients you wish to add as shown in Figure.78:
Figure 78
4. Click Add as shown in Figure.79:
Figure 79
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b) Intra eOffice– This is the domain of employees in user‟s own Ministry/Organization. This can be used to add recipients who are from one‟s own organization, for example, for issuing inter-office memo.
1. In the first drop-down menu, choose the name of the department, to which the intended employee/recipient belongs to.
Figure 80
2. Enter the recipient name in the search box.
3. Based on the characters of recipient name entered in the search box, suggestion list will appear. Choose the appropriate recipient(s) as shown in Figure.81:
Figure 81
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4. Click ‘Add’ (Figure.81).As a result recipients will be added as shown in Figure.82: Figure 82
c) Inter eOffice / Other Applications –This is the domain of employees in other Ministry/Organization. It can be used to add recipients who are from other ministries/organizations, for example, issue a Govt. Order to other government bodies.
1. In the first drop-down menu, choose the name of the ministry/organization, to which the intended employee/recipient belongs to.
2. Enter the recipient name in the search box.
3. Based on the characters of recipient name entered in the search box, suggestion list will appear. 4. Choose the appropriate recipient(s) and then Click ‘Add’ (Figure.82).
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Approving Draft
This section describes steps to approve a draft.
| Important Points: ✔ Draft content is not available for editing, once draft is approved. ✔ User will not be able to Check/Uncheck ‘Enable Multi Sign’ on approved Draft. ✔ Removal or Adding of attachment is not possible after approval. ✔ Only Recipient details can be edited after approval. (Except in case the draft was created by user of other ministry/organization) ✔ User must have necessary privileges (Role_Draft_Approver) for approving the draft. |
|---|
STEPS TO FOLLOW:
1. Click open a draft (DFA) from the ‘List of Drafts’ as shown in Figure.83:
Figure 83
2. Click Approve as shown in Figure.84:
Figure 84
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3. Click ‘Yes’ on approval confirmation pop-up box as shown in Figure.85:
Figure 85
As soon as the draft is approved, an Issue number is assigned to it. It is the composite value of – a) I – Denoting Issue
b) <Sequence number> – The continuous running sequence number from the series of dispatches c) <Year of Issue> – The year of dispatch
Hence, Final dispatch number will be - I/<sequence number>/<Year of Issue>Example – I/218/2020
In case a prefix was chosen, such as for Government Order (GO) form of communication, then the Issue number is called as the GO number (also used in #Document number). It is the composite value of –
<GO Prefix Code>–GO denoting government order and its prefix code, such as GO RT or GO Ms <Sequence Number>–The continuous running sequence number
<Year>–The year of creation
<Department> –The name of the department from which it is issued from. Hence, <GO Prefix Code>/<sequence number>/<Year>/<Department>For example, GO RT/25/2020/ADMIN DEPT
Note:
▪ After approving, the status of the DRAFT will change to „Approved‟.
Signing Draft
The use section describes the digital signing process of an approved draft.
Important Points:
✔ Only Approved drafts in the Drafts List can be digitally signed.
✔ Drafts along with receipts received from other Ministries and organizations cannot be digitally signed.
✔ Multi Sign – A draft can be signed multiple times if ‘Enable Multi Sign’ is checked. ✔ A draft enabled with Multi Sign feature cannot be Ink signed.
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DSC SIGN
This feature allows user to digitally sign an Approved Draft Using DSC Token.
| Important Points: ✔ JRE Version 1.8 or above appropriate as per OS must be installed in the client machine. ✔ DSC Signer Service must be installed in the client machine. ✔ User must have valid DSC certificates installed in the computer. ✔ User must be registered with DSC and DSC should be plugged in the client system. ✔ Compatible DSC installer should be present in computer. |
|---|
STEPS TO FOLLOW:
1. Click opens an Approved draft from the ‘List of Drafts’ as shown in Figure.86: Figure 86
2. Click ‘DSC Sign’ button as shown in Figure.87:
Figure 87
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To Sign at default location
3. Click ‘Default’ as shown in Figure.88:
Figure 88
4. Enter the PIN for DSC.
5. Click ‘OK’ to DSC sign the approved draft.
To Sign at the location of your choice
3. Click ‘Custom’ as shown in Figure.89:
Figure 89
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4. In the Custom Sign pop up window, select signing area by dragging left click using mouse pointer.
Figure 90
5. Click ‘Sign’ in Custom Sign pop-up window.
6. Enter PIN for DSC.
7. Click ‘OK’ to DSC sign the approved draft.
Note:
▪ Draft status should change to Signed.
▪ User shall be able to view Digital Signature(s) on signature panel of signed draft.
▪ Option of ‘Edit’ (Recipient Detail) and to ‘Dispatch’ will be available.
▪ DSC details (user‟s name, DSC token name, date and time stamp of signing) will be embossed on the Approved DFA content at the bottom left of the document or at desired location in case of custom sign.
eSign
This feature allows user to digitally sign Draft using eHastakshar/eSign (Aadhaar based using OTP or Fingerprint).
Important Points:
✔ eSign Web service should be up and running.
✔ Web service URL should available in eFile application configuration table.
✔ User should have Aadhaar authenticated mobile number (For OTP based eSign) listed in the EMD.
✔ User should have Biometric Device (For Fingerprint/IRIS based eSign) connected to system.
✔ License Agreement (Consent of Authentication) should be made between the Department and eSign Service provider to avail the eSign service.
