eOffice FMS User Manual

What this document is

The eOffice FMS User Manual is an official guidance document for using the eOffice File Management System. It describes the workflow and features for managing receipts (letters and communications) and files inside the system, including electronic receipts, physical receipts, electronic files and physical files.

Who it affects

• Staff and users who work in eOffice FMS and need to process incoming and outgoing communications.
• Anyone interacting with an office that uses eOffice FMS may see references to actions described here, such as acknowledgements, dispatch, or receipt numbers, but the manual itself does not create or change property rights.

What it covers for receipts (letters and communications)

• Diarisation of DAK or letter.
• Receipt creation and tracking through:
  • Created Receipt List.
  • Receipt Inbox.
  • Sub folders under Inbox, including creating sub folders, moving receipts between folders, and sub folder management.
• Viewing and updating receipt information:
  • Edit Receipt (P or E) Details.
  • Receipt Details, including steps to view receipt details.
• Organising receipts:
  • Put a receipt inside a file.
  • Convert receipt.
  • Receipt attachments, including attaching files or receipts with a receipt, detaching files or receipts from a receipt, and attaching with another receipt.

Drafting, approval, signing and dispatch

• Draft communication, including creating a draft, list of drafts, editing draft in an electronic receipt, add or edit recipient, approving draft, and signing draft.
• Dispatch from receipt for electronic receipts and physical receipts.
• Send receipt, including receipt sent list.
• Receipt pull back and receipt pull up.

Actions, closure and acknowledgements

• Initiate Action (P or E), including adding comments, reviewing initiated action details, and closing initiated action.
• Closing of receipts, including lists of closed receipts (closed by me, by others in hierarchy, by others all) and closed receipt history.
• Re opening of receipts.
• Generate acknowledgement, including acknowledgement created list, edit acknowledgement, signing acknowledgement, and send acknowledgement.

File management features

• Consolidated view of receipt, including consolidated receipt inbox, created list and sent list.
• Print or download receipt.
• Advance search for receipt and actions allowed on searched receipt.
• Create a new file and created file list.
• File inbox and moving file to folder of inbox.
• Electronic file inner page and physical file inner page, including actions on file inner page.
• Add correspondence in file for electronic file and physical file.
• Add noting, including green note and yellow noting, editing, discarding, confirming, viewing versions, and referring correspondence or previous notes.
• Edit file details.
• File attachments, including attaching files with main file, attaching receipt with main file, detaching already attached files or receipts, and attaching with another file.
• Link file, including linking files with main file, delinking linked files, and referred in files.
• Upload local reference.
• Merge physical files.

What it does not do

• It does not state any land classification, planning permission, ownership, patta status, or registration requirement.
• It does not itself approve, reject, or regularise any property related request, it only explains how such communications are handled in eOffice FMS.