eOffice Services User Manual eOffice... · Thus the KMS makes the document distribution more efficient and renders more control over the documents. 22. Working Copy Support KMS provides

eOffice Services User Manual

Ver 1.0 NIC- For Internal Circulation in LBSNAA 1 |

eOffice has been designed in sync with the needs of a modern Government and has been conceived as the instrument for the Next Generation Government. It paves a platform for Personalized, role based, secure access to internal information for the employees that is accessible through any browser. Personalized services are enabled and employees receive Electronic notifications of services and transactions based on their needs and contingencies.

Knowledge Management System(KMS)

Appointments

Discussion Forum

Instant Messaging

Events

Photo Gallery

RSS Feeds

Directory

News

Useful Links



eOffice KMS



Introduction

Government is one of the largest entities that have to manage large volumes of documents which either is of critical or routine nature. These documents can be Policies, Forms, Acts and Regulations, Circulars, Guidelines and Standards and Manuals. The immediate need in the Govt. scenario is to have a system where the authorized employee can locate the document in the shortest possible time, update and share with other relevant users and finally store it with proper versioning and tracking. Information in the Govt. set up can also be e-mail messages and attachments and hence the KMS must ensure that the content whatever the type it may be of must be treated in the same manner. Govt. documents have to go through several updates and finally archived. The Knowledge Management System (KMS) riding on an underlying Document Management system supports the complete lifecycle of the electronic document from its creation up to the archival.



Key Features of Knowledge Management System

Online Access of documents

Upload Documents

Create Documents using advanced online editor

Create Links

Manage Documents/links/folders with user friendly interface

Metadata compliant with Dublin Core Metadata standards

User Friendly Interface for viewing the documents/links.

Online Workflow for Documents/ Links

Centralized Document Repository with folder wise categorization

Separate user area for folders, documents and links.

Restricted Access on Private Documents

Sharing of Documents with other users

User Discussion on Documents

Folder Subscriptions for easy navigation

Personal Contact List for easy sharing

Online Searching using free text search and advance search on any metadata field

Published Document Board for every user

Different views for viewing the document

Email and SMS Alerts on Document Sharing

MIS Reports for Administrators

Version History Maintenance for documents

Comparisons on various versions of documents

Advanced Editing Support using Check out and Check in Options

1. Online Access of documents

Since the system is web based in can be access online through any system connected on the network so they are available on 24X7 basis.

2. Upload Document

KMS allows capturing of the details of the document that are already in electronic form. Any type of document viz HTML, PDF, IMAGE, Document format, Presentation formats can be uploaded by using the ―Document‖ Feature. (Refer Fig KMS.1.1).

3. Create Documents using advanced online editor

KMS allow users to create documents online by using the ―Online Document‖ Feature. An Online editor will be opened to facilitate user to create the document and save on the KMS directly. (Refer Fig.KMS. 1.1).



4. Create Links

KMS allow users to create some useful links by using the “Quick Links” Feature. An external or internal web link can be provided in this type. (Refer Fig.KMS. 1.1).

Fig.KMS. 1.1 Document/Online Document/Quick Link

5. Managing Documents/Links/Folders with user friendly interface

KMS allow managing the document using the basic features of editing, deleting, cut, copy, paste, and renaming option.

6. Metadata compliant with Metadata standards

While uploading the document, proper metadata are entered based on the metadata standards. This will help to categorize the documents and filter for effective search results and fast retrieval.

7. User Friendly Interface for viewing the documents/links

KMS allow users to view the documents/links/folders in a very user friendly interface where documents can be searched based on filters link folders, category, types etc.



8. Online Workflow for documents/links.

KMS includes online workflow that helps to move documents in well-defined procedures with complete audit trail of activities maintained.

9. Centralized Document Repository with folder wise categorization

Government business demands a lot of paperwork mostly in the form of documents and files that need to access by a large number of users. Maintaining a central repository helps to have a single location from where all department/ministry users can access the information and this also ensures the following:

Without extra effort of going through the manual processing and paper work, one can easily locate the file or document.

Uniform distribution of information allowing access to the latest version of document available.

10. Separate user area for folders, documents and links

KMS provides a user own area where general users can create their own documents, links and folders and can share them with other users.

11. Restricted Access on Private Document

KMS allows the restricted access on the document in private state. This means the document/link in private state will be visible to the creator or the person with whom the creator has shared the document/link. By Default each document and link is in private state.

12. Sharing Document with other users

Users can share the documents created with other users with various access permission link (only view/ edit etc.)

13. User Discussion on Documents

Users can comment on the documents/links and a threaded view of those comments can be seen along with the documents/links.



14. Folder Subscriptions

Users can subscribe to the folders, which they want to view frequently.

15. Personal Contact List for easy sharing

KMS provides a well manage address book for easy sharing of documents with other users

16. Online Search

Search documents, links and folders using free text search and advance search on any metadata field.

17. Published Document Board for every user

A centralized notice board for all users containing the published document at one place.

18. Different views for viewing the document

Various views can be seen for the viewing the documents and folders along with metadata.

19. Alerts for document sharing

Alerts can be subscribed for document change in the form of email and text SMS.

20. MIS Reports for Administrators

KMS provide MIS reports for administrator for calculating the number of folders/documents user wise.

