OSWAS

ODISHA SECRETARIAT WORKFLOW AUTOMATION SYSTEM

User Manual for File Processing

Version 1.0
OSWAS File Processing

ABOUT THIS DOCUMENT

Purpose
This document serves as the guiding principle for the Assistant Section Officer(s) and other high officials to
use OSWAS easily and efficiently. It provides detailed descriptions with relevant graphics of the various
activities. It has relevance to channelising of files, which can be processed using OSWAS.

Intended Audience
This document is intended for the following users are from Government departments:

 Assistant Section Officer(s)

 Other high officials dealing with files

Prerequisites
To use the tool/product/application effectively, the users should possess knowledge on various activities,
including dealing with files, which normally take place in their respective departments. Users should possess
working knowledge of Windows Operating System.

Organization of Information
The document is organised as follows.

Chapters Description

Getting Started Describes the procedure to log on to the system and various features
provided on the home page of OSWAS. It helps the user to navigate through
the home page by providing a brief idea of the features provided.
Worklist Illustrates the process and management of Files and Daks.

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Table of Contents

1 Getting Started ....................................................................................................................................................9

1.1 Login ................................................................................................................................ 9
1.2 First Time Login Page .......................................................................................................10
1.3 Home Page ......................................................................................................................12
1.4 Change Password ............................................................................................................12

2 Worklist ............................................................................................................................................................... 15
2.1 Files Folder ......................................................................................................................15
2.1.1 Creating a File..................................................................................................................... 15
2.1.2 Open and View a File ........................................................................................................ 16
2.1.3 Return to Sender ................................................................................................................ 18
2.1.4 Send To (Within Hierarchy) .............................................................................................. 19
2.1.5 Send To (Parallel) .............................................................................................................. 20
2.1.6 Send To (Anyone) .............................................................................................................. 21
2.1.7 Create Shadow File............................................................................................................ 23
2.1.8 Actions (Forward) ............................................................................................................... 24
2.1.9 File Actions (Return) .......................................................................................................... 25
2.1.10 Actions (Approve) ............................................................................................................... 26
2.1.11 Actions (Not Approved) ..................................................................................................... 27
2.1.12 File Actions (Dispose) ........................................................................................................ 29
2.1.13 Actions (Await) .................................................................................................................... 30
2.1.14 File Actions (View eFile) .................................................................................................... 31
2.1.15 File Actions (Download eFile/s)........................................................................................ 32
2.1.16 Pendency ............................................................................................................................. 33
2.1.17 Files Sent List ..................................................................................................................... 35
2.1.18 Close .................................................................................................................................... 36
2.1.19 Noting Side .......................................................................................................................... 36
2.1.20 Dak Side .............................................................................................................................. 40
2.1.21 Reference Files................................................................................................................... 46
2.1.22 Drafts .................................................................................................................................... 48
2.1.23 Reference Docs .................................................................................................................. 50
2.1.24 Linked Files ......................................................................................................................... 51
2.1.25 Reminder ............................................................................................................................. 53
2.1.26 Communiqué ....................................................................................................................... 53
2.1.27 Summary ............................................................................................................................. 54
2.1.28 Missed Due Date List ......................................................................................................... 54

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2.1.29 Reminder List ...................................................................................................................... 55

2.1.30 Previewing a File ................................................................................................................ 56
2.1.31 Preferred List....................................................................................................................... 60
2.1.32 To Do List ............................................................................................................................ 61
2.1.33 View Unread File ................................................................................................................ 62
2.1.34 View All ................................................................................................................................ 63
2.2 Intimation .........................................................................................................................64
2.2.1 View Intimations.................................................................................................................. 64
2.2.2 Delete Intimation................................................................................................................. 65
2.2.3 View Unread Intimations ................................................................................................... 66
2.2.4 My Notings........................................................................................................................... 67
2.2.5 Dispose ................................................................................................................................ 68
2.2.6 Seen ..................................................................................................................................... 69
2.2.7 Move to Worklist ................................................................................................................. 69
2.3 Sent Files ........................................................................................................................70
2.3.1 Delete ................................................................................................................................... 71
2.3.2 Delete All ............................................................................................................................. 71
2.3.3 Send Reminder ................................................................................................................... 72
2.3.4 Send Communiqué ............................................................................................................ 73
2.3.5 Create Part File................................................................................................................... 74
2.3.6 Recall ................................................................................................................................... 75

