User Guide Oracle

FileTrackingSystem(FTS)
UserGuide
Preparedby:
ReviewedandApprovedby
eGovernanceteam
NationalInformaticsCentre(NIC)
File Tracking System- User Guide
TableofContents
1.Introduction.....................................................................................................................................................................4
2.FTSFeatures......................................................................................................................................................................5
3.UsingFTSSectionModule.................................................................................................................................................6
3.1StartingFTS...............................................................................................................................................................6
3.2FreshDiary................................................................................................................................................................6
3.3Viewmarkedreceipts...............................................................................................................................................6
3.4ReceivingReceipt......................................................................................................................................................7
3.5MovementofReceipt...............................................................................................................................................8
3.6EditReceipt...............................................................................................................................................................8
3.7AttachReceiptwithFile............................................................................................................................................9
3.8ViewSentReceipts...................................................................................................................................................9
3.9TrackingaReceipt...................................................................................................................................................10
3.10OpeningofNewFile.............................................................................................................................................10
3.11Viewmarkedfiles.................................................................................................................................................11
3.12ReceivingFile........................................................................................................................................................11
3.13MovementofFile.................................................................................................................................................12
3.14ViewsentFiles......................................................................................................................................................12
3.15Trackingafile........................................................................................................................................................13
3.16Despatchingaletter.............................................................................................................................................13
3.17Trackingadispatch...............................................................................................................................................14
3.18Preferredlist.........................................................................................................................................................14
3.19Precedentbook....................................................................................................................................................14
3.20Set/ReviewDueDate............................................................................................................................................15
3.21TimeboundFiles&Receipts.................................................................................................................................16
3.22AddressBook........................................................................................................................................................16
3.23ReceiveBack.........................................................................................................................................................17
3.24Reports.................................................................................................................................................................17
3.25PullFile................................................................................................................................................................18
3.26Help......................................................................................................................................................................18
3.27ChangePassword..................................................................................................................................................18
3.28Logout...................................................................................................................................................................18
4. UsingFTSOfficer/PA/PSModule................................................................................................................................19
4.1StartingFTS.............................................................................................................................................................19
4.2FreshDiary..............................................................................................................................................................19
4.3Viewmarkedreceipts.19
4.4ReceivingReceipt....................................................................................................................................................20
4.5MovementofReceipt.............................................................................................................................................20
4.6EditReceipt.............................................................................................................................................................21
4.7ViewSentReceipts.................................................................................................................................................21
4.8TrackingaReceipt...................................................................................................................................................21
4.9Viewmarkedfiles...................................................................................................................................................22
4.10ReceivingFile........................................................................................................................................................22
4.11MovementofFile.................................................................................................................................................23
4.12ViewsentFiles......................................................................................................................................................23
4.13Trackingafile........................................................................................................................................................23
4.14Despatchingaletter.............................................................................................................................................24
4.16Preferredlist.........................................................................................................................................................25
4.17PrecedentBook....................................................................................................................................................25
4.18Set/ReviewDueDate............................................................................................................................................26
4.19TimeboundFiles&Receipts.................................................................................................................................27
4.20AddressBook........................................................................................................................................................27
2.23ReceiveBack.........................................................................................................................................................28
2.24Reports.................................................................................................................................................................28
2.25PullFile.................................................................................................................................................................29
2.26Help......................................................................................................................................................................29
2.27ChangePassword..................................................................................................................................................29
2.28Logout...................................................................................................................................................................29
1.Introduction
File Tracking System FTS (Ver4.0) is a web based multilingual application which helps in tracking the
movement of files and receipts. The application enables the users to maintain a consistent watch over the
movementofvariousimportantFilesandReceiptsatdifferentlevelsintheprocessofdecisionmaking.
ThesoftwarepackageFileTrackingSystemFTS(ver4.0)developedbytheNationalInformaticsCentre(NIC)
in sync with CSMOP(Central Secretariat Manual of Office Procedure) of DAR&PG (Department of
AdministrativeReforms&PublicGrievances).
2.FTSFeatures
Thesalientfeaturesofthesystemareasfollow:
Diarizingofthereceipts
Openingofnewfiles
Linkingthereceipttoafile
Files/ReceiptsMovement
MonitoringthependencyofFiles/Receipts
Timelyreview(disposal)ofFiles/Receipts
RetrievalofinformationthroughpowerfulSearch
Recordmanagement
DespatchofFiles/Receipts
Generationofreports
3.UsingFTSSectionModule
3.1StartingFTS
Openthebrowser
TypetheaddressoftheFileTrackingSystemwebsiteintheaddressbarandclickonenter
Typeyouruserid
TypeyourPassword
ClickLoginbutton
Afterauthentication,FTSMainMenuappears.
3.2FreshDiary
Thisoptionisusedtomakeanewreceiptentry.
Followthestepstomakeafreshdiaryentry:
SelectReceiptfromtheFTSmainmenu.
SelectNewReceiptfromthedropdownmenu..
Proceedwithenteringdatainthefields.Youcanalsomakeanattachmentofthescannedcopyoftheletter.
NowclickSubmitbuttonforsavingtheentereddata.
AfterclickingSubmitbutton,thecomputerwillgenerateauniquenumberforthisreceipt,whichisarunning
serialnumberforthatyear.Youwillnotedownthecomputernumberalongwithcurrentyearonthereceipt.
So,if205isthecomputerno.in2010,thenthediaristwillnotediaryno.onthereceiptas205/2010.
After doing this, one clicks Clear button to diaries the next receipt. Copy button is used in case a copy is
requiredtobesenttomultiplepeople.Itallowsusertodiarizewithoutclearingfields,whichwillbehelpfulin
copyingdatafrompreviousdiarizedreceipt,butwillgiveanewuniquenumberforotherreceipt.