21. Versioning of Documents

Proper versioning of the documents makes it possible to retrieve the latest and most recent version of the document. Thus the KMS makes the document distribution more efficient and renders more control over the documents.

22. Working Copy Support

KMS provides working copy support for advance editing of documents. It Uses check out, check in facility to provide working copy support.



First steps with Knowledge Management System

KMS is a collaborative document management application that enables you to create, share, review, search documents. Access to the application is secured with a password and navigation is done using tabs.

Connecting to KMS

Only authenticated users can access KMS. That is to say that they must have a username and a password.

Logging in

To access KMS, you need to log in to the eOffice portal. Logging in is done using a username and its associated password.

Logging Out

When you are finished on the application, you need to log out before closing your browser.

To log out, click the Sign out ( ) link in the header of the page. You are immediately logged out and need to log in to work in KMS again.



Moving Around

Once successful logged in click on the Knowledge Management System Link in the portal.

To navigate in the KMS and easily access the documents you can use the following:

Navigation Portlet

Tabs & Filters Tags

Navigation Portlet

To navigate the Documents and different section of KMS you can use the navigation portlet in the left side.

Tabs & Filter Tags

Tabs and Filters Tags can be used to filter the search documents in KMS.

Knowledge

Management System

link



Navigation Portlet Filter Tags

Tabs



Concepts

This section describes what kind of sections, documents, and Access rights in the KMS.

Sections

There are basically four sections where you can create the documents and manage them.

Knowledge Repository

Knowledge Repository is the interface where user can search any document based on the fields like type, category and

folders. User may click the icon (Fig. to view the details of the document.

Document can be searched by using Search option or can be filtered using the folder/type/category tags.

Upload Document

Upload Documents is repository of all types of documents depending upon the requirement of the organizations. It comprise of two options:

Central Repository

My Repository

Folders tag

Category tag

Search option



My Preferences

This Section deals with the users preferences like subscription and provide online help on KMS.

Document Sections

This section has four sub sections:

a. Shared: Which shows the document shared with the logged user.

b. Subscribed: The document in the subscribed folders.

c. Published: shows the published documents.

d. Pending: Shows the documents which are pending to reviewer for publishing.

The Details of all the four sections are being described later in this manual.

Documents & Links

Knowledge Management System enables you to create Documents, Links and Online Documents and categorize them by creating Folders. It also facilitates users to share the documents between them.

Collaborative Services

KMS includes various collaborative services:

a. Notes: Users can comment on the documents and links and a threaded view of those comments can be seen along with the documents/links.

b. Sharing: Users can share the documents created with other users. c. Folders: Users can organize documents in folders. d. Subscription: Users can subscribe to the folders, which he/she wants to view frequently. e. Alerts: Alerts can be set when any changes in the document is done. f. Version control: Various versions of documents can be seen and document can be reverted back to any version if

required. g. Check in and Check out: facility available for editing the documents and links.

Details of these features are described later in this manual.

Document Types

The type of documents that can be created using KMS are as follows:

a. Document: This is a document where you can attach a pre created file such as a .pdf, .doc etc. and enter associated metadata with that file.

b. Online Document: This type of document allows you to create an online file with the help of a text editor and enter associated metadata with that file.

c. Link: This type allows you to create a external or internal link of any url along with the associated metadata link url, title of the link.



Access Rights

Access Right are permission granted to the users in the different areas of the application. These access rights determine the actions available to the users.

There are basically four access rights in KMS:

a. Can Add: A user who has been granted ―can add‖ right can add folders and documents in that area where the rights have been given.

b. Can View: A user who has been granted ―can view‖ right can view folders and documents in that area where the rights have been given.

c. Can Edit: A user who has been granted ―can edit‖ right can edit folders and documents in that area where the rights has been given.

d. Can Review: A user who has been granted ―can review‖ right can publish documents in that area where the rights have been given.

Setting up of rights in detailed are described while sharing the folder and documents.



Managing Documents

Creating Document & Link

Users with ―Can Add‖ and ―Can View‖ can create folder, documents and links. General users can created them in My Repository and content managers in Central Document Library of the Upload document section.

Creating Folder

A folder is a repository in which you can group several documents and links, either by creating them directly in the folder or by pasting them in it.

In a Folder you can create:

a. Sub Folder b. Document c. Online Document d. Link

To create a folder navigates to the area where the folder has to be created and then click New Folder in the TABS:

The following page will be opened for entering the details:

Fill in the following fields and click Save to create Folder.

Field

Description Type

Title Name of the Folder Mandatory

Description Text Explaining the purpose of the folder Optional



Creating Document

A document is composed of an attached file that you upload on the application. You can upload files of some specified formats such as .pdf/.doc/.zip etc.

To create a document, navigate to the area where document has to be created and then click New-> Document:


Fill in the following fields and click Save to create Document.

Field Description Type

Title Name of the Document Mandatory

Description Text Explaining the purpose of the Document Optional

Attachment File to be uploaded as attachment Mandatory

Author Author of Document Optional

Reference No Reference No of Document if any Optional

Type Type of Document Mandatory

Category Category of Document Optional

Language Language of Document Optional

Audience Target Audience of Document Optional

Keywords Keywords Related with Document Optional



Creating Online Document

The online document is a document that consists in a text displayed with the metadata of the document. The online document is created using the integrated rich editor, displayed in the document creation form. This editor enables layout modifications on the text.

