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File Tracking System (FTS) User Guide Prepared by: Reviewed and Approved by eGo

File Tracking System (FTS) User Guide Prepared by: Reviewed and Approved by eGovernance team National Informatics Centre (NIC) File Tracking System- User Guide 2 Table of Contents 1. Introduction ..................................................................................................................................................................... 4 2. FTS Features ...................................................................................................................................................................... 5 3. Using FTS Section Module ................................................................................................................................................. 6 3.1 Starting FTS ............................................................................................................................................................... 6 3.2 Fresh Diary ................................................................................................................................................................ 6 3.3 View marked receipts ............................................................................................................................................... 6 3.4 Receiving Receipt...................................................................................................................................................... 7 3.5 Movement of Receipt ............................................................................................................................................... 8 3.6 Edit Receipt ............................................................................................................................................................... 8 3.7 Attach Receipt with File ............................................................................................................................................ 9 3.8 View Sent Receipts ................................................................................................................................................... 9 3.9 Tracking a Receipt................................................................................................................................................... 10 3.10 Opening of New File ............................................................................................................................................. 10 3.11 View marked files ................................................................................................................................................. 11 3.12 Receiving File ........................................................................................................................................................ 11 3.13 Movement of File ................................................................................................................................................. 12 3.14 View sent Files ...................................................................................................................................................... 12 3.15 Tracking a file ........................................................................................................................................................ 13 3.16 Despatching a letter ............................................................................................................................................. 13 3.17 Tracking a dispatch ............................................................................................................................................... 14 3.18 Preferred list ......................................................................................................................................................... 14 3.19 Precedent book .................................................................................................................................................... 14 3.20 Set/Review Due Date ............................................................................................................................................ 15 3.21 Timebound Files & Receipts ................................................................................................................................. 16 3.22 Address Book. ....................................................................................................................................................... 16 3.23 Receive Back ......................................................................................................................................................... 17 3.24 Reports ................................................................................................................................................................. 17 3.25 Pull File‐ ................................................................................................................................................................ 18 3.26 Help ...................................................................................................................................................................... 18 3.27 Change Password.................................................................................................................................................. 18 3.28 Logout ................................................................................................................................................................... 18 4. Using FTS Officer/ PA/ PS Module ................................................................................................................................ 19 4.1 Starting FTS ............................................................................................................................................................. 19 4.2 Fresh Diary .............................................................................................................................................................. 19 4.3 View marked receipts……………………………………………………………………………………………………………………………….19 4.4 Receiving Receipt.................................................................................................................................................... 20 4.5 Movement of Receipt ............................................................................................................................................. 20 4.6 Edit Receipt ............................................................................................................................................................. 21 4.7 View Sent Receipts ................................................................................................................................................. 21 4.8 Tracking a Receipt................................................................................................................................................... 21 4.9 View marked files ................................................................................................................................................... 22 4.10 Receiving File ........................................................................................................................................................ 22 4.11 Movement of File ................................................................................................................................................. 23 4.12 View sent Files ...................................................................................................................................................... 23 4.13 Tracking a file ........................................................................................................................................................ 23 4.14 Despatching a letter ............................................................................................................................................. 