3.3Viewmarkedreceipts
Thisoptionistocheckthereceiptsmarkedtoyou.
Performthefollowingstepstoviewmarkedreceipts:
ClickInboxintheFTSmainmenu.Adropdownmenuapperas.
ClickReceiptlinkfromthedropdownmenu.
Listofreceiptspendingwithyouwillbedisplayed.
ClickonYearcombobox.Adropdownlistappaers.
Selecttheyaerfromthelistforwhichyouwanttoviewthereceipts.
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Unreceivedreceiptshavetobereceivedfirstbeforetheycouldbeviewed.Onecandosobyclickingon
the check box and then clicking the Received button and the color of the receipt background will be
changedfromgreenishtowhitishaswellasthetimeanddatewillbepopulatedintheReceivedonbox.
User can also use the Multiple Attach (
followingsteps:
) button to attach the multiple receipts in a single file. To do so perform the
1.Selectthereceiptsthatyouwanttoattach.
2.ClicktheMultipleAttachbutton.Amessageboxappears.
3.ClicktheOKbuttoninthemessagebox.TheMultipleReceipt(s)Attachscreenappears.
4.Enterthenecessaryvaluesforthedifferentfields.
5.ClicktheSubmitbuttontoattachthereceiptswiththefilewhosenumberisenteredintheMultipleReceipt(s)Attachscreen
Inaddition,usercanalsomakeuseoftheMultipleForward(
Todosoperformthefollowingsteps:
)buttontoforwardthemultiplereceiptstoasinglerecipient.
1.Selectthereceiptsthatyouwanttoforward.
2.ClicktheMultipleForwardbutton.Amessageboxappears.
3.ClicktheOKbuttoninthemessagebox.TheMultipleReceipt(s)Forwardscreenappears.
4.Enterthenecessaryvaluesforthedifferentfields.
5.ClicktheForwardbuttontoforwardthereceipts
In addition, user can also make use of the Multiple Close (
followingsteps
) button to close the multiple receipt. To do so perform the
1.Selectthereceiptsthatyouwanttoclose.
2.ClicktheMultipleClosebutton.Amessageboxappears.
3.ClicktheOKbuttoninthemessagebox.TheMultipleReceipt(s)Closescreenappears.
4.EnterthevaluefortheRemarkfield.
5.ClicktheSubmitbuttontoclosethereceipts
3.4ReceivingReceipt
Thisoptionisusedtoreceivethereceiptmarkedtoyou.
Performthefollowingstepstoreceivereceipts:
ClickReceiptlinkfromthedropdownmenu.Listofpendingreceiptswillbedisplayed.
Selectthecheckboxadjacenttothereceiptyouwanttoreceive(alwaysappearinlightbluecolor).
)button.
ClicktheReceived(
Thecolorofthefilebackgroundwillbechangedfromlightbluetowhiteaswellasthetimeanddatewill
bepopulatedintheReceivedonbox.
3.5MovementofReceipt
Thisoptionistosendthereceiptswhichareinyourinbox,tootheruser.
Performthefollowingstepstomakemovementofthereceipt:
Process:1
ClickonYear/ReceiptNo.Detailofreceiptwillbedisplayed.
AllpreviousmarkingswillbedisplayedintheReceiptMovementHistorysection.
ClickSend(
)link.
FillupallnecessaryparametersandthenclicktheForwardbutton(
).
Multiple receipts can be sent to one user at one go by clicking the check boxes of desired receipts in Inbox and then click on Multiple
Forwardbutton.
OR
Process:2
ClickReceiptintheFTSmainmenu.Adropdownmenuappears.
ClicktheReceiptMovementlink.
FillupthereceiptnumberandtheyearthenclickSubmit(
)button.
IfthereceiptisnotreceivedyetinFTSthenyouneedtoclickonreceive&sendelseyouwilldirectlyget
thereceiptdetailsscreen
FillupallnecessaryparametersthenclicktheForwardbutton.
3.6EditReceipt
Thisoptionistomakesomechangesinthereceiptwhichisinyourinbox.
Performthefollowingstepstoeditareceipt:
Process:1
ClciktheReceiptlinkfromtheFTSmainmenu.Adropdownmenuappears.
ClicktheEditlink
DiaristEditScreenappears.
EnterthevaluesintheYearandComputerNo.fieldsofthereceipt/correspondence.
EditallnecessaryparametersthenclicktheSubmitbuttontosavethechanges.
OR
Process:2
ClickReceiptlinkfromthedropdownmenu.Listofpendingreceiptswillbedisplayed
ClickonYear/ComputerNo.Detailofreceiptwillbedisplayed.
)option.
ClickEdit/AttachwithFile/UpdateStatus(
EditallnecessaryparametersthenclicktheSubmitbutton.
3.7AttachReceiptwithFile
Thisoptionisusedtoattachareceiptintofile.
Preconditionstoattachareceiptintofile:
BoththefileaswellastheReceiptshouldbeavailableintheinbox.
ProcesstoattachReceiptwithFile
Process:1
ClciktheReceiptlinkfromtheFTSmainmenu
ClciktheEditlink.
EnterthevaluesfortheYearandComputerNo.fieldsofthereceipt/correspondence.
ClicktheSubmitbuttonforsavingtheentereddata.
OR
Process:2
ClickEdit/AttachwithFile/UpdateStatuslink.
Specifythefileno./Computerfileno.ofthefileinwhichthisreceiptisgoingtobeattached.
3.8ViewSentReceipts
Thisoptionisusedtocheckreceiptthatissentbyyou
Performthefollowingstepstoviewsentreceipts:
ClicktheSentItemintheFTSmainmenu.Adropdownmenuappaers.
ClicktheReceiptlinkfromthedropdownmenu.