To create a document, navigates to the area where document has to be created and then click New Online Document.


Fill in the following fields and click the Next ( ) button to add text to the document:


Title Name of the Document Mandatory

Description Text Explaining the purpose of the Document Optional

Author Author of Document Optional

Reference No Reference No of Document if any Optional

Type Type of Document Mandatory

Category Category of Document Optional

Language Language of Document Optional



Audience Target Audience of Document Optional

Keywords Keywords Related with Document Optional

Reference Attachment Attachment if any to be attached Optional

A text editor will be opened to add text to the document. After adding the text click Save ( ).

Creating Link

A Link is composed of a URL which is to be created in the application.

To create a link navigates to the area where link has to be created and then click NewQuick Link.




Fill in the following fields and click Upload to create Link.


Title Name of the Link Mandatory

Description Text Explaining the purpose of the Link Optional

URL The web url of the link Mandatory

Sharing Documents & Links

Sharing Document/Link

You must have at least “Can View” rights to share a document

To share a document or link, click the Sharing option in the action column as shown in the figure below:

As a result, a section will be opened at the bottom as shown in the following figure:

The page shows the previous sharing rights given to the users for the current document and a facility to share the document with other users.



For sharing the document first select the user‘s choice from either Portal Users or My Contact.

Portal users will be all users that are part of the organization while My Contacts will be the users and groups out of all the users, which the users organize themselves. Creating of My Contacts will be discussed later in the manual.

After selecting the users provide the Rights from the following rights

1. Can Add 2. Can Edit 3. Can View 4. Can Review

The properties of those rights are already mentioned in section 3 of this manual.

An alert via email or SMS or both can also be sent by checking the ―Send Alert to Shared User‖ Options.

Sharing Folders

If you want to share whole folder and all the documents with some other user you can share folder for this purpose.

Mechanism for Sharing of folder is same as sharing of documents that have been described in the above section

Viewing Shared Documents

Once the document or folder is shared with other user, they can see the documents shared with them form the shared Link in My Section of the left portlet as shown in the figure below. You can also see the documents that are been shared with you by other users of the application.

Editing Documents & Links

Only users having “Can Edit” right can edit the documents and links. You can edit the documents or links created by you or have been shared by other users with “Can Edit” access right given. When you edit a document or link a new version of document will be created. This policy is excluded while editing the folder. Details of versioning of document and link will be discussed later in the manual.

Editing Document

To edit a document click the Edit option in the action column as shown in the figure below.



A form will be opened as shown below:

Following fields can be edited:

Field Description

Title Name of the Document

Description Text Explaining the purpose of the Document

Attachment File to be uploaded as attachment

Author Author of Document

Reference No Reference No of Document if any

Type Type of Document

Category Category of Document

Language Language of Document

Audience Target Audience of Document

Keywords Keywords Related with Document

Change state Change the state of document

Every time you modify a document, you can define the change comment. Every document will hold a change comment, which is a piece of information about the evolution of this version of document.

After editing the desired field, click Save to edit the document.



Editing Online Document

The methodology for opening the editing form for Online Document is the same as defined for Documents described in the above section.

On clicking the edit the following form will open, as shown below:

Following fields can be edited:

Field Description

Title Name of the Document

Description Text Explaining the purpose of the Document

Text File to be uploaded as attachment

Author Author of Document

Reference No Reference No of Document if any

Type Type of Document

Category Category of Document

Language Language of Document

Audience Target Audience of Document

Keyword Keywords Related with Document

Change Status Change the state of document

For editing the text in online document click on the next. A Text editor will be opened to edit the text as shown in the figure below.



Every time you modify an online document, you can define the change comment. Every document will hold a change comment, which is a piece of information about the evolution of this version of document.

After editing the desired field, click Save to edit the online document.

Editing Folders

The methodology for opening the editing form for folder is the same as defined for Documents and Online Documents described in the above sections.

On clicking the edit the following form will open, as shown below:

Following Fields can be edited:

Field Description

Title Name of the Folder

Description Text Explaining the purpose of the folder

After editing the desired field, click Save to edit the folder.



Editing Link

The methodology for opening the editing form for link is the same as defined for Documents and Online Documents described in the above sections.

On clicking the Edit, the following form will open, as shown below:

Following Fields can be edited:

Field Description

Title Name of the Folder

Description Text Explaining the purpose of the folder

Link The link URL

Change Status Change the state of document

After editing the desired field, click Save to edit the folder.

Viewing Documents

You should have “Can View” right to view the documents and folders. Various following views can be seen for the viewing the documents and folders.

1. Default Action View 2. List View 3. Detail View 4. Publishing Status View

Default View is the Default Action view.

In Order to change view, click on the Quick View tab and change the desired view.

Various Views options will be disabled in the document creation and editing pages.



Action View

To view the documents in action view click on ViewDefault Action View.

Following Information(s) are shown in the action view.

Field Description

Title Name of the document

Action Various actions that can be performed on the document like edit, history, versioning etc.