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List of Figures

Figure 1: Home Page........................................................................................................................................ 9

Figure 2 : Login Page ............................................................................................................................................ 9

Figure 3 : First Login Page ............................................................................................................................ 10

Figure 4: New Password Screen .................................................................................................................. 10

Figure 5: Set Security Question Screen ...................................................................................................... 11

Figure 6: Success Message Screen............................................................................................................. 11

Figure 7: Home Page...................................................................................................................................... 12

Figure 8: Change Password Screen .................................................................................................................. 13

Figure 9: New Password Screen .................................................................................................................. 13

Figure 10: OTP Page ...................................................................................................................................... 14

Figure 11: Success Message Page .............................................................................................................. 14

Figure 12: Worklist .......................................................................................................................................... 15

Figure 13: Create File in the Worklist ........................................................................................................... 16

Figure 14: Creating a New File Screen ........................................................................................................ 16

Figure 15: Opening a File .............................................................................................................................. 17

Figure 16: Opened File ................................................................................................................................... 17

Figure 17: Save Noting ................................................................................................................................... 18

Figure 18: File Return to Sender .................................................................................................................. 18

Figure 19: Within Hierarchy Option .............................................................................................................. 19

Figure 20: Send File Within Hierarchy ......................................................................................................... 19

Figure 21: Successful Message .................................................................................................................... 20

Figure 22: Parallel File.................................................................................................................................... 20

Figure 23: Screen of Send to Parallel .......................................................................................................... 21

Figure 24: Successful Message .................................................................................................................... 21

Figure 25: Send File to Anyone .................................................................................................................... 22

Figure 26: Screen of Send to Anyone .......................................................................................................... 22

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Figure 27: Successfully Message ................................................................................................................. 22

Figure 28: Other Department File ................................................................................................................. 23

Figure 29: Screen for Creating Shadow File ............................................................................................... 23

Figure 30: Creating Shadow File Pop-up Box ............................................................................................ 24

Figure 31: Forward File .................................................................................................................................. 24

Figure 32: Sending the File by Forward Option .......................................................................................... 25

Figure 33: Return File ..................................................................................................................................... 25

Figure 34: Returning the File by Return Option .......................................................................................... 26

Figure 35: Approve File .................................................................................................................................. 26

Figure 36: Approve File Alert Box ................................................................................................................. 27

Figure 37: Send to Screen for Approved File ............................................................................................. 27

Figure 38: Approve File Alert Box ................................................................................................................. 27

Figure 39: Not Approve File ........................................................................................................................... 28

Figure 40: Not Approve File Alert Box ......................................................................................................... 28

Figure 41: Send to Option for Not Approved File ....................................................................................... 29

Figure 42: Not Approve File Alert Box ......................................................................................................... 29

Figure 43: Dispose File .................................................................................................................................. 30

Figure 44: Dispose File Alert Box ................................................................................................................. 30

Figure 45: Await File ....................................................................................................................................... 31

Figure 46: Await File Alert Box ...................................................................................................................... 31

Figure 47: View eFile ...................................................................................................................................... 32

Figure 48: eFile ................................................................................................................................................ 32

Figure 49: Download eFile ............................................................................................................................. 33

Figure 50: Pendency (Tabular) ..................................................................................................................... 33

Figure 51: Tabular View ................................................................................................................................. 34

Figure 52: Pendency (Graphical) .................................................................................................................. 34

Figure 53: Graphical View.............................................................................................................................. 35

Figure 54: File Sent List ................................................................................................................................. 35

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Figure 55: Displaying File Sent List .............................................................................................................. 36

Figure 56: Close the File ................................................................................................................................ 36

Figure 57: Noting Side .................................................................................................................................... 37

Figure 58: Standard Noting Link ................................................................................................................... 37

Figure 59: Choose Standard Noting ............................................................................................................. 38

Figure 60: Browse Button .............................................................................................................................. 38

Figure 61 Attachments on Noting Side ........................................................................................................ 39

Figure 62: All Notings Link ............................................................................................................................. 39

Figure 63: Viewing All Notings ...................................................................................................................... 40

Figure 64 Dak Side View................................................................................................................................ 40

Figure 65: Dak Side Incoming Option .......................................................................................................... 41

Figure 66: Creating Correspondence ........................................................................................................... 42

Figure 67: Viewing Incoming Records ......................................................................................................... 42

Figure 68: Detach Option for Added Correspondence .............................................................................. 43