Listofreceiptssentbyyouwillbedisplayed.
ClickonYear/ReceiptNumberforfurtherdetails
3.9TrackingaReceipt
Thisoptionisusedtofindthereceiptwhichevercomesinyouraccountordiarisedby
yoursection.
Performthefollowingstepstotrackareceipt:
ClicktheReceiptlinkfromtheFTSmainmenu
ClicktheQuerylink
ReceiptQueryscreenappears.
Enteroneormoreparameterfortracking,suchas;ComputerNo.,Year,Type,Category,Audit,Receipt/
Case,Language,MP,Name,Address,City,Subject,SubjectAbbv.,ReferenceNo.,SentTo,Dealing
Assistant,SentDate,LetterDated,DiaryDate,ClosingDate,ComputerFileNo.,FileType,PartNo.&
Status.(Inname,address,city,subjectandreferenceno.,onecangivepartofitalso.)
ClicktheSearch(
)button.
Inthenextscreen,listofselectedcorrespondencewillbedisplayed(ifsomethingisfound).
ClickonYear/ComputerNo.fordetail.Correspondencedetailsappearinthenextscreen.
MarkingdetailsarevisibleundertheheadingReceiptMovementHistorysection.
3.10OpeningofNewFile
Thisoptionisusedtocreateanewfile.
Performthefollowingstepstoopenanewfile.
ClicktheFilelinkintheFTSmainmenu.Adropdownmenuappears.
ClciktheNewFilelink
FileRegisterscreenappears.
SpecifySingleFileSystem(Sfs)/NonSingleFileSystem(NonSfs).
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Therearetwotypesoffiles
SfsandNonSfs
Sfsfilesfollowsfreeformat.Usingthis,onecanenterthefileNo.inanywayupto50characters.
E.g.C404/90/fin1
NonSfsfilesarethefiles,whichfollowastandardnomenclaturedefinedbyDAR&PG
E.g.AV.11012/001/98ASEC.
Here,
AVGroupHead
11MainHead
12SubHead
001SerialNo.ofthefile
ASECASection
AfterpressingTAB,proceedwithenteringdatainotherfields.
ClicktheSubmitbuttonforsavingtheentereddata,acomputerfilenumberwillbegeneratedwhich
shouldbenoteddownoncoveroffilealongwithfileno.forfurtherreferences.
3.11Viewmarkedfiles
Thisoptionistocheckthefilesmarkedtoyoursection.
Performthefollowingstepstoviewmarkedfiles:
ClickFilelinkfromthedropdownmenu.Listoffilespendingwillbedisplayed
ClickthefileNumberforfurtherdetails.
Unreceivedfileshavetobereceivedfirstbeforetheycouldbeviewed.Onecandosobyclickingonthecheckboxandthenclickingthe
Receivedbuttonandthecolorofthefilebackgroundwillbechangedfromgreenishtowhiteaswellasthetimeanddatewillbepopulated
intheReceivedonbox.
3.12ReceivingFile
Thisoptionisusedtoreceivethefilemarkedtoyou.
Performthefollowingstepstoreceivefile:
ClickInbox
ClickfileClickInboxintheFTSmainmenu.Adropdownmenuapperas.
ClicktheFilelinkfromthedropdownmenu.Listoffilespendingwillbedisplayed.
)button
ClicktheReceived(
Thecolorofthefilebackgroundwillbechangedfromlightbluetowhiteaswellasthetimeanddatewill
bepopulatedintheReceivedonbox.
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3.13MovementofFile
Thisoptionistosendthefileswhichareinyourinbox,tootherusers.
Followthestepstomakemovementofthefile:
Process:1
ClicktheInboxlinkintheFTSmainmenu.
ClicktheFilelink.Listofpendingfileswillbedisplayed.
ClickthefileNumber.Detailsoffilewillbedisplayedalongwithallthepreviousmarkings.
)link.
ClicktheFileMove(
IfsomefilehastolinkedforreferencethenclickLinkFileandgivecomputerfilenowithallparameters.If
somefilesarealreadylinkedthenbyclickingDelinkyoucandelinkalso.
FillupallnecessaryparametersthenclicktheSubmitbutton.
Multiple files can be sent to one user at one go by clicking the check boxes of desired files in Inbox and then click on Multiple
Forward button.
You have to perform the following steps to do so:
1. Select the files that you want to forward.
2. Click the Multiple Forward button. A message box appears.
3. Click the OK button in the message box. The Multiple Files(s) Forward screen appears.
4. Enter the necessary values for the different fields.
5. Click the Forward button to forward the files
OR
Process:2
ClicktheFileMovementlink.
FillupthefilenumberthenclicktheSubmitbutton.
IfthefileisnotreceivedyetinFTSthenyouneedtoclickonreceive&sendelseyouwilldirectlygetthe
filedetailsscreen
Multiple files can closed at one go by clicking the check boxes of desired files in Inbox and then click on Multiple Close
button.
You have to perform the following steps to do so:
1. Select the files that you want to close.
2. Click the Multiple Close button. A message box appears.
3. Click the OK button in the message box. The Multiple Files(s) Close screen appears.
4. Enter the value for the Remark field.
5. Click the Submit button to close the files
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3.14ViewsentFiles
Thisoptionisusedtocheckfilesthataresentbyyoursection.
Followthestepstoviewsentfiles:
ClicktheSentItemlinkintheFTSmainmenu.Adropdownmenuappears.
ClicktheFilelink.
Listoffilessentbyyouwillbedisplayed.
ClickonFileNumberforfurtherdetails.
3.15Trackingafile
Thisoptionisusedtofindthefilewhichevercomesinyoursectionordiarisedbyyoursection.
Performthefollowingstepstotrackafile:
ClicktheFilelinkinthemainFTSmenu.Adropdownmenuappears.
