User Manual of Egov 11.0 Implementation of It Solution For RVNL D3799 Document Version / Details

Document Title: eGov 11.
0 User Manual
User Manual of eGov 11.0

Implementation of IT Solution for RVNL
D3799
Document Version / Details: <v 1.1/18-05-2018>
Record of Release
Version Created By Reviewed By Authorized By Release Modifications

No. Date Done
1.0 Shourya Mohan 13/10/201 NA
6
1.1 Ravi Mishra Gajendra Gopalakrishnan 13/10/201 NA
Rathore PS 6
Document Title: eGov 11.0 User Manual
Table of Contents
1. Preface .............................................................................................................................................4
1.1 Conventions ................................................................................................................................6
1.2 Mouse Conventions....................................................................................................................6
2. Working with e-Office Desktop....................................................................................................7
3. Accessing e-Office .........................................................................................................................7
4. Home Screen of eGov Office........................................................................................................8
5. DAK Movement & Tracking ......................................................................................................... 11
5.1. DAK Movement & Tracking ................................................................................................12
5.2. DAK Creation .......................................................................................................................13
5.3. DAK View ..............................................................................................................................15
5.4. DAK Filing .............................................................................................................................16
5.5. DAK Forwarding ..................................................................................................................21
5.6. DAK Tracking........................................................................................................................22
6. File Movement & Tracking ..........................................................................................................24
6.1 Archival of Files ...........................................................................................................................24
6.1.1 File Creation ............................................................................................................................24
6.1.1.1 Main File ...............................................................................................................................24
6.1.1.2 Part File ................................................................................................................................25
6.1.2 File Register .............................................................................................................................26
6.2 White Hall view of a file .............................................................................................................27
6.3 Search ............................................................................................................................................37
6.3.1 File Search ................................................................................................................................37
6.3.2 File Operations ........................................................................................................................39
6.3.3 Document Search ....................................................................................................................41
6.3.4 File Forwarding ........................................................................................................................42
6.3.5 File Tracking .............................................................................................................................42
6.3.6 Completing file movement workflow ..................................................................................43
7. Office Note Approval Process ....................................................................................................43
7.1 Office Note Creation ...................................................................................................................43
7.2 Office Note Approval workflow .................................................................................................44
7.3 Tracking Office Notes ..................................................................................................................47
7.4 Filing Office Notes .......................................................................................................................48
8. Calendar ........................................................................................................................................49
8.1 Month View ...................................................................................................................................49
8.2 Week View .....................................................................................................................................53
8.3 Day View ........................................................................................................................................54
8.4 Delete Event .................................................................................................................................55
9. Notification Center ......................................................................................................................56
10. Reports ...........................................................................................................................................57
10.1 Dashboard Report ....................................................................................................................57
10.2 eGov BAM Reports ...................................................................................................................58
10.3 Pending Report ........................................................................................................................58

10.4 Complete Report .....................................................................................................................60
10.5 All Cases Report.......................................................................................................................62
1. Preface
eGov Office is a comprehensive solution for government organizations to function efficiently

and effectively by ensuring that all the document and communication centric functions are
managed smartly while fully complying with Standard Operating Procedures (SOP). SOPs are
defined for government organizations and PSUs to carry out day-to-day operations. All
government agencies strictly follow these procedures with some modification as per their need.
Some of these critical procedures and activities include:
• Critical Communication (DAK) Movement and Tracking
• File Movement and Tracking
• Archival and Retrieval of Files / Documents
• Office Note Approval Process
eGov Office automates all these critical activities and ensures complete integrity and security
of documents. It is built over OmniDocs which is an Enterprise Document Management platform
for creating, capturing, managing, delivering and archiving large volume of documents.
OmniDocs provides highly scalable, unified repository for securely storing and managing
enterprise documents. The very basic operation of the system is accessing the documents /
files from the remote site and working on them, without archival and retrieval hassles. Further,
this it can be accessed from any part of the world, through eGov Office web interface.
The important features of eGov Office are as following:
DAK Movement & Tracking

EGov Office provides end-to-end solution for managing all types of correspondence (DAK) and
also gives real time status of each subject
• Consolidated screen for initiating / filing /forwarding DAK (DAK Registration)

