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National Informatics Centre

Department of Electronics & Information Technology
Ministry of Communications & Information Technology (Govt. of India)


Steps to work with e-file

Question 1 How to create/diary a new/fresh Receipt?
Answers Receipts Go to Browse & Diarize Click Electronic Go to Diary Details Enter the
mandatory details with red asterisk (*) Go to Upload Panel Click Upload File to upload
the document Click Generate The Receipt is generated & gets saved in the Created
(Note: The diary details wherever used include the Diary Details, Communication Details &
Category & Subject).

Question 2 How can a user generate a Receipt & also copy the same diary details for another Receipt?
Answers Receipts Go to Browse & Diarize Click Electronic Go to Diary Details Enter the
mandatory details with red asterisk (*) Go to Upload Panel Click Upload File to upload
the document Click Generate & Copy The Receipt is generated & it gets saved in
Created, leaving the Upload Panel blank for another receipt to be diarised with the same
diary details.

Question 3 How to create/diary a new/fresh Receipt with Browsing & send to other user?
Answers Receipts Go to Browse & Diarize Click Electronic Go to Diary Details Enter the
mandatory details with red asterisk (*) Go to Upload Panel Click Upload File to upload
the document Click Generate & Send Select the Organisation from the list displayed in
the dropdown Enter Sender details (To & Cc) Set a Due Date, Priority, Action & enter
Remarks if any To send a remark as sticky note, select Send as sticky Note by clicking the
check box Click Send.
(Note: A Remark is an additional information by the sender of the file, which is maintained as
File Movement History in Movements of the file, whereas a Sticky note is a remark which
travels only to the next level & is not shown in the File Movement History).

Question 4 How to send the Receipt from the Inbox to other users?
Answers Go to Inbox Click against the Receipt to be forwarded Enter Sender details (To & Cc)
Set a Due Date, Priority, Action & enter Remarks if any To send a remark as sticky
note, select Send as Sticky Note by clicking the check box Click Send.
(Note: To forward multiple Receipts select the Receipts by clicking the check boxes from
Inbox/Created, click Send button from the options showing above & proceed as explained).


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Question 5 How to Close a Receipt?
Answers Receipt Open Inbox Click Receipt Number to be closed Click Close tab from the top
menu A Closing Confirmation message window appears Enter Closing Remarks Click
OK The receipt is closed & is now reflected in Closed of Receipts.

Question 6 How to create a New File?
Answers Click to open Files Go to Electronic File Click Create New (Non SFS) Enter
mandatory details File No: Basic Head, Primary Head, Secondary Head (optional), Tertiary Head
(optional), Section Code & Description Click (a.) Work on File Later (if you want to save the
created file in Drafts) (b.) Continue Working Click OK to confirm the file number &
create a new file.
(Note: To locate the newly created file, go to Created of Files & click Completed)

Question 7 How to attach correspondence/Receipt/letter into a File?
Answers Click to open Files Click Inbox/Completed Click to open File Number in which you
want to attach a Receipt Click Correspondences from the top menu Click Attach button
showing on the right side of the file A new window appears which shows all the Receipts
with their Receipt number & subject, which are lying with you Select the Receipt Click
Attach.

Question 8 How to add yellow note in a File?
Answers Go to Files Click Inbox/Completed Click File Number to open it Click Add Yellow
Note Write the content of the yellow note on the yellow screen Click Save Version
1.0 is created (this content can be edited & discarded till it is send) Click Send from the top
menu to send the file with the yellow note to other user Enter Sender details (To) Click
Send.
(Note: The content of the yellow note can be converted to a green note, by clicking Confirm).

Question 9 How to add Green Note in a File?
Answers Go to Files Click Inbox/Completed Click File Number to open it Click Add Green
Note Write the content of the green note on the green screen (green sheet automatically
gets saved) Click Send from the top menu to send the file with the green note to other user
Enter Sender details (To) Click Send .





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Question 10 How to add reference to green note in a File?
Answers Files Open Inbox/Completed Click File Number to open it Click Correspondence tab
from the top menu Click to open the Receipt number to be referred from the List of
correspondences & issues Click Add Green Note Type the green note & select the
contents to be referred Click from top right corner Enter page number of the
correspondence to be referred Click OK Click Send tab from the top menu Enter
Sender details (To) Click Send.

Question 11 How to create a DFA in a File?
Answers Files Open Inbox/Completed Click File Number to open it Go to Drafts tab from the
top menu Click on Create New Draft Fill the Draft & Communication details Type the
body of the draft or click Choose a Template to choose a template for draft Click Upload to
upload the draft (If a template is chosen) Click Attach File to attach an attachment with the
DFA Click Save Draft Send the file for DFA approval or click Approve Click Dispatch
by Self/Dispatch by CRU If dispatched by self then Click Send else select CRU User from
the dropdown & choose the Delivery Mode Click OK.

Question 12 How to Close a File?
Answers Files Open Inbox/Completed Click File Number of the file to be closed Click Close
tab from the top menu Enter the Description & Closing Remarks on the file cover Click
Close A confirmation message appears Click OK The file is closed & is now reflected
in Closed of Files.