ClicktheQuerylink.
FileQueryscreenappears.
EnteroneormoreparameterfortrackinglikeComputerFileNo.,FileNo.,Subject,SentTo,SentDate
From&To,Status.(InFileNo.,subject,onecangivepartofitalso.)etc.
ClicktheSearchbutton.
Onthenextscreen,listofselectedfileswillbedisplayed(ifsomethingisfound).
ClicktheFileNumberfordetail.Filedetailsappearinthenextscreen.
3.16Despatchingaletter
Thisoptionisusedtodespatchareceipt.
Performthefollowingstepstodespatchareceipt:
ClicktheDespatchlinkfromtheFTSmainmenu.Adropdownmenuappears.
ClciktheAdd/Editlink.
DespatchScreenscreenappears.
For new despatch, leave Section Despatch Year as current year and Section Computer Despatch No. as 0
(zero),proceedwithenteringdatainotherfields.
Ifyouaredespatchingitagainstareceiptthengivereceiptyear&computerno.,otherwisegivefileno./referenceno.
13
After clicking Submit button, this will generate Section computer despatch number, which is to be noted
downforfurtherreferences.CRUpeoplewillbeusingthisnumberfordespatchingthefile.
3.17Trackingadispatch
Thisoptionisusedtotrackthedespatch.
Performthefollowingstepstotrackthedespatch:
ClciktheQuerylink.
DespatchQueryscreenappears.
Enteroneormoreparameterfortracking.
Onthenextscreen,listofselecteddispatcheswillbedisplayed(ifsomethingisfound).
ClickonYear/Sec.Comp.DespatchNo.fordetail.
Despatchdetailsappearinthenextscreen.
3.18Preferredlist
Thisoptionisusedtocreatethelistofuserstowhommostoftenthefiles/receipts
aresentbyaparticularusersobyusingthisoptionhecangeneratehisownlist.
Followthestepstomakepreferredlist:
ClickthePreferredListlinkintheFTSmainmenu.
Selectthemarkingabbreviationsoftheusersthatyouwantinyourpreferredlistandputtheminthe
rightboxbyclickingthe[>]button.
ClicktheSave(
)button.
Ifyouwanttodeletesomeusersfromthelistthenyoucanselectthemarkingabbreviationintheright
boxandclickthe[<]button.Oncethepreferredlisthasbeencreated,itreflectsbackinthenewreceipt
creation,file/receiptmovement,multiplefile/receiptsending.Bydefaultpreferredlistisuploadedinthe
sentitem,ifyouwanttoseeallthenyouneedtoclickshowall.Searchwillbepreformedontheselected
list.
3.19Precedentbook
Thefileshavingprecedencevalueandimportantpolicyissueswillbeenteredintheprecedentbook.The
decisiontakenwillbefedinthesystemalongwiththedecisiondate.
FollowtheStepstomakeanentryinprecedentbook:
ClicktheInboxlinkintheFTSmainmenu.Adropdownmenuappears.
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ClicktheFileNumber.Detailsoffilewillbedisplayedalongwithallthepreviousmarkings.
)link.
ClickFilePrecedentBook(
3.20Set/ReviewDueDate
(a).ForReceipt
Thisoptionisusedtosettargetdateandthetargetdatecanbesetonareceiptbytheuserorbyasenior
officertothesubordinateofficerfortakingnecessaryactiononorbeforethetargetdate.
Stepstoset/ReviewDuedate:
ThroughInbox
ClicktheReceiptlink.
Listofreceiptsmarkedtoyouwillbedisplayed.
Selectthecheckboxofthereceipt(s)
)button.
ClicktheSetDueDate(
SetDueDatescreenwillbedisplayed.
FillupnecessaryinformationandclicktheSubmitbutton.
ThroughQuery
ClicktheReceiptlinktheFTsmainmenu.Adropdownmenuappears.
ClicktheQuerylink.
Enteroneormoreparameterfortrackingthereceipt.
Listofselectedcorrespondencewillbedisplayed.
)button.
ClicktheSetDueDate(
FillupnecessaryinformationandclickSubmitbutton.
Atthetimeofmovement
ClicktheReceiptlink.Listofpendingreceiptswillbedisplayed.
ClickonYear/ComputerNo.
Detailofreceiptwillbedisplayed.
ClickSetDueDate(
)button.
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Directlyonareceipt
ClicktheReceipt.
ClicktheSetDueDate(
)button.
EnteroneComputerNumber&Yearofthereceipt.
ReviewedReceiptforwhichDueDateisset
After completing the action on a receipt for which due date (target date) is set, select/enter the Reviewed on
(Date).
(b).ForFile
Theprocedureofsettingduedateforfileisalsosamelikereceipt.ButyouneedtoselectFileoptioninstead
ofReceipt.
3.21TimeboundFiles&Receipts
Thisoptionisusedtosearchforthosefile/receiptsonwhichduedateisalreadyplacedortoextendtheirdue
date.
Stepstosearchextendduedate:
ClicktheTimeboundFiles&ReceiptsintheFTSmainmenu.
Enteroneormoreparameter&clicktheSearchbutton.
Listofreceipt(s)/file(s)willbedisplayedmatchingtheparameter.
Selectthecheckboxofthereceipt(s)/file(s)
ClicktheReviewedbuttontoindicatethereviewedstatus.(or)
ClickChangeDateforextendingtheduedate(targetdate).SetDueDatescreenwillbedisplayed.
3.22AddressBook
Thisoptionisusedtomaketheentriesofthepersonwhoisfrequentlyindiarising/dispatching.
Followthestepstomakeaddressbook:
ClicktheAddressBooklinktheFTSmainmenu.
FillupthenecessaryfieldsthenalciktheSubmitbutton.