• Inbuilt Inbox for receiving of DAK
• Forwarding DAK to single & multiple User/Departments
• Real Time Centralized tracking
• In-place response creation for DAK
• Electronic Profile support and Pre-created DAK profile
• Portal Integration to Access DAK from anywhere (For Senior Officials)
File Movement & Tracking
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Document Title: e-Office 11.0 User Manual
EGov Office completely automates File movement from creation to archival of files. All
decisions can be captured in the file itself and remain intact throughout the lifetime of the
file.
• Based on Whitehall concept
• Special file-viewer to create a similar electronic view of physical file with Notes
& Decision sheet on left and Image on Right side
• Options to initiate/forward a file in a flow even without scanning document
• List documents of the file and displays green notes of main file
• Note-Sheet view with support for paragraph and alignment and other formatting
facilities
• Facility of linking notes with a document
• Captures user details & time-stamp along with every note, Printing note sheet
etc
• Real time tracking of file in flow
• Complete Audit trail
Archival of Administrative Files
EGov Office offers efficient way of managing all types of file and documents by providing
simple & easy, yet powerful interfaces to search files. Files are categorized in following
types: Subject Files
• Subject Files are general administrative files which may have documents of
several types
• Facility to open / create new file
• Easy & Fast searching of Subject files through File Number & File Subject
• Filing System is defined based on the existing physical filing Methodology
• Easy File browsing through the file, using indexes on document inside the file
Office Note Creation & Approval
EGov Office has an inbuilt web based editor to create Office Notes and send in a workflow for
approval. All Noting / Commenting / Decisions are captured in the Note itself and are
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available in non-editable form for the Audit purpose.
• Create New Office Note document and save in a draft folder

• Route Note for approval
• Online Editing
• Support for writing & editing office note in Hindi
• Revision History Tracking
• Printing office note with track sheet
General Features
• Designed as per Standard Operating Procedures of Governments Offices

• Alarms & Reminders
• Alert through email whenever File / DAK is received in user’s inbox
• Documents can be sent as mail Attachments to anybody.
• Image Documents can be viewed using the IV Applet, which also supports
Document annotation, printing the current page, and defining sharing over
annotations.
• Password configurability is also possible.
1.1 Conventions
General conventions used in the software and this manual. These include the typographical
conventions for documentation and mouse conventions for the usage.
1.2 Mouse Conventions
a. Point means to position the mouse cursor until the tip of the cursor is on the screen
item being referred to.
b. Click means to press and then immediately release the mouse button without
moving the mouse.
c. Double-click means to press the button twice in quick succession and release
immediately without moving the mouse.
d. Drag and Drop means selecting an item, then moving it to the required location
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keeping the mouse button pressed and then releasing the button at the required
location.
2. Working with e-Office Desktop
e-Office provides an easy to use graphical user interface at the front end that supports
frequently used operations carried out in doing administrative works in Government / PSE’s. It
also supports file / document management and workflow operations from receiving a DAK,
forwarding a DAK, searching / tracking a DAK, creating / opening new files, searching file,
creating office notes, forwarding Office Note, forwarding & tracking files etc. It also provides
the tab view of the Newgen’ DMS platform i.e. OmniDocs that include document acquisition,
exhaustive document, and folder searches, easy document viewing, annotation support, and
image editing operations. It also provides information management, online form processing,
seamless content management, automatic data capture, version control etc.
3. Accessing e-Office
STEP 1:- Type the name of the path of Portal where the e-Office site is working in the address
bar of the browser. The Login screen of the Portal appears as below:-
Step 1
Step 2
Step 3
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Figure 3–1(Login Screen)
STEP 2:- Enter User Name and Password.

STEP 3:- Click the Sign In button.
Step 4
Figure 3–2(Portal Home Screen)

STEP 4:- Select the E-Office icon on the home screen of Portal. The home screen of E-office
module will be opened up in new tab.
4. Home Screen of eGov Office

After successful login, following screen appears
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Figure 4–1 (Home Screen)
This is the home screen of eGov Office consisting of following options:
• Dashboard: eGov comes with a new interface on the concept of dashboard where user
can have current information / status on files initiated by him/her or is of his/her
importance. User should have visibility in the tasks lined up for the day in the interface.
You can view dashboard again afterwards by clicking on “My Desk” heading present over
Inbox link.
• My Desk: It consists of links of frequently used operations such as
❖ Inbox: It is used to receive DAK, File and Office Note sent by the other user in the
workflow. Items can be viewed, forwarded or completed from Inbox.
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Figure 4–2 (Inbox)
❖ Sent Items: Similar to emails, when a user forward any Item (DAK, File, Note ) to
other user, after forwarding it remains in the sent item unless it is completed. This
also used for tracking the Item ( DAK or File or Note ) as it contain ‘With User’ and
With Department’ column which always display the name of the users holding that
DAK, File or Note (i.e. pending item can be tracked through ‘User’s sent Item).
Figure 4–3 (Sent Items)