Size Size of document in KB/MB

Last Modified on Last Modified date and time

Created By User id of creator of the document

List View

To view the documents in List view, click on View List View.

Following Information(s) are shown in the list view.

Field Description







Detail View

To view the documents in detailed view click on ViewDetail View:

Following Information(s) are shown in the Detail view:

Field Description


Description Description related to the document




Publishing Status View

To view the documents in Publishing Status view click on ViewPublishing Status view:

Following Information(s) are shown in the list view:

Field Description





Publishing Status Publishing Status of the document like pending, private, published etc.



Document Actions

Various actions can be performed on the documents. Following Actions can be performed on documents, as follows:

1. Cut 2. Copy 3. Paste 4. Rename 5. Delete

Cutting/Copying and Pasting of Document

To perform Clip Board actions select the document, link or folder and then click ActionCut or Copy as shown:

Navigate to the desired folder and click Paste to paste the document or folder.

Renaming a document

You must have “Can Edit” right to rename the document.

To rename a document or folder select the document or folder and click ActionRename:

A form will be opened to rename the document or folder as follows:



Click Save ( ) after adding new title to rename the document.

Deleting Documents

To remove a document or link or folder, click the Delete option in the action column as shown in the figure below:

A confirmation will be asked to delete the document, shown below. On clicking OK the document will be deleted from the area.

Subscribing Folders

You can subscribe to the folders, which you visit view frequently. This enables you to view all documents in those folders at one place.

Subscribe Option Only works for Folder

Subscribe Folder



In order to subscribe a folder click on the subscribe option in the action column of the folder as shown in the figure below:

A section will be opened in the bottom of the page as shown below:

Click on Subscribe ( ) to subscribe the folder. If the folder is already subscribed the subscription details will be shown.

Unsubscribing Folder

If you want to unsubscribe the folder you can adopt two methodologies:

a. Click on the Subscribe option in the action column of the folder as shown in the figure below:



A section will be opened in the bottom of the page as shown below:

Click Unsubscribe ( ) to remove subscription of the folder.

b. Click on Manage Subscription on My Preference in the left portlet.

A Page with the subscriptions details will be opened. Select the folder to be unsubscribe then click UnSubscribe

( ).



Viewing Subscribed Folder’s Document(s)

In Order to view documents of the subscribed folder click Subscribed in Documents of the left portlet.

A list of documents in the subscribed folders will be displayed as follows:

Commenting a document

A. You can add comments on the documents. Comments enable users to discuss about the document.

Comments are viewable along with the document.

Comment can be given only on Document, Link and Online Document.

Reading the Comments of a document



In order to read the comment attached to the document or link click the Comment option in the action column of the document as shown in the figure below:

A section will be opened at the bottom of the page to view the comments as shown in figure below. To view Threaded reply on comments click on View Reply(s) in the Previous Comments as shown:

Adding Comments on the document

To add a comment, click on Add New Note as shown:

A page will be opened to add comment. Add the comment text and click the Submit to add the comment.



Replying to a comment on the document

To reply over a comment click the Reply associated with the comment as shown in the figure below:

A page will be opened to add reply. Add the reply text and click Submit to add the reply.



Advance Document Management

This section of manual helps you to perform advance operation on the documents and links.

Working Copy Support

You might have been in a situation like this: you need to edit the document extensively but you want that the old version of the document should exist while you are updating the document.

Of course, you could make a copy of it, edit the new version, and when the new version is ready, move away the old version, copy in the new version, etc. But there's an easier way to do this in Document Management System, which is what we call "working copies".

Essentially, you can check out a parallel version of a document, and KMS will keep track of the two documents together. You can then go off and polish your new document to perfection — and when you're ready for the new version to go live, you just merge it.

Behind the scenes, KMS will replace the old document with the new one in the exact same location and URL — and archive the old version as part of the new document's version history.

Using Check-out

To create a working copy use the check out option by clicking the checkout option in the action column of the document as shown in the figure below:

A section will be opened in the bottom of the page as shown in the figure below to check out the document.

Click the Check-out ( ) button to create the working copy of the document to be edited.Once checked out you will receive the following message as shown below:



To differentiate between the locked and working copy refer to the icons along with the document list as shown below:

Icon denotes the locked copy, which is locked for editing and visible for other users to use. And the other same copy can be normally edited as described earlier in section 4 of this manual

Using Check in

When you are ready with your edited document and want to merge it with the old version of the document simply click the check-in option as shown in the figure below:

A section will be opened in the bottom of the page as shown in the figure below to check in the document.



Enter the Check In message (optional) and click the Check In ( ) button to merge the working copy of the document edited.

Once checked in you will receive the following message as shown below:

Your updated document will now replace the existing copy of the document.

Using Cancel Check-out

If for any reason it become necessary to cancel a check out and you don't want to save any of your changes, simply navigate to the working copy and click Cancel check-out option as shown in the figure below:

A section will be opened in the bottom of the page as shown in the figure below to confirm the "Cancel CheckOut" or to "Keep CheckOut" for the document:



Click Cancel Check Out ( ) button to cancel the check out. Once the check out is cancelled you will receive a message as shown below:

Versioning, history and reverting versions

KMS includes versioning feature. When editing a document/link, you may use the "change note" field at the bottom; the change note will be stored in the document‘s version history. (Using Change note is described in section 4).A new version is created every time the document/link is saved.