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3.23ReceiveBack
Thisoptionhelpstheusertoreceivethefiles/receiptsthatareforwardedoutoftheorganization.
Performthefollowingstepstoreceivebackthefile:
ClicktheReceiveBacklinkintheFTSmainmenu.
ClicktheFilelink.TheGetFileFromOutsidescreenappears.
TypethevaluesfortheComputerFileNo.orFileNo.fieldsforthefilethatisforwardedout.
ClicktheSubmitbutton.TheGetFileFromOutsidescreenappearscontainingallthedetailsforthefile
thatissentout.
ClicktheReceivebuttontoreceivethefile.
Performthefollowingstepstoreceivebackthereceipt:
ClicktheReceiptlink.TheGetReceiptFromOutsidescreenappears.
TypethevaluesfortheReceiptNo.andYearfieldsforthereceiptthatisforwardedout.
ClicktheSubmitbutton.TheGetFileFromOutsidescreenappearscontainingallthedetailsforthe
receiptthatissentout.
ClicktheReceivebuttontoreceivethereceive
3.24Reports
Followingreportscanbegeneratedbysection.
a.Receipt
DiaryRegisterCategorywise/ForAllcategoryforaparticularperiod.
PendingCasesForReceipt/CaseCategoryWiseStatuswise.
NumericalCasesForparticularmonth&yearCategorywisedetailcanbeprintedalso.
WeeklyArrearForaparticularweekdealinghandwise
VIPreportFortnightlyreportforVIPsletter
ConsolidatedReportForSectionandCategorywise.
ReceiptPendencyReportforPendingreceiptspendingfrombetweenaparticularperiodReceipt
Type(Dealt/NotDealt)Categorywise.
InboxPendencyGivesdetailsofreceived/dealt/pendingcasesforaparticularperiodforthesectionand
alsoforindividualusersofthesection.
b.File
FileMovementDatewisemovementbyasection/allmovementstogetherforasectionduringthat
period.
FileRegisterFileheadwiseStatuswiseduringopeningperiod.
FileReviewFilestobereviewedinaparticularmonth&year.
FileReceivedSummaryofFilesReceived/Disposed/Pendingdatewisesectionwise.
InboxPendencyGivesdetailsofreceived/dealt/pendingfilesforaparticularperiodforthesectionand
c.DespatchDespatchReportTypewise/Alltypeprintingofdispatchregisterduringaperiod.
17
d.StatusonsentFile(s)/Receipt(s)Thisreportgivesthestatusofsentfile(s)andreceipt(s).
e.24hrsreports
Files Received This Report will display files sent by others and not received by this
section/officerwithinlast24hrs.
ReceiptsReceivedThisreportprovidesthelistofreceiptsinInboxunattendedformorethan
24hrs.
File Sent This Report will display files sent by you and not received by other section/officer
withinlast24hrs
Receipt sentThis report provides the list of receipts in the Inbox of recipientunattended for
morethan24hrs.
3.25PullFile
Thisoptionhelpstheusertopullbackthefilefromtheendoftherecipient.
Performthefollowingstepstopullbackthefile:
ClickthePullFilelink.ThePullFilescreenappears.
EnterthevaluefortheComputerFileNo.fieldorFileNo.fieldthatyouhavesentforprocessing.
ClicktheSubmitbutton.ThePullFilescreenappears.
ClicktheReceive(
)buttontoreceivethepullbackedfile.
3.26Help
Thisoptionprovidesthehelpmanualstotheuser.UsercaneitherdownloadthehandbookforFTSorFAQsfor
FTS.
3.27ChangePassword
ThisoptionhelpstheusertochangethepasswordofhisFTSaccount.
Performthefollowingstepstochangethepassword:
ClicktheChangePasswordlinkintheFTSmainmenu.TheChangePasswordScreenscreenappears.
TypetheoldpasswordintheOldPasswordfield.
TypethenewpasswordinNewPasswordfield.
TypethenewpasswordintheConfirmpasswordfield.
ClicktheSubmitbutton.As,aresult,thepasswordgetschanged.
User can also use the reset button to rest all the fields if wrong password is typed in any of the fields.
3.28Logout
ThisoptionhelpstheusertoexitoutoftheFTSapplication.
PerformthefollowingstepstologoutoftheFTSapplication:
ClicktheLogoutlinkintheFTSmainmenu.As,result,usergetsredirectedtotheFTSloginpage.
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4.UsingFTSOfficer/PA/PSModule
4.1StartingFTS
Openthebrowser
TypetheaddressoftheFileTrackingSystemwebsiteintheaddressbarandclickonenter
Typeyouruserid
TypeyourPassword
ClickLoginbutton
Afterauthentication,FTSMainMenuappears.
4.2FreshDiary
Thisoptionisusedtomakeanewreceiptentry.
Followthestepstomakeafreshdiaryentry:
ClicktheReceiptlinkfromtheFTSmainmenu.Adropdownmenuappears.
ClicktheNewReceiptlink.
Proceedwithenteringdatainthefields.Youcanalsomakeanattachmentofthescannedcopyoftheletter.
Now,ClicktheSubmitbuttonforsavingtheentereddata.
AfterclickingSubmitbutton,thecomputerwillgenerateauniquenumberforthisreceipt,whichisarunning
serialnumberforthatyear.Youwillnotedownthecomputernumberalongwithcurrentyearonthereceipt.
So,if205isthecomputerno.in2010,thenthediaristwillnotediaryno.onthereceiptas205/2010.
Afterdoingthis,oneclicksClearbuttontodiariesthenextreceipt.Copybuttonoptiontobeusedincasea
copyisrequiredtobesenttomultiplepeopleasitallowsyoutodiarizewithoutclearingfields,whichwillbe
helpfulincopyingdatafrompreviousdiarizedreceipt,butwillgiveanewuniquenumberforotherreceipt.