❖ Unfiled DAK: It is used to attend new DAK that has come either after scanning or
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added from Hard disk (received through email, downloaded to hard disk then added
from there).
❖ Register DAK: It is used to register a new DAK.
❖ Office Note - Create New: It is used to create a new Office Note.
❖ Drafts: It is a draft folder, use to save the draft version of Office Note before
forwarding the note to other user
❖ Create File: This used to open / create a new file in the system.
❖ File Register: File Index is nothing but the File Register. It displays the list of all
general subject files present in the system. Only those files are displayed on which
logged in user has access rights.
❖ Search File: This is used to search general file with the File no and subject
❖ Search Document: This is used to search all general documents with the dataclass
on the document.
❖ Special files: This is used to search files based on special files type.
❖ Other Options: There are several other options like
❖ Chat: this is used to chat (i.e. send instant messages) to online as well as offline
users with a clear indication of which users are online and which users are offline.
❖ Reports: This is used to generate reports of different kinds. Reports generated
under this option are All Reports, Pending Report, Complete Report, Section wise
report, Dept wise, Number of people on leave, Pending files, Frequently used files
etc
❖ Logout: This is used to end session of current user.
5. DAK Movement & Tracking
DAK can be received either in physical form through normal mail service or in electronic form
through e-mail as an attachment. System has the functionalities to handle both type of DAK.
When DAK is received in physical form, it will be scanned and exported in eGov Office
directly from the scanning software. In eGov Office, these scanned DAK can be found by
clicking ‘Un-filed DAK’ link located on the ‘home screen’.
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5.1. DAK Movement & Tracking
Un-filed DAK shows list of all new DAKs which are neither filed nor forwarded to other user
for action. DAK will be displayed along with the following fields, captured during scanning /
indexing.
• DAK Name (system generated and can be configured)

• Modified Date
• Reference Number
• DAK Subject (Document Subject)
• Department
• Date On Document
• Receiving Date
• DAK Category
Note: - The fields except Department & reference are variable as it depends upon the fields
present in dataclass created & applied on DAK by user. There is a checkbox
provided with every DAK. We can select a particular DAK and perform operations.
These operations are listed in Doc Operations link.
• Properties: Properties of DAK are displayed. Properties include dataclass
properties, Index properties and General Properties.
• Move/Copy: To move this particular DAK from one folder to other. Also, to copy DAK to
another folder by selecting a destination folder
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• Delete: User can delete the document.

• Share: You can selectively share a document amongst the members of your
virtual team. You can select the user(s) and/or group(s) to whom you want to
give rights on this document. Consequently Read, Write, Change, Annotate or
Delete rights can be assigned to them. If you make this document as Inherited
then the user(s)/group(s) would inherit the rights on this document from its
Parent folder. If you make this document as Private, then no other member of
your Cabinet would be able to access this document.
• Download: User can download the document.
• Print: This is used if user wants to print the document.
• Links: If there are any documents linked to selected document. User can view
them by clicking on this operation
• Duplicate: This link is used if user wants to duplicate this document.
• Audit Log: This link is used to get Audit log.
• Alarms: To add alarms/reminders related to movement of this document.
• Forward: This link is used if user wants to forward this document as an
attachment in mail.
5.2. DAK Creation

Clicking on Register DAK will open Register DAK window where user have 2 options.
Browse the file: - To attach a document from your Hard Disk and add to user’s
Unfiled DAK folder. Also user has to enter relevant values in data class fields.
This data class will be automatically get attach to DAK document.
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Create paper profile: - User can create paper profile, by key-in Document
Name and indexing parameter. Once created, the user can “Upload to PP” to
import the document.
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5.3. DAK View

Clicking on the DAK will open it in a DAK View where it can be viewed, filed in a file or
forwarded to other user for some action as shown in below figure. Until filing or forward, DAK
remains in the Un-Filed folder.
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DAK information can be checked for the correctness, Annotation can be applied on the image
using the tool bar on image viewer, some short note / comment can be associated with the
DAK
5.4. DAK Filing

• It means filing or saving the DAK in some file in the eGov Office.
• When user clicks on File DAK link a screen is displayed which asks user to Create New
File OR File in an Existing File to select a file in which he wants to file this particular
DAK.
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• After selection of same, DAK gets filed.