24 4.16 Preferred list ......................................................................................................................................................... 25 4.17 Precedent Book .................................................................................................................................................... 25 File Tracking System- User Guide 3 4.18 Set/Review Due Date ............................................................................................................................................ 26 4.19 Timebound Files & Receipts ................................................................................................................................. 27 4.20 Address Book ........................................................................................................................................................ 27 2.23 Receive Back ......................................................................................................................................................... 28 2.24 Reports ................................................................................................................................................................. 28 2.25 Pull File ................................................................................................................................................................. 29 2.26 Help ...................................................................................................................................................................... 29 2.27 Change Password.................................................................................................................................................. 29 2.28 Logout ................................................................................................................................................................... 29 File Tracking System- User Guide 4 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 movement of various important Files and Receipts at different levels in the process of decision‐making. The software package “File Tracking System ‐ FTS (ver4.0)” developed by the National Informatics Centre (NIC) in sync with CSMOP(Central Secretariat Manual of Office Procedure) of DAR&PG (Department of Administrative Reforms & Public Grievances). File Tracking System- User Guide 5 2. FTS Features The salient features of the system are as follow: Diarizing of the receipts Opening of new files Linking the receipt to a file Files/Receipts Movement Monitoring the pendency of Files/Receipts Timely review (disposal) of Files/Receipts Retrieval of information through powerful Search Record management Despatch of Files/Receipts Generation of reports File Tracking System- User Guide 6 • • • • • • • • 3. Using FTS Section Module 3.1 Starting FTS Open the browser Type the address of the File Tracking System website in the address bar and click on enter Type your user id Type your Password Click Login button After authentication, FTS Main Menu appears. 3.2 Fresh Diary This option is used to make a new receipt entry. Follow the steps to make a fresh diary entry: Select Receipt from the FTS main menu. Select New Receipt from the drop down menu.. Proceed with entering data in the fields. You can also make an attachment of the scanned copy of the letter. Now click Submit button for saving the entered data. After clicking Submit button, the computer will generate a unique number for this receipt, which is a running serial number for that year. You will note down the computer number along with current year on the receipt. So, if 205 is the computer no. in 2010, then the diarist will note diary no. on the receipt as 205/2010. After doing this, one clicks Clear button to diaries the next receipt. Copy button is used in case a copy is required to be sent to multiple people. It allows user to diarize without clearing fields, which will be helpful in copying data from previous diarized receipt, but will give a new unique number for other receipt. 3.3 View marked receipts This option is to check the receipts marked to you. Perform the following steps to view marked receipts: • Click Inbox in the FTS main menu. A drop down menu apperas. • Click Receipt link from the drop‐down menu. List of receipts pending with you will be displayed. • Click on Year combo box. A drop‐down list appaers. • Select the yaer from the list for which you want to view the receipts. File Tracking System- User Guide Unreceived receipts have to be received first before they could be viewed. One can do so by clicking on the check box and then clicking the Received button and the color of the receipt background will be changed from greenish to whitish as well as the time and date will be populated in the Received on box. User can also use the Multiple Attach ( ) button to attach the multiple receipts in a single file. To do so perform the following steps: 1. Select the receipts that you want to attach. 2. Click the Multiple Attach button. A message box appears. 3. Click the OK button in the message box. The Multiple Receipt(s) Attach screen appears. 4. Enter the necessary values for the different fields. 5. Click the Submit button to attach the receipts with the file whose number is entered in the Multiple Receipt(s) Attach screen In addition, user can also make use of the Multiple Forward ( ) button to forward the multiple receipts to a single recipient. To do so perform the following steps: 1. Select the receipts 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 Receipt(s) Forward screen appears. 4. Enter the necessary values for the different fields. 5. Click the Forward button to forward the receipts In addition, user can also make use of the Multiple Close ( ) button to close the multiple receipt. To do so perform the following steps 1. Select the receipts 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 Receipt(s) Close screen appears. 4. Enter the value for the Remark field. 5. Click the Submit button to close the receipts 3.4 Receiving Receipt This option is used to receive the receipt marked to you. Perform the following steps to receive receipts: • Click Inbox in the FTS main menu. A drop down menu apperas. • Click Receipt link from the drop‐down menu.List of pending receipts will be displayed. • Select the check box adjacent to the receipt you want to receive (always appear in light blue color). • Click the Received ( ) button. • The color of the file background will be changed from light blue to white as well as the time and date will be populated in the Received on box. 7 File Tracking System- User Guide 3.5 Movement of Receipt This option is to send the receipts which are in your inbox, to other user. Perform the following steps to make movement of the receipt: Process: 1 • Click Inbox in the FTS main menu. A drop down menu apperas. • Click Receipt link from the drop‐down menu.List of pending receipts will be displayed. • Click on Year/Receipt No.Detail of receipt will be displayed. All previous markings will be displayed in the Receipt Movement History section. • Click Send ( ) link. • Fill up all necessary parameters and then click the Forward button ( ). 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 Forward button. OR Process: 2 • Click Receipt in the FTS main menu. A drop down menu appears. • Click the Receipt Movement link. • Fill up the receipt number and the year then click Submit ( ) button. • If the receipt is not received yet in FTS then you need to click on receive & send else you will directly get the receipt details screen • Fill up all necessary parameters then click the Forward button. 3.6 Edit Receipt This option is to make some changes in the receipt which is in your inbox. Perform the following steps to edit a receipt: Process: 1 • Clcik the Receipt link from the FTS main menu. A drop‐down menu appears. • Click the Edit link Diarist Edit Screen appears. • Enter the values in the Year and Computer No. uploads/Management/ user-guide-oracle.pdf