Versioning is only done for documents, links and online documents, not for folders

Viewing the version history of documents

Once the document/link is saved or created you can view version history by clicking the History option in the action column of the document or link as shown in the figure below:

A section will be opened in the bottom of the page as shown in the figure below to show the versions history of the document or link.



The most recent version will be listed first.

Comparing revision of the documents

From the "History" section you can compare any previous version with the current version by using the "Compare to current revision" link in the Actions column. You can also compare any version with the previous version by using the "Compare to the previous revision" link as shown in the figure above.

A section will be opened below the history section showing the differences in the two versions compared as shown in the figure below.

The legend + shows added contents while – shows deleted contents.



Reverting to the previous revision of the document

To revert to a particular version, just use the "Revert to this revision" link. A comment will indicate when an item was reverted and what version it was reverted to as shown in figure below:



Document Publishing

When a document or link is finished and ready for distribution to all the users it can be submitted for publishing. Publishing the document is publishing the latest revision of the document at the time of publishing. When you want to publish a document you have to submit it for publishing. The person who manages publication should approve the document to be published. The Content publisher can also reject the publication. In that case it is visible to the creator of the document and can be resubmitted for publication.

Submitting a document for publication

Only users with “Can Add” and “Can Edit” can submit a document for publication.

To submit a document for publication select the radio button “Submit for Publication/Make Visible” while creating or editing the document (Change Status) as shown in figure below:

Once the document is submitted for publishing it will be in pending state where Publishing Manager can do either of the following:

1. Publish the document 2. Do not Publish 3. Reject

Details of these functions are explained in detail in the next sections.

Publishing the Document

Once the document is submitted for publication the publishing manager can view those documents by clicking “Pending” link in the left portlet as shown in figure below:



The list of pending document will be visible as shown in figure below:

Here the publisher can publish the document by clicking the Change State against the document as shown in figure above.

Reading the published document

In Order to view the published document click the Published link in the Documents section of the left portlet as shown in figure below:

A list of published documents will be opened as shown in figure below with latest published document at the top.



Making Document Visible without publishing the document

Some time the document is not such important to be visible in published list so there is an option to make the document visible in the area where it has been created without visible in Published list. The document with such state will be searchable by other users also.

For making the document visible publisher can choose Make Visible by clicking on Change Status after viewing the pending list as shown in figure below:

Rejecting a document

To Reject the document for publishing by the publisher if he thinks that document is not ready for publishing he can perform this by clicking the Reject option in Change Status after viewing the document list in the pending list as shown below:

Once rejected the document will become private and will be visible to the creator only.



Searching Documents

To Search a document two links can be followed.

a) Search to Search box provided on the right hand corner.

b) Search by clicking the Advanced Search link on the left Portlet:



eOffice Appointments



Introduction

eOffice Appointments is a sub module in the eOffice application which constitutes to the scheduling of appointments. It helps in performing various activities like scheduling appointments, meetings, events, convention etc. The product provides with features of sharing the appointment, sharing of the files of a particular appointment, updating users about the appointment by way of email, SMS and sending remainder to them. In addition to these it provides support for Importing and exporting of the appointments. Support for searching through the appointments and generating reports for the appointments are also been provided.



Key Features of Appointments

Scheduling of appointments

Creating and sharing appointments

Attaching files

Notifying through SMS/Email

Appointment Comments

Importing

Exporting

Entire Appointments sharing

Searching Appointments

Reporting of Appointments

Different views for viewing Appointments

Remainders Scheduling of Appointments



Scheduling of appointments

The module deals with scheduling of appointments, sharing with other users and notifying the users about the appointments.

Creating and Sharing appointments

Creating and notifying the users about the appointments. Notifying can be done by SMS or Email. Sharing will lead to visibility of appointment in shared user‘s appointment list.

Attaching Files

Related files for an appointment can be attached.

Notifying through SMS/Email

All the related users will be notified about the specific appointment through SMS/Email

Appointment Comments

Comments for an appointment can also be provided, which deal with the major purpose of scheduling the appointment.

Importing

The appointments can be imported from other Calendar service provides into this module.

Exporting

Appointment can be imported to other service provides. Exporting can be done on daily/weekly/monthly basis. Even individual appointment exporting is also been supported.

Entire Appointments Sharing

All the appointments created by a specific can also be shared with a specific user appointment.




Searching of appointments can be done in the self calendar or in the user who has provided permission to view his calendar.

Reporting Appointments

Reports can also be generated for a specific user and based time basis (daily/weekly/monthly/date range).

Different Views for viewing Appointments

Different views are being provided for showing the appointments for a specific user or of own user. The views provided are day/week/month wise.

Reminder scheduling of Appointments

Reminders can he scheduled to inform users about specific appointment at some specified time. Remainders can be scheduled before 1 hour or before 1 day or now etc.



Managing Appointments

Appointments module helps in scheduling meetings/Convention/Appointments/Personnel. All the related information regarding a specific appointments can be managed/manipulated/shared are being provided.