• After successful filing, dialog box appears on screen asking user if he wants to view
DAK in Whitehall.
• Finally, user then clicks on Initiate to start workflow of this filed DAK
i) Once initiated, the user will select the Route Type as Flexible and key in the User
Name in the To: section and click over the desired option
ii) If DAK to be send to multiple users, then key-in the next user name and click over
the desired option to add more users as below:-
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iii) Select the Priority: as Very High, High, Medium & Low
iv) Key in the Reminder(s) in days and Escalation in days, if required.
v) Select the Attachment hyperlink to attach additional documents from Hard Disk
doc, System Doc(s), Draft(s), if required and finally click on Initiate.
vi) If the Route Type is Sequential then either click on Select Rule or create a New
Rule
• Select Rule
i) Click on the Rule Name: from the drop-down list.
ii) Select the rule by click on Select Rule command button.
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• Create New Rule

i) Key-in the Rule Name:
ii) Key-in the Rule Description:
vii) Click on Add User command button to select the user(s). The user can search the
users based on Department: & Designation: OR based on Group: and click on Done
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viii) Once done, the approver list will be saved and click Done to proceed further.
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ix) Once Done, the To: section will be non-editable and will follow a fixed approval
route as below:-
x) Select the Priority: as Very High, High, Medium & Low

xi) Key in the Reminder(s) in days and Escalation in days, if required.
xii) Select the Attachment hyperlink to attach additional documents from Hard Disk
doc, System Doc(s), Draft(s), if required and finally click on Initiate.
5.5. DAK Forwarding

• It means initiating a workflow with the DAK. Clicking on file containing DAK from inbox
will open up a screen which has option to forward the same to some other user.
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There are several options that can be performed. For example filed DAK can be Refer,
Forward or Completed
• User can also copy, move, link and print the same.
• When DAK is forwarded to a user, it is received in the inbox by the recipient
• If the DAK in Action Item is not needed to be forwarded to the next user then the
workflow has to be completed and DAK is filed in a file.
• To complete the Action Item, Open the Action Item from the Inbox
• Click on “Complete”
5.6. DAK Tracking

• DAK can be tracked though 'DAK Register' link from Home Screen DAK DAK
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• Register.
• If a user has the rights on DAK Folder and is able to create & Initiate DAK then that
user can check the status of the DAK which was initiated by user earlier.
• Click on the “DAK Register” link located on home Screen.
• DAK Register view will get opened
• “Action” filed shows the action performed by user on DAK i.e. whether it is initiated,
forwarded or completed by user.
• Also user can pick-up the DAK if not opened by the recipient.
• “To User” field always show the name of the user to whom DAK is initiated or
forwarded by this user.
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6. File Movement & Tracking
6.1 Archival of Files
EGov Office completely automates the operations related to physical files such as creation of
Main File or Part File in the system, adding comment / notes, moving file, searching etc.
This chapter discusses the following aspect of file archival:

• File Creation
• File Register
6.1.1 File Creation
6.1.1.1 Main File
• Click on ‘Open File’ link from Home Screen  FILES  Create File.
• Click on “Create Main File”
• Select the Department from drop-down list
• Select the Section from drop drop-down list (If the department doesn’t have a section
then just type ‘None’)
• Enter File Type
• Enter File Subject
• Enter Category
• Click on “Select File Path” link to select the folder location to save the file.
• Click on create link to create a file in the selected folder. There is restriction on using
certain special characters while creating File. User will get alert message if any of the
restricted character is used and the user has remove that character and re-create the
file.
Note: As of now File type is the only field that becomes part of the file number. Remember
that file number is always generated from the system and it cannot be changed.
File Type and File Subject are mandatory fields during creation of Main File.
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Figure 6.1.1.1–1 (Create Main File)
6.1.1.2 Part File
• Follow the same process for creating the ‘Part File’ but user needs to search an existing
Main file to create the part file.
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Figure 6.1.1.2–1 (Create Part File)
6.1.2 File Register
• To get the list of all files in the system, Click on the “File Register” located in the home
screen  Files  File Register
• File list will be displayed to the users as per the access rights
• This list can be printed for the reference
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Figure 6.1.2–1 (File Register)
6.2 White Hall view of a file
Following screen appears in white hall view.
Figure 6.2–1 (Whitehall View)
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• User can clicks on Add OR Modify the existing Note in a filed DAK to open the add note
screen. User can type the details with multiple formatting options like Style, Font,
Size, Bold, Left align, Insert table etc.
• User can link the Note with the specific Page no by selecting the drop-down. This will
create a hyperlink or flag to reach quickly to the given page no without going through
to all pages.
• The same note can be linked with last note available in the green note section as a
paragraph. Also, the user can link another Folder, Document or a Note, if required.
• Also user can select the pre-defined templates configured with the eGov module for
quick data entry and click OK.
Figure 6.2–2 (Add Note)
• Once done, the note will be added in the Noting section of Whitehall view on the left
hand side with the username and timestamp.
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Figure 6.2–3 (Green Notes)
• User can Secure the note, if required by sharing it as Private, Shared OR Inherited.
By selecting as Shared, the user can either add multiple users or group and click on
modify. This way the note will be marked as secured.
Figure 6.2–4 (Secure Remarks)