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STEPS TO FOLLOW:
1. Click opens an Approved draft from the ‘List of Drafts’.
Figure 91
2. Click ‘eSign’ button.
Figure 92
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To Sign with OTP method at default location
3. Click ‘Default’ and choose option ‘with OTP’.
Figure 93
4. To proceed, read and agree to the ‘Consent for Authentication form’ and then you are redirected to the eSign service portal.
Figure 94
5. Enter your Aadhaar Number/Virtual ID and Click ‘Get OTP’.
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Figure 95
6. Enter the OTP received on the registered mobile number.
7. Click ‘Submit’ to eSign the approved draft.
To Sign with Fingerprint method at default location
3. Click ‘Default’ and choose option ‘with Fingerprint’.
Figure 96
4. To proceed, read and agree to the ‘Consent for Authentication form’ and then you are redirected to the eSign service portal.
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Figure 97
5. Enter your Aadhaar Number/Virtual ID and Click ‘Discover Biometric Device’. Figure 98
6. Select the Fingerprint scanner from the discovered connected device(s).
7. Click ‘Capture’ to capture the fingerprint.
8. Click ‘Submit’ after successfully capturing the fingerprint to eSign and Send.
To Sign with OTP method at location of your choice
3. Click ‘Custom’ and choose option ‘with OTP’.
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Figure 99
4. In the Custom Sign pop up window, select signing area by dragging left click using mouse pointer. Figure 100
5. Click ‘Sign’.
6. To proceed, read and agree to the ‘Consent for Authentication form’ and then you are redirected to the eSign service portal.
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Figure 101
7. Enter your Aadhaar Number/Virtual ID and Click ‘Get OTP’.
Figure 102
8. Enter the OTP received on the registered mobile number.
9. Click ‘Submit’ to eSign the approved draft.
To Sign with Fingerprint method at location of your choice
3. Click ‘Custom’ and choose option ‘with Fingerprint’.
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Figure 103
4. In the Custom Sign pop up window, select signing area by dragging left click using mouse pointer. Figure 104
5. Click ‘Sign’.
6. To proceed, Read and Agree to the ‘Consent for Authentication form’ and then you are redirected to the eSign service portal.
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Figure 105
7. Enter your Aadhaar Number/Virtual ID and Click ‘Discover Biometric Device’. Figure 106
8. Select the Fingerprint scanner from the discovered connected device(s).
9. Click ‘Capture’ to capture the fingerprint.
10.Click ‘Submit’ after successfully capturing the fingerprint to eSign and Send.
Note:
▪ Draft status should change to Signed.
▪ User shall be able to view Digital Signature(s) on signature panel of signed draft.
▪ Option of Edit (Recipient Detail) and Dispatch should be available.
▪ Signing details (user‟s name, date and time stamp of signing) should be embossed on the Approved DFA content at the bottom left of the document or at desired location in case of custom sign.
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Ink Sign
It is the process of maintaining a copy of physically signed draft letter and confirming it with its originally approved copy in the system.
IMPORTANT – Ink Sign copy of only those drafts can be maintained in the system which are not Multi Sign enabled.
STEPS TO FOLLOW:
1. Click opens an Approved draft from the ‘List of Drafts’.
Figure 107
2. Click ‘Ink Sign’ button and upload the physically signed copy (PDF format) of approved draft. (Note: The uploaded signed copy can be downloaded by clicking on „Signed Copy‟ link.)
Figure 108
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Figure 109
3. Click ‘Confirm/Discard Ink Sign’ option. The Approved Copy and uploaded Signed Copy will be displayed side by side in a popup window for comparison, with option to ‘Confirm’, ‘Discard‟ and ‘Close’.
Figure 110
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4. Click ‘Confirm’ in the Pop-up window to complete the physical signing of the draft (or discard to re-upload the correct signed document and then „Confirm‟.)
Figure 111
The ink signed copy of the approved draft is visible on the Left side and the approved copy can be seen by clicking on „Approved copy‟ link available below.
Figure 112
Note:
▪ After uploading the signed copy, the Draft status will change to
‘PENDING_INK_SIGN_CONFIRMATION’.
▪ After confirmation of uploaded signed Copy (Confirm Ink Sign) Draft status will change to ‘Signed‟ from ‘PENDING_INK_SIGN_CONFIRMATION’.
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Dispatch from Receipt
This feature allows User to Dispatch Signed Draft (Issue) letters through Self or CRU (Central Registering Unit) against an electronic receipt –
Electronic Receipts
STEPS TO FOLLOW:
1. Click the signed draft no. from the ‘List of Drafts’ required to dispatch.
Figure 113
2. Click‘Initiate Dispatch’ to initiate the Dispatch Process.
Figure 114
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3. Intended recipients are listed under ‘Recipient Details’. Click ‘Add Recipients’ to add more, if required.
Figure 115
4. In Recipient Details – Public, select Sent Through for each public recipient (Self or CRU). a) Self – Choose ‘SELF’, if the letter is to be dispatched through self.
b) CRU – Choose ‘CRU’, if letter is to be dispatched through Central Registry Unit. On Selecting CRU Popup will be displayed. Fill CRU details in popup –
∙ CRU Name – Name of the dispatch person in CRU through which letter is to be dispatched.
∙ Delivery Mode – Delivery mode via which letter is to be dispatched
∙ Remarks – Additional remarks for the dispatch person if any.
∙ Copy to All – Select checkbox to auto fill CRU details in all the Public Recipient, to whom letter is dispatching through is CRU.
Figure 116
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