Creating Appointments

Appointments can be created by clicking on the ‗Create‘ link in the left panel. The following page appears and upon filling up the details. The appointments with the specified details will be created, as shown in Fig.App.1.1:

Fig.App 1.1

Sharing Appointment

Once the appointment has been created, a ‗Share‘ drop down will display with what features the appointments can be shared with, as shown in Fig.App.1.2:

Fig.App 1.2



Share by View

Share by view will allow the shared user to just see the appointments. Rather the shared user doesn‘t have permission to edit or remove. The shared user can neither attach files nor share with other users. The drop down in Fig.APP.1.2 shows the different options for sharing privileges.

Share by Edit

Share by edit will allow the shared user to just see and edit the appointments. Rather the shared user has permissions to edit and remove. The shared user can also attach files and share with other users.

Editing Appointments

The user who has created an appointments and the user who has editing permissions can edit the appointments. Editing of the appointments can be done by pressing the edit button, as shown in Fig.App.1.3:

Fig.App 1.3

Viewing Appointments

The basic page which appears when the user starts the appointments is the day view. There are other views which appear in the toolbar are the Week and Month view, as shown in Fig.App.1.4:

Fig.App 1.4



Day View

The day view is the most basic view which appears when a user logs in. The day view can be seen by clicking on day tab in toolbar, as shown in Fig.App.1.5:

Fig.App 1.5

Week View

Week view will show all the appointments starting from a specific date. The week view can be seen by clicking on week tab in toolbar, as shown in Fig.App.1.6:

Fig.App 1.6

Month View

Month view will show all the appointments of a particular of a specific date. The month view can be seen by clicking on month tab in toolbar, as shown in Fig.App.1.7:

Fig.App 1.7



Attachments

Related files for an appointments can be attached. There is no limit on the number of files that can attached for an appointment, as shown in Fig.App.1.8:

Fig.App 1.8

Attach files

The file attaching can be done by clicking on the ‗Attach File‘ menu under the attachment drop down, as shown in Fig.App.1.9:

Fig.App 1.9

All the attached files can be seen by clicking on the ‗Show List‘ menu (Fig.App.1.8).

Remove Files

All the attached files cannot be removed only by the owner and the user who has edit permissions. The attached files can be removed by clicking on the red icon ( )as shown in Fig.App.1.10:

Fig.App 1.10



Reminder Alerts

Alerts are a kind of notification to notify users about appointments.

SMS Alerts

Notification can be done through SMS. SMS can be sent to owner or to shared users or to user from outside. Sending SMS can be done by clicking on the drop down of reminders and under the SMS menu which shows self (for self user)/Shared (to users with whom it‘s shared)/ others (to users outside the organization), as shown in Fig.App.1.11:

Fig.App 1.11

Email Alerts

Notification can be done through Email. Email can be sent to owner or to shared users or to user from outside. Sending Email can be done by clicking on the drop down of remainders and under the Email menu which shows self (for self user)/Shared (to users with whom it‘s shared)/others (to users outside the organization), as shown in Fig.App.1.12:

Fig.App 1.12



Comments

Comments for an appointment are also provided, as shown in Fig.App.1.13:

Fig.App 1.13

Enter Comments

―Enter comments‖ will show a comment form to enter the comments related to the appointment, as shown in Fig.App1.14:

Fig.App 1.14

Show Comments

―Show Comments‖ shows the list of all comments entered so far, as shown in Fig.App1.15:

Fig.App 1.15



Recurrence Events

Recurrence is the latest feature which repeats the appointments based on the date (daily/weekly/monthly/yearly). The user who creates the appointments can schedule the recurrence for the appointments.

Create Recurrence

Recurrence can be created at the time of creation or when it is edited. The recurrence start date and end date can also be specified, as shown in Fig.App.116:

Fig.App 1.16

Import Appointments

Appointments can be imported from other accounts to own accounts. To import, the files of the format ‗.vcs‘ or ‗.ics‘ have to be uploaded. The ‗Import‘ link in the appointment navigation open up an import page, where appointments can be uploaded to your accounts. Imports from other providers like ―Gmail Calendar‖ can also uploaded, as shown in Fig.1.17:

Fig.App 1.17



Export Appointments

Appointments can be downloaded by both clicking on the ‘Export’ link in the Appointments toolbar and clicking on the drop down button which shows Day/Week/Month basis, which in turn contains the format in which the appointments are to be imported. The sub menu with ‘iCal’ and ‘vCal’ will download the respective appointments in ‘.ics’ and ‘.vcs’ format. These contacts can be imported to ‘Gmail’ or other Calendar service provider. Independent appointments can also be downloaded by clicking on the appointment, and an internal toolbar will show an export menu, which has iCal and vCal extension.



Share Complete Calendar

Full calendar specifies all the appointments under a specific user. The entire appointments list created by an owner or individual appointments shared by other users. Sharing can be done by clicking the link of ‗Add User‘ link as, shown in Fig.App.1.18:

Fig.App 1.18

Sharing by View

Just like an individual appointment sharing. All the appointments of a user can also be shared with any user in the organization. Sharing by view is similar like sharing single appointment with view permission. The advantage of this feature is to share all the appointments one time, as shown in Fig.App.1.19:

Fig.App 1.19

Sharing by Edit

Just like an individual appointment sharing. All the appointments of a user can also be shared with any user in the organization. Sharing by edit is similar like sharing single appointment with edit permission. The advantage of this feature is to share all the appointments one time. The same image above will make the appointments to be displayed with Edit (write) permission, as shown in Fig.App.1.20:

Fig.App 1.20



Remove Users

The ―Confirm User‖ user link will show the list of users who have access to your calendar and also the list of users whose calendar you can see. To remove the access, delete the users from the list.