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• User can also click on Enclosure section to view the enclosures in a file. The section
will display the Name, Order No, Created On and Pages.
Figure 6.2–5 (File Enclosures)

• User can also click on Properties section to view the File dataclass associated with the
file.
Figure 6.2–6 (File Properties)
• Now user may add some more documents in a file through various options as below:-
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Figure 6.2–7 (Add document)
• Add Document  Register DAK  Browse the file  Key-in/Select the dataclass values
 Click on “Add”
Figure 6.2–8 (Register DAK)

• Add Document  Document Repository  Browse the cabinet folders  Select the
desired folder  Select the checkbox of the desired document/s  Click on “Attach
Doc(s)”
Figure 6.2–9 (Document Repository)
• Add Document  Hard Disk Doc  Browse the local drive and select the desired
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document/s and click on Add and Done.
Figure 6.2–10 (Hard Disk Doc)
• Add Document  Draft(s)  User can browse the eGov’s draft folder to select the
note/attachments which user has previously saved in his draft folder.
Figure 6.2–11 (Draft (s))
• User can also Copy, Move, Link, Print Document, Print Notes and Close the selected
file.
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• “Copy” option is used to copy this currently opened document to some the folder.
• “Move” option is used to copy this currently opened document to some the folder.
• “Link” option present in toolbar is used to link this current opened document to other
documents present in your eGov system directory. This allow user to club similar
documents.
• “Print Document” is used to print currently opened document. User can define range
of pages to print.
• “Print Notes” option is used to print the notes present in this opened file.
• Finally, user then clicks on Initiate to start workflow of selected file.
• Once initiated, the user will select the Route Type as Flexible and key in the User Name
in the To: section and click over the desired option. (P.S.:- The file can be routed to one
user at a time).
Figure 6.2–12 (DAK Movement, Flexible Route)
• Then key-in the Subject: section to enter subject details

• Select the Priority: as Very High, High, Medium & Low
• Key in the Reminder(s) in days and Escalation in days, if required.
• Select the Attachment hyperlink to attach additional documents from Hard Disk doc,
System Doc(s), Draft(s), if required and finally click on Initiate.
• If the Route Type is Sequential then either click on Select Rule or create a New Rule
Select Rule
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• Click on the Rule Name: from the drop-down list.
Figure 6.2–13 (Select Rule Name)
• Select the rule by click on Select Rule command button.
Figure 6.2–14 (Select Rule)
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Create New Rule
• Key-in the Rule Name:

• Key-in the Rule Description:
Figure 6.2–15 (Create new rule)
• Click on Add User command button to select the user(s). The user can search the users
based on Department: & Designation: OR based on Group: and click on Done
Figure 6.2–16 (Select Users)
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• Once done, the approver list will be saved and click Done to proceed further.
Figure 6.2–17 (Create Rule)
• Once Done, the To: section will be non-editable and will follow a fixed approval route
as below:-
Figure 6.2–18 (Sequential Route)

• Then key-in the Subject: section to enter subject details
• Select the Priority: as Very High, High, Medium & Low
• Key in the Reminder(s) in days and Escalation in days, if required.
• Select the Attachment hyperlink to attach additional documents from Hard Disk doc,
System Doc(s), Draft(s), if required and finally click on Initiate.
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6.3 Search
6.3.1 File Search
eGov Office has a separate interface for Subject Files and Special files:
1. Subject Files
• Click on ‘Search File’ link from Home Screen g Files  Search Files
• Two fields: File Number, File Subject appears on the screen. Since General
subject files are normally searched only on these two parameters.
• Either enter any one of the fields value or enter both to search a file and
click on ‘search ‘button
• There is also filter provided to enhance user search. This filter can have
only 3 types of values as shown in figure above.
• All Files: - No filter will apply.
• Files under Submission: - Only those fields will be searched which are
initiated by user.
• Files not Under Submission: - Only those fields will be searched which are
not yet initiated by user.
• Department: - Select Department type
Figure 6.3.1–1 (Search File)
• File satisfying the input criteria is displayed on the screen as shown
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• Click on a file to search or view all the document of the file