4.3Viewmarkedreceipts
Thisoptionistocheckthereceiptsmarkedtoyou
Followthestepstoviewmarkedreceipts:
ClicktheInboxlinkundertheFTSmainmenu.Adropdownmenuappears.
Listofreceiptspendingwithyouwillbedisplayed.
ClickonYear/ReceiptNumberforfurtherdetails.
Unreceivedreceiptshavetobereceivedfirstbeforetheycouldbeviewed.Onecandosobyclickingon
the check box and then clicking the Received button and the color of the receipt background will be
changedfromlightbluetowhitishaswellasthetimeanddatewillbepopulatedintheReceivedonbox.
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4.4ReceivingReceipt
Thisoptionisusedtoreceivethereceiptmarkedtoyou.
Followthestepstoreceivereceipts:
ClicktheInboxlinkundertheFTSmainmenu.Adropdownmenuappears.
ClicktheReceiptlink.ListofpendingReceipts/Fileswillbedisplayed.
ClictheReceivedbutton.
Colorofthefilebackgroundwillbechangedfromlightbluetowhiteaswellasthetimeanddatewillbe
populatedintheReceivedonbox.
4.5MovementofReceipt
Thisoptionistosendthereceiptswhichareinyourinbox,tootheruser.
Followthestepstomakemovementofthereceipt:
Process:1
ClickonYear/ReceiptNo.Detailofreceiptwillbedisplayed.
AllpreviousmarkingswillbedisplayedintheReceiptMovementHistorysection.
ClickSend(
)link.
FillupallnecessaryparametersandthenclicktheForwardbutton(
).
Multiple receipts can be sent to one user at one go by clicking the check boxes of desired receipts in Inbox and then click on Multiple
Forwardbutton.
OR
Process:2
ClickReceiptintheFTSmainmenu.Adropdownmenuappears.
ClicktheReceiptMovementlink.
FillupthereceiptnumberandtheyearthenclickSubmit(
)button.
IfthereceiptisnotreceivedyetinFTSthenyouneedtoclickonreceive&sendelseyouwilldirectlyget
thereceiptdetailsscreen.
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4.6EditReceipt
Thisoptionistomakesomechangesinthereceiptwhichisinyourinbox.
Followthestepstoeditareceipt:
Process:1
ClciktheReceiptlinkfromtheFTSmainmenu.Adropdownmenuappears.
ClicktheEditlink
EnterthevaluesintheYearandComputerNo.fieldsofthereceipt/correspondence.
EditallnecessaryparametersthenclicktheSubmitbuttontosavethechanges.
OR
Process:2
ClickEdit/AttachwithFile/UpdateStatus(
)option.
EditallnecessaryparametersthenclicktheSubmitbutton
4.7ViewSentReceipts
Thisoptionisusedtocheckreceiptthatissentbyyou
Performthefollowingstepstoviewsentreceipts:
ClicktheSentItemintheFTSmainmenu.Adropdownmenuappaers.
ClicktheReceiptlinkfromthedropdownmenu.
Listofreceiptssentbyyouwillbedisplayed.
ClickonYear/ReceiptNumberforfurtherdetails.
4.8TrackingaReceipt
Thisoptionisusedtofindthereceiptwhichevercomesinyouraccountordiarisedby
yoursection.
Performthefollowingstepstotrackareceipt:
ClicktheReceiptlinkfromtheFTSmainmenu
21
ClicktheQuerylink
ReceiptQueryscreenappears.
Enteroneormoreparameterfortracking,suchas;ComputerNo.,Year,Type,Category,Audit,Receipt/
Case,Language,MP,Name,Address,City,Subject,SubjectAbbv.,ReferenceNo.,SentTo,Dealing
Assistant,SentDate,LetterDated,DiaryDate,ClosingDate,ComputerFileNo.,FileType,PartNo.&
Status.(Inname,address,city,subjectandreferenceno.,onecangivepartofitalso.)
ClicktheSearch(
)button.
MarkingdetailsarevisibleundertheheadingReceiptMovementHistorysection.
4.9Viewmarkedfiles
Thisoptionistocheckthefilesmarkedtoyoursection.
Performthefollowingstepstoviewmarkedfiles:
ClickFilelinkfromthedropdownmenu.Listoffilespendingwillbedisplayed
ClickthefileNumberforfurtherdetails.
Unreceivedfileshavetobereceivedfirstbeforetheycouldbeviewed.Onecandosobyclickingonthecheckboxandthenclickingthe
Receivedbuttonandthecolorofthefilebackgroundwillbechangedfromgreenishtowhiteaswellasthetimeanddatewillbepopulated
intheReceivedonbox.
4.10ReceivingFile
Thisoptionisusedtoreceivethefilemarkedtoyou.
Performthefollowingstepstoreceivefile:
ClickInbox
ClickfileClickInboxintheFTSmainmenu.Adropdownmenuapperas.
ClicktheFilelinkfromthedropdownmenu.Listoffilespendingwillbedisplayed.
)button
ClicktheReceived(
Thecolorofthefilebackgroundwillbechangedfromlightbluetowhiteaswellasthetimeanddatewillbe
populatedintheReceivedonbox..
22
4.11MovementofFile
Thisoptionistosendthefileswhichareinyourinbox,tootherusers.
Followthestepstomakemovementofthefile:
Process:1
ClicktheInboxlinkintheFTSmainmenu.
ClickthefileNumber.Detailsoffilewillbedisplayedalongwithallthepreviousmarkings.
)link.
ClicktheFileMove(
IfsomefilehastolinkedforreferencethenclickLinkFileandgivecomputerfilenowithallparameters.If
somefilesarealreadylinkedthenbyclickingDelinkyoucandelinkalso.