Update Permissions

As shown above the ―Confirm user‖ links shows the list that all have access to your calendar and also the list of users whose calendar you can see. You can update the permissions by just updating the permissions.



Reports and Searching

Report generation and searching is another feature provided. Report generation helps in generating reports for the own user or of the user whose calendar is shared with him. Similarly searching for a particular appointment can also be done in own user appointments list or in the user whose calendar is shared with him, as shown in Fig.App.1.21:

Fig.App 1.21


Searching for a particular appointment can be done in own user appointments list or in the user whose calendar is shared with him. Searching can be done on date basis (daily/weekly/monthly/date range based). Searching feature includes searching for the appointments based on title and category of the appointment, as shown in Fig.App.1.22:

Fig.App 1.22



Report Generation

Report can be generated for a particular user appointments list or for the user whose entire calendar is shared. Report generation can be done on date basis (daily/weekly/monthly/date range based). Just like searching reporting feature includes report generation for the appointments based on title and category of the appointment. The reports can be generated in HTML or PDF format, as shown in Fig.App.1.23:

Fig.App 1.23



Government Holidays Calendar

Holiday‘s list feature is a feature which show holidays list in the calendar itself as shown in the below figure. All the Restricted and Gazette holiday‘s list can be seen just by moving the mouse over a particular date, as shown in Fig.App.1.24:

Fig.App 1.24

Calendar in the entire document means all the Appointments of the user.



eOffice Discussion

Forum



Introduction Discussion Forum is an online tool that enables users to post conversations, receive comments on their conversations and post comment on others‘ conversations. It consists of different forums where users start different conversations. In short, forum constitutes a collection of conversations. Each Conversation is a threaded discussion made up of comments (individual post).

Discussion Forum providing following features:

Add multiple Forums

View all unanswered conversations.

View all recent activities.

Make Forum either free for all or Assign Forum to a group of users or Moderated with the help of Workflow.

Discussion Board

Conversations

Threaded Posts

Forums

Moderated

Free For All

Members Only Comments



Workflow

The workflow for Discussion Forum is of two types:

Free For All

Any Member of the portal can initiate a new topic and an everyone has permission to view it, reply it.

Group Members Only

Any member of the group can initiate a new topic and everyone in the group has permission to view it, reply

it.

Moderated

Any Member of the Forum can start a new conversation and post it. Once it is posted it will first go

Moderator in the pending state.

No one can see that conversation until moderator Publishes it.

Moderator has permission to reject, publish, edit.

Once Moderator publishes the conversation then members of that forum can start posting Comments

All the comments/Reply given by a member will not be viewable by any other member until and unless it is

accepted by the Moderator.

All the Comments/Reply given by a member will not be viewable by any other member until and unless it is accepted by the moderator



Create a New Discussion Board

Login with the administrator rights into portal.

Go to Portal URL/folder_contents.

Click Add new button and select Message Board from drop down list for creating new Discussion Forum.

Give the Title and Description of the Message board and save it.

You have created Message board for the eOffice portal.

Create Forum Inside Disscusion board


To add new Forum inside Message Board click on Add Forum tab.

Fill the Title, Description and other fields. One may fix number of attachments and attachment sizes for the

forum in this screen.

After creation of Forum, the next step is to change the state of the forum. For that purpose click on right most

drops down button.

Now select either free for all or moderated state.

Starting New Conversation

Login to the portal

Click on one of the Forums that have been created.

Click on Start a new conversation tab inside the forum.

In the screen that opens give the title, body text and save it.

Once the conversation is saved, it will be displayed inside forum with the details of user name and time.

Moderated Forum In case Forum is moderated then the Moderator has to publish (i.e. approve) the conversation before it is

displayed. Moderator has the rights to edit, delete, publish and reject the post.

Once the Moderator publishes the topic then group of the users who have permission can reply by clicking on

the Reply to this button of right bottom.

After posting the reply following message will be display, Comment is pending for moderation.



Searching Posts in Discussion Board

For Searching topics/posts write keyword in search box which is found in right hand side of the Discussion

Board.

Enter key words that are to be searched in the text box

Click Search Button

All the posts where the key words appear are displayed



eOffice Instant

Messaging



eOffice Instant Messaging (IM) application is designed to provide users a functionality through which they can exchange messages over the eOffice portal in real time. With the help of this application, eOffice portal users will get another level of intra department communication by which they can communicate their views to other users.

User can use the Instant Messaging application using the Instant Messaging ( ) link in the eOffice portal.

Figure IM1 shows the graphical interface for using the Instant Messaging application.

Fig IM1

IM comprises of following options:

Instant Messages- This option provides a list of all the instant received messages. User can also view and delete the

received messages. It has two sub-options:

o View- Helps the user to read the message.

o Delete- Helps to delete the messages.