• Following document search screen gets opened as shown
• Document inside the file can fetched either by browsing the document list
• Document data class selected as 'All' or by selecting the particular data
class from drop down list and searching a document with the displayed
fields such as document subject, document date range etc.
• Click the document to view the document in the document viewer
Figure 6.3.1–2 (Search Result)
2. Special File Search
• Click on ‘Special File Search’ from Home Screen  Files  Special Files
• Select the type of special file from the combo box
• Searching fields pertaining to the selected file appears on the screen
• Enter value and click on search
• Also, we can perform file operations on these files.
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Figure 6.3.1–3 (Special File)
Figure 6.3.1–4 (Special File – Search Result)
6.3.2 File Operations
• Properties: This link is used to display properties of selected file.

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• Move/copy: this link opens a new window where one needs to select
destination folder. Then user can select the operation whether he wants
to move or copy the file.
• Alarms: this link opens a new window where user can set alarm or
reminder for this particular file.
• Audit Log: To get an audit log for selected File.
• Sharing: You can selectively share a folder amongst the members of your
virtual team. You can select the user(s) and/or group(s) to whom you
want to give rights on this Folder. Consequently Read, Write, Change,
Annotate or Delete rights can be assigned to them. If you make this Folder
as Inherited then the user(s)/group(s) would inherit the rights on this
Folder from its Parent Folder. If you make this Folder as Private, then no
other member of your Cabinet would be able to access this folder.
• Order: If user wants to order the enclosures of file, this link is used. It
opens a new window where user can order the enclosures according to
requirement.
• Movement slip: It opens a new window displaying movement slip. As
shown in screen shots.
Figure 6.3.2–1 (File Operation)
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6.3.3 Document Search
User can also search document. Screen is as shown below:
Figure 6.3.3–1 (Search document)
Figure 6.3.3–2 (Search Result)
User can search on basis of “Data class” applied on document. If user selects “All” in
drop down, all documents irrespective of “Dataclass” are shown. If user selects a
specific “Dataclass” then user may enter the search parameters to perform the search.
We can select a document and perform doc operations. Doc operations are as follows:
• Properties: Properties of DAK are displayed. Properties include Dataclass

properties, Index properties and General Properties.
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• Move/Copy: To move this particular DAK from one folder to other. Also, to copy
DAK to another folder by selecting a destination folder
• Delete: User can delete the document.
• Share: You can selectively share a document amongst the members of your
virtual team. You can select the user(s) and/or group(s) to whom you want to
give rights on this document. Consequently Read, Write, Change, Annotate or
Delete rights can be assigned to them. If you make this document as Inherited
then the user(s)/group(s) would inherit the rights on this document from its
Parent folder. If you make this document as Private, then no other member of
your Cabinet would be able to access this document.
• Download: User can download the document.
• Print: This is used if user wants to print the document.
• Links: If there are any documents linked to selected document. User can view
them by clicking on this operation
• Duplicate: This link is used if user wants to duplicate this document.
• Audit Log: To get audit log for selected item.
• Alarms: To add alarms/reminders related to movement of this document.
• Forward: This link is used if user wants to forward this document as an
attachment in mail.
6.3.4 File Forwarding

• To forward a file or initiate a workflow with the currently opened file, click on
“Initiate”
• Action Item initiation screen will be opened with the file as an attachment. Now
follow the procedure as explained in the DAK movement section.
• When File (attached in the Action Item) is received in the inbox, user will be
able to directly view the file by clicking on the Action Item.
• File will be opened in Whitehall
• View documents
• Add Notes and click on “forward”, Action Item forwarding screen gets opened.
Now follow the steps as explained in the DAK movement section.
6.3.5 File Tracking

• As explained above, all the movement in the system takes place through Action
Item whether it’s a file or a DAK or an Office Note. So tracking mechanism is
also same for type of documents or file. i.e. either through “Sent Item” or
through Action Item “Search”
• File is also tracked in the same way as the Action Item is tracked.
• Also user can pick-up the File if not opened by the recipient.
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6.3.6 Completing file movement workflow