MultiplefilescanbesenttooneuseratonegobyclickingthecheckboxesofdesiredreceiptsinInboxandthenclickonMultipleForward.
OR
Process:2
ClicktheFileMovementlink.
FillupthefilenumberthenclicktheSubmitbutton.
IfthefileisnotreceivedyetinFTSthenyouneedtoclickonreceive&sendelseyouwilldirectlygetthe
filedetailsscreen
FillupallnecessaryparametersthenclicktheForwardbutton
4.12ViewsentFiles
Thisoptionisusedtocheckfilesthataresentbyyoursection.
Followthestepstoviewsentfiles:
ClicktheSentItemlinkintheFTSmainmenu.Adropdownmenuappears.
ClicktheFilelink.
Listoffilessentbyyouwillbedisplayed.
ClickonFileNumberforfurtherdetails.
4.13Trackingafile
Thisoptionisusedtofindthefilewhichevercomesinyoursectionordiarisedbyyoursection.
Performthefollowingstepstotrackafile:
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ClicktheFilelinkinthemainFTSmenu.Adropdownmenuappears.
ClicktheQuerylink.
FileQueryscreenappears.
EnteroneormoreparameterfortrackinglikeComputerFileNo.,FileNo.,Subject,SentTo,SentDate
From&To,Status.(InFileNo.,subject,onecangivepartofitalso.)etc.
Onthenextscreen,listofselectedfileswillbedisplayed(ifsomethingisfound).
ClicktheFileNumberfordetail.Filedetailsappearinthenextscreen.
4.14Despatchingaletter
Thisoptionisusedtodespatchareceipt.
Performthefollowingstepstodespatchareceipt:
ClciktheAdd/Editlink.
DespatchScreenscreenappears.
For new despatch, leave Section Despatch Year as current year and Section Computer Despatch No. as 0
(zero),proceedwithenteringdatainotherfields.
Ifyouaredespatchingitagainstareceiptthengivereceiptyear&computerno.,otherwisegivefileno./referenceno.
AfterclickingSubmitbutton,thiswillgenerateSectioncomputerdespatchnumber,whichistobenoteddown
forfurtherreferences.CRUpeoplewillbeusingthisnumberfordespatchingthefile.
4.15Trackingadispatch
Thisoptionisusedtotrackthedespatch.
Performthefollowingstepstotrackthedespatch:
ClciktheQuerylink.
DespatchQueryscreenappears.
Enteroneormoreparameterfortracking.
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Onthenextscreen,listofselecteddispatcheswillbedisplayed(ifsomethingisfound).
ClickonYear/Sec.Comp.DespatchNo.fordetail.
Despatchdetailsappearinthenextscreen.
For tracking like Computer No., Year, Type, Category, Audit, Receipt/ Case, Language, MP, Name, Address,
City, Subject,Subject Abbv., Reference No., Sent To, Dealing Assistant, Sent Date, Letter Dated, Diary Date,
Closing Date,Computer File No., File Type, PartNo.& Status (Inname, address, city,subject and reference
no.,onecangivepartofitalso.)
Also,themarkingdetailsarevisibleundertheReceiptMovementHistorysection.
4.16Preferredlist
Thisoptionisusedtocreatethelistofuserstowhommostoftenthefiles/receipts
aresentbyaparticularusersobyusingthisoptionhecangeneratehisownlist.
Followthestepstomakepreferredlist:
ClickthePreferredListlinkintheFTSmainmenu.
Selectthemarkingabbreviationsoftheusersthatyouwantinyourpreferredlistandputtheminthe
rightboxbyclickingthe[>]button.
ClicktheSave(
)button.
Ifyouwanttodeletesomeusersfromthelistthenyoucanselectthemarkingabbreviationintherightbox
andclickthe[<]button.Oncethepreferredlisthasbeencreated,itreflectsbackinthenewreceiptcreation,
file/receiptmovement,multiplefile/receiptsending.Bydefaultpreferredlistisuploadedinthesentitem,if
youwanttoseeallthenyouneedtoclickshowall.Searchwillbepreformedontheselectedlist.
4.17PrecedentBook
Thefileshavingprecedencevalueandimportantpolicyissueswillbeenteredintheprecedentbook.The
decisiontakenwillbefedinthesystemalongwiththedecisiondate.
FollowtheStepstomakeanentryinprecedentbook:
ClicktheFileNumber.Detailsoffilewillbedisplayedalongwithallthepreviousmarkings.
)link.
ClickFilePrecedentBook(
25
4.18Set/ReviewDueDate
(a).ForReceipt
Thisoptionisusedtosettargetdateandthetargetdatecanbesetonareceiptbytheuserorbyasenior
officertothesubordinateofficerfortakingnecessaryactiononorbeforethetargetdate.
Stepstoset/ReviewDuedate:
ThroughInbox
Listofreceiptsmarkedtoyouwillbedisplayed.
)button.
ClicktheSetDueDate(
ThroughQuery
ClicktheReceiptlinktheFTsmainmenu.Adropdownmenuappears.
ClicktheQuerylink.
Enteroneormoreparameterfortrackingthereceipt.
Listofselectedcorrespondencewillbedisplayed.
)button.
ClicktheSetDueDate(
FillupnecessaryinformationandclickSubmitbutton.
Atthetimeofmovement
ClicktheReceiptlink.Listofpendingreceiptswillbedisplayed.
ClickonYear/ComputerNo.
Detailofreceiptwillbedisplayed.
ClickSetDueDate(
)button.
Directlyonareceipt
ClicktheReceipt.
26
ClicktheSetDueDate(
)button.
EnteroneComputerNumber&Yearofthereceipt.