Figure IM2 shows the different options under the Instant Messages option.

Fig IM2

All the instant received messages appear in the Instant Messages screen (Figure IM2).

User can view all the received messages by simply clicking the links of the received messages under the Instant Messages option.

Figure IM3 shows the message details for the specific received message.



Fig IM3

Under Message Details section, user can perform two actions:

o Reply- Helps the user to reply to the received message.

o Close- Helps to close the current message.

Send New Message – This option allows the user to send a new message to a recipient.

User can send only one message at a time.

It involves the following steps:

1. Enter name of the user (full or partial) in the To () text box and select appropriate user from the search

result to whom the message will be sent.

2. Enter the Subject of the message.

3. Enter the message to be sent.

4. Click the Send button ( ) to send the message.

User can also use the Cancel ( ) button to cancel the process of sending the message

Figure IM4 shows the different options under the Send New Message option.

Fig IM4

Active Users - This option shows a list of members who are currently active on the eOffice portal. User can also send

new message by clicking the respective user name.



eOffice Events



Events are an online tool for adding events for viewing by users of e-Office. Addition of events in Photo Gallery is however restricted to users who have administrator rights for Events.

Adding a New Event


Click Events Link

Click on the button on Right top of Photo Gallery Screen

Events

You get the following interface for adding new event, as shown in Fig.Event.1.1:

Fig.Event.1.1

Give appropriate Title and Description to your Event

Select Event Start and End Date/Time.

Scroll down the screen and you may add the data for Attendees, Event URL ,Contact E-mail, and Contact

Phone

Press Save Button

Event is added



View of Events by Normal User

Login into portal

Click Events Link

The Screen will display all the events

Click on the Event you want view

The event details displayed.



eOffice Photo Gallery



Photo Gallery is an eOffice service for uploading the photographs, images etc for viewing by users of eOffice. Uploading of images in Photo Gallery is however restricted to users who have administrator rights for photo gallery. Photo gallery helps user to perform the following tasks:

Adding a New Image


Click Photo Gallery Link

Click the ( )button on right top of Photo Gallery Screen

Photo

A window appears that helps the user to add a new image, as shown in Fig.Photo.1.1:

Fig.Photo.1.1

Give appropriate Title and Description to your image.

User the Browse button to upload the image from your local client

Press Save Button

Image is uploaded



View of Photo Gallery by Normal User

Login into portal

Click Photo Gallery Link

The Screen will display all the photos/images in the gallery.

Click on the Photo you want view

The photo is displayed. To see the photo/images use and button for previous and next

respectively

To Close Photo Gallery use button on right top



Sample Photo Gallery

Fig.Photo.1.2



eOffice RSS Feeds



Enabling RSS Feeds


Click on the Forum Name which is to be enabled for RSS feeds subscription

Click on RSS Feeds tab.

Click on Enable Syndication button

The Feeds are enabled for this forum

Subscribing to Forum Feeds

In case the forum are enable for RSS Feeds then normal user of the portal may also subscribe these feeds as

follows

Login to the portal

Click on the Forum Name to that one wants to subscribe

If this forum is RSS enabled then on the right Bottom one will be find the link RSS feed, click this link.

The browse will display the link

Subscribe to this feed

The actual message may differ slightly depending upon the browser.

Click the link and you are subscribed to the forum. Any further updates on this forum will be automatically

notified to you



eOffice Directory



Directory services help any organization to retrieve the information of the users who are working in the organization. This service is based on certain filters, viz; the Name and Designation.

In order to use the Directory services, user has to perform the following steps:

1. Click the Directory link in the eOffice portal, as shown in Fig.Dir1.1:

Fig.Dir1.1

Directory Search dialog box appears, as shown in Fig.Dir1.2:

Fig.Dir1.2

2. Enter the first three characters of the name of the person whose information is to be retrieved in the Name text box, as shown in Fig.Dir1.3:

Fig.Dir1.3



User has to enter the first three characters of the name of the person whose information is to be retrieved.

3. Select the designation from the drop down adjacent to the Designation field (Fig.Dir1.3).

4. Click the Search ( ) button, as shown in Fig.Dir1.4:

Fig.Dir1.4

The list of all the users whose name matches with the first three characters that are typed in the Name text box, as shown in Fig.Dir1.5:

Fig.Dir1.5

User can simply scroll down to see the list of all the users retrieved from the Directory.



eOffice News



User can access the News feature from the eOffice portal, as shown in Fig.NW.1.1:

Fig.NW.1.1

News link helps the user to access the important information that is uploaded in the eOffice portal as news. Uploading of the news in the portal is role specific. Admin is the only person who can upload the news in the portal.

Admin can also assign the role of uploader to any of the users as and when required.



eOffice Useful Links



User can access the Useful Links feature from the eOffice portal, as shown in Fig.UL.1.1:

Fig.UL.1.1

Useful Links link helps the user to access the important links that are helpful for accessing the information from the internet. These links can be changes accordingly by the administrator as and when required. Links will change according to the organization. These should not be same for all the organizations.

For instance, when the user click the Useful Links link, a dialog box containing a list of the links gets displayed, as shown in Fig.UL2:

Fig.UL.1.2