• User, who has to complete the workflow, receives the file in the inbox, open the
file either directly or from the Action Item.
• Click on the “Complete” icon located on the top toolbar of the Whitehall.
• Action Item completion screen gets open. Check the radio button “ Complete”
and click on “Send”
• File movement will be ended and file will remain saved with all noting /
commenting and documents in the folder where file was initially created
7. Office Note Approval Process
7.1 Office Note Creation
• To create a new Office Note click on “Create New” link located in Home Screen
 Office Note.
• Web based editor for creating Office Note will be opened.
Figure 7.1–1 (Office Note)
• This editor comes with basic formatting functionalities required to prepare

43
simple letter
• Type the content and click on save.
• Provide the Note name and click on ok
• Note will get saved in the Note draft.
• Until user forward the Note for approval to other user, Note remains in the draft
folder and is editable before sending it to the recepiant/s.
Figure 7.1–2 (Recipient Inbox)
• From draft folder, user can do as many changes in the Note before forwarding
7.2 Office Note Approval workflow
• To start the note approval process, Click on “Initiate” link on the toolbar of the
Home Screen
• Action Item initiation screen will be opened, Click on the attachment icon,
following menu will appear.
44
Figure 7.2–1 (Add attachments)
• Click on the drafts

• Note Drafts appears in the pop-up
• Select the Note and click on “Attach drafts”
• Note will get attached with the Action Item.
• Follow the steps as explained in the DAK / File forwarding section to forward the
Office Note to other user for approval
• Recipient receives the Office Note in the Inbox (attached with the Action Item)
• Note will be opened with the “Revision History”, Note Content and some buttons
as shown below
• Revision History have the information of the users, who have worked on the Note
with the time stamp such as Note created by user1 on date: time, Note checked
by user2 on date: time etc
• Click “Add Comment” to write comment. Note Editor will be opened
• Type comment and click on ‘Add”
Figure 7.2–2 (Note & Decision)
• Comment will be appended with the comment written by the previous users and
“Add comment” will become “Edit Comment”
45
Figure 7.2–3 (Track Sheet)
• After comments have been added, user can change his comment before
forwarding by clicking “Edit Comment”.
• User can also view Track sheet of this note
• If a user has right to approve a note then “Approve” button will be enabled to
him. On clicking “Approve”, Note will be closed and automatically go back to
the initiator inbox who completes the Note workflow by completing the Action
Item of a Note and filing the note in the file.
• Else user can further forward the Note using Action Item.
46
7.3 Tracking Office Notes
Figure 7.3–1 (Track Office Note)

• As explained above, all the movement in the system takes place through Action
Item whether it’s a file or a DAK or an Office Note. So tracking mechanism is
also same for the Office note i.e. either through “Sent Item” or through Action
Item “Search”
• Office note is also tracked in the same way as the Action Item is tracked. Please
refer to the Action Item tracking section for detail.
47
Figure 7.3–2 (Completing Note in Existing/New File)
7.4 Filing Office Notes
Filing of Action Item is also same as that of the DAK.

When a user receives the Office Note attached with the Acton Item, user completes
the Note workflow by completing the Action Item of a Note and filing the note in the
file. Filing process is same as that of DAK filing which is explained in detail in the “DAK
Filing” section.
48
Figure 7.4–1 (Filing Office Note)
8. Calendar
By clicking on the “Calendar” icon located on the top 'My Calendar' opens with three options
Month, Week and Day. There are three categories of events:
 Meeting Reminder
 Call Reminder
 Task Reminder
8.1 Month View
49
Figure 8.1–1 (Month View)
By clicking on the date “Add New Event” pop-up opens.

• Enter Title
• Select Scheduled Start Date
• Select Scheduled End Date
• Enter Description
• Select Event Category
User has two options:
• “Save Event” is used to add new event along with details.
• “Cancel” is used to cancel the open window.
50
Figure 8.1–2
51
After Successful addition of new event below screen will open:
Figure 8.1–3 (My calender)
52
8.2 Week View
Figure 8.2–1 (Week View)
53
8.3 Day View
Figure 8.3–1 (Day View)
54
8.4 Delete Event
By clicking on the event, a dialog is opened that has Delete Event option to
delete the current event.
Figure 8.4–1 (Delete Event)
55
9. Notification Center
Notification Center is used to notify user that some item (DAK, NOTE, FILE, CC, PQ, RTI, etc.)
has arrived in the Inbox.
Figure 9–1 (Notification center)
56
10. Reports
10.1 Dashboard Report
Dashboard of eGov has two sections:-