ReviewedReceiptforwhichDueDateisset
After completing the action on a receipt for which due date (target date) is set, select/enter the Reviewed on
(Date).
(b).ForFile
Theprocedureofsettingduedateforfileisalsosamelikereceipt.ButyouneedtoselectFileoptioninstead
ofReceipt.
4.19TimeboundFiles&Receipts
Thisoptionisusedtosearchforthosefile/receiptsonwhichduedateisalreadyplacedortoextendtheirdue
date.
Stepstosearchextendduedate:
ClicktheTimeboundFiles&ReceiptsintheFTSmainmenu.
Enteroneormoreparameter&clicktheSearchbutton.
Listofreceipt(s)/file(s)willbedisplayedmatchingtheparameter.
Selectthecheckboxofthereceipt(s)/file(s)
ClicktheReviewedbuttontoindicatethereviewedstatus.(or)
ClickChangeDateforextendingtheduedate(targetdate).SetDueDatescreenwillbedisplayed.
4.20AddressBook
Thisoptionisusedtomaketheentriesofthepersonwhoisfrequentlyindiarising/dispatching.
Followthestepstomakeaddressbook:
ClicktheAddressBooklinktheFTSmainmenu.
FillupthenecessaryfieldsthenalciktheSubmitbutton.
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2.23ReceiveBack
Thisoptionhelpstheusertoreceivethefiles/receiptsthatareforwardedoutoftheorganization.
Performthefollowingstepstoreceivebackthefile:
ClicktheFilelink.TheGetFileFromOutsidescreenappears.
TypethevaluesfortheComputerFileNo.orFileNo.fieldsforthefilethatisforwardedout.
ClicktheSubmitbutton.TheGetFileFromOutsidescreenappearscontainingallthedetailsforthefile
thatissentout.
ClicktheReceivebuttontoreceivethefile.
Performthefollowingstepstoreceivebackthereceipt:
ClicktheReceiptlink.TheGetReceiptFromOutsidescreenappears.
TypethevaluesfortheReceiptNo.andYearfieldsforthereceiptthatisforwardedout.
ClicktheSubmitbutton.TheGetFileFromOutsidescreenappearscontainingallthedetailsforthe
receiptthatissentout.
ClicktheReceivebuttontoreceivethereceive
2.24Reports
Followingreportscanbegeneratedbysection.
a.Receipt
DiaryRegisterCategorywise/ForAllcategoryforaparticularperiod.
PendingCasesForReceipt/CaseCategoryWiseStatuswise.
NumericalCasesForparticularmonth&yearCategorywisedetailcanbeprintedalso.
WeeklyArrearForaparticularweekdealinghandwise
VIPreportFortnightlyreportforVIPsletter
ConsolidatedReportForSectionandCategorywise.
ReceiptPendencyReportforPendingreceiptspendingfrombetweenaparticularperiodReceipt
Type(Dealt/NotDealt)Categorywise.
InboxPendencyGivesdetailsofreceived/dealt/pendingcasesforaparticularperiodforthesectionand
b.File
FileMovementDatewisemovementbyasection/allmovementstogetherforasectionduringthat
period.
FileRegisterFileheadwiseStatuswiseduringopeningperiod.
FileReviewFilestobereviewedinaparticularmonth&year.
FileReceivedSummaryofFilesReceived/Disposed/Pendingdatewisesectionwise.
InboxPendencyGivesdetailsofreceived/dealt/pendingfilesforaparticularperiodforthesectionand
c.DespatchDespatchReportTypewise/Alltypeprintingofdispatchregisterduringaperiod.
28
d.StatusonsentFile(s)/Receipt(s)Thisreportgivesthestatusofsentfile(s)andreceipt(s).
e.24hrsreports
Files Received This Report will display files sent by others and not received by this
section/officerwithinlast24hrs.
ReceiptsReceivedThisreportprovidesthelistofreceiptsinInboxunattendedformorethan
24hrs.
File Sent This Report will display files sent by you and not received by other section/officer
withinlast24hrs
Receipt sentThis report provides the list of receipts in the Inbox of recipientunattended for
morethan24hrs.
2.25PullFile
Thisoptionhelpstheusertopullbackthefilefromtheendoftherecipient.
Performthefollowingstepstopullbackthefile:
ClickthePullFilelink.ThePullFilescreenappears.
EnterthevaluefortheComputerFileNo.fieldorFileNo.fieldthatyouhavesentforprocessing.
ClicktheSubmitbutton.ThePullFilescreenappears.
ClicktheReceive(
)buttontoreceivethepullbackedfile.
2.26Help
Thisoptionprovidesthehelpmanualstotheuser.UsercaneitherdownloadthehandbookforFTSorFAQsfor
FTS.
2.27ChangePassword
ThisoptionhelpstheusertochangethepasswordofhisFTSaccount.
Performthefollowingstepstochangethepassword:
ClicktheChangePasswordlinkintheFTSmainmenu.TheChangePasswordScreenscreenappears.
TypetheoldpasswordintheOldPasswordfield.
TypethenewpasswordinNewPasswordfield.
TypethenewpasswordintheConfirmpasswordfield.
ClicktheSubmitbutton.As,aresult,thepasswordgetschanged.
User can also use the reset button to rest all the fields if wrong password is typed in any of the fields.
2.28Logout
ThisoptionhelpstheusertoexitoutoftheFTSapplication.
PerformthefollowingstepstologoutoftheFTSapplication:
ClicktheLogoutlinkintheFTSmainmenu.As,result,usergetsredirectedtotheFTSloginpage.
29

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FileTrackingSystem(FTS)

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

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) button to attach the multiple receipts in a single file. To do so perform the

) button to close the multiple receipt. To do so perform the

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

File Tracking System- User Guide

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