• Department Pending Items
• My Item Status
1. Department Pending Items
This is a pie-chart report of pending items of all users in the same department as logged in
user. Different users have different colors so that they can be easily identified. We can select
or deselect specific users as per choice to have a specific pie-chart comparison.
2. My Item Status
This is a Bar-chart report of DAK, Note and File that are Pending, Completed or Received with
the logged in user. Pending items are in Red color while Completed and Received items are in
Green and Blue color respectively. User can hover mouse on bars to see the exact number of
items. Additionally, user can select or deselect statuses for all three categories for a
customized view.
Figure 10.1–1 (Item Status)
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10.2 eGov BAM Reports
By clicking on the “Reports” option on the top of screen, BAM Reports options open. eGov
BAM Reports are of three types:
• Pending Report
• Complete Report
• All Cases Report
Out of the box only these three reports are provided. More reports can be customized as per
user requirement. Reports addition is configurable in eGov.
10.3 Pending Report
This report is used to get information for all workitems which are in pending stage.
• Click on ‘Pending Report’ link from Report  Pending Report.
• Enter the value for the following fields to generate the report.
• Assigned User (optional)
• Initiated By (optional)
• Subject (optional)
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• Initiated From Date

• Initiated To Date
• With Department (optional)
• Initiated From Department (optional)
Figure 10.3–1 (Reports)
Now Click on "Generate" Button to generate the corresponding report.
59
Figure 10.3–2 (View Report)
10.4 Complete Report

This report gives the information for all workflows which are in completed stage.
• Click on ‘Complete Report’ link from Report  Complete Report

• Completed By (optional)
• Initiated by (optional)
• Completed From Date
• Completed To Date
• Initiated From Date
• Initiated To Date
• Initiated To Department (optional)
60
Figure 10.4–1 (Complete Report)
61
Figure 10.4–2 (Complete Report)
10.5 All Cases Report
This report gives the information of all type of workflow (Files,Dak & Office Note) which are
in any stage (processing or completed stage).
• Click on ‘All Cases Report’ link from Report >> All Cases Report
• Assigned User (optional)
• Initiated By (optional)
• Initiated From
• Initiated To
• Initiated To Department (optional)
62
Figure 10.5–1 (All Case Report)
63
Figure 10.5–2 (Report view)
64

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Document Title: eGov 11.

User Manual of eGov 11.0

Version Created By Reviewed By Authorized By Release Modifications

10.3 Pending Report ........................................................................................................................58

eGov Office is a comprehensive solution for government organizations to function efficiently

The important features of eGov Office are as following:

DAK Movement & Tracking

• Consolidated screen for initiating / filing /forwarding DAK (DAK Registration)

File Movement & Tracking

Archival of Administrative Files

Office Note Creation & Approval

available in non-editable form for the Audit purpose.

• Create New Office Note document and save in a draft folder

• Designed as per Standard Operating Procedures of Governments Offices

1.2 Mouse Conventions

2. Working with e-Office Desktop

Figure 3–1(Login Screen)

STEP 2:- Enter User Name and Password.

Figure 3–2(Portal Home Screen)

4. Home Screen of eGov Office

Figure 4–1 (Home Screen)

This is the home screen of eGov Office consisting of following options:

Figure 4–2 (Inbox)

Figure 4–3 (Sent Items)

5. DAK Movement & Tracking

5.1. DAK Movement & Tracking

• DAK Name (system generated and can be configured)

• Delete: User can delete the document.

5.2. DAK Creation

5.3. DAK View

5.4. DAK Filing

• After selection of same, DAK gets filed.

ii) Select the rule by click on Select Rule command button.

• Create New Rule

x) Select the Priority: as Very High, High, Medium & Low

5.5. DAK Forwarding

5.6. DAK Tracking

6. File Movement & Tracking

6.1 Archival of Files

This chapter discusses the following aspect of file archival:

6.1.1 File Creation

6.1.1.1 Main File

Figure 6.1.1.1–1 (Create Main File)

6.1.1.2 Part File

Figure 6.1.1.2–1 (Create Part File)

6.1.2 File Register

Figure 6.1.2–1 (File Register)

6.2 White Hall view of a file

Following screen appears in white hall view.

Figure 6.2–1 (Whitehall View)

Figure 6.2–2 (Add Note)

Figure 6.2–3 (Green Notes)

Figure 6.2–4 (Secure Remarks)

Figure 6.2–5 (File Enclosures)

Figure 6.2–6 (File Properties)

Figure 6.2–7 (Add document)

Figure 6.2–8 (Register DAK)

Figure 6.2–9 (Document Repository)

document/s and click on Add and Done.