Figure 69: Detach Incoming Alert Box ......................................................................................................... 43

Figure 70: Add Outgoing in Dak Side........................................................................................................... 44

Figure 71: Create Outgoing Correspondence............................................................................................. 44

Figure 72: Viewing Outgoing Records ......................................................................................................... 45

Figure 73: Detach Added Outgoing Correspondence ............................................................................... 45

Figure 74: Detach Outgoing Correspondence Alert Box ........................................................................... 46

Figure 75: Reference Files ............................................................................................................................ 46

Figure 76: Adding Reference Files ............................................................................................................... 47

Figure 77: Remove Reference File .............................................................................................................. 47

Figure 78: Draft Side ....................................................................................................................................... 48

Figure 79: Draft Type ...................................................................................................................................... 49

Figure 80: Draft View ...................................................................................................................................... 49

Figure 81: Draft Caption ................................................................................................................................. 50

Figure 82: Reference Docs ............................................................................................................................ 51

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Figure 83: Adding Reference Docs .............................................................................................................. 51

Figure 84: Link Button .................................................................................................................................... 52

Figure 85: Selecting Files to Link.................................................................................................................. 52

Figure 86: Delink File Option ......................................................................................................................... 53

Figure 87 Reminder Tab ................................................................................................................................ 53

Figure 88 Communiqué Tab .......................................................................................................................... 54

Figure 89: Summary Tab ............................................................................................................................... 54

Figure 90: Missed Due Date List .................................................................................................................. 55

Figure 91: Missed Due Date Files List ......................................................................................................... 55

Figure 92: Reminder List ................................................................................................................................ 56

Figure 93: Reminder List of Files .................................................................................................................. 56

Figure 94: Correspondence Preview ............................................................................................................ 57

Figure 95: Preview Attached Correspondence ........................................................................................... 57

Figure 96: Preview Notings............................................................................................................................ 58

Figure 97: Notings Preview ............................................................................................................................ 58

Figure 98: Preview Draft ................................................................................................................................ 59

Figure 99: Drafts Preview .............................................................................................................................. 59

Figure 100: Preview Orders ........................................................................................................................... 59

Figure 101: Preview of File Register ............................................................................................................ 60

Figure 102: File Register of a File ................................................................................................................ 60

Figure 103: Preferred List .............................................................................................................................. 61

Figure 104: Send File to Preferred List ........................................................................................................ 61

Figure 105: To Do List .................................................................................................................................... 62

Figure 106: To Do List of Files ...................................................................................................................... 62

Figure 107: View Unread File ........................................................................................................................ 62

Figure 108: Unread Files................................................................................................................................ 63

Figure 109: Unread File Tab .......................................................................................................................... 63

Figure 110: View All Tab ................................................................................................................................ 64

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Figure 111: Intimation ..................................................................................................................................... 65

Figure 112: Intimation Details ........................................................................................................................ 65

Figure 113: Delete Intimation ........................................................................................................................ 66

Figure 114: Delete Intimation Alert Box ....................................................................................................... 66

Figure 115: View Unread Intimation ............................................................................................................. 66

Figure 116: Unread Intimations ..................................................................................................................... 67

Figure 117: My Notings .................................................................................................................................. 67

Figure 118: All Notings ................................................................................................................................... 68

Figure 119: Dispose Approved File .............................................................................................................. 68

Figure 120 : Dispose Alert Box ..................................................................................................................... 69

Figure 121: Seen Option ................................................................................................................................ 69

Figure 122: Move to Worklist ......................................................................................................................... 70

Figure 123: Sent Files Folder ........................................................................................................................ 70

Figure 124: Delete Sent File .......................................................................................................................... 71

Figure 125: Delete All Option ........................................................................................................................ 71

Figure 126: Send Reminder .......................................................................................................................... 72

Figure 127: Reminder Screen ....................................................................................................................... 72

Figure 128: Send Communiqué .................................................................................................................... 73

Figure 129: New Communiqué ..................................................................................................................... 73

Figure 130: Create Part File .......................................................................................................................... 74

Figure 131: Adding Details to a Part File ..................................................................................................... 74

Figure 132 : Recall File .................................................................................................................................. 75

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OSWAS File Processing

1 Getting Started
1.1 Login
The following procedure need to be followed for logging in to the system:

1. Access the OSWAS URL in the browser (any browser).

2. Click Login on the top right corner of the portal page. The OSWAS login page appears.

3. Enter valid User ID (GPF No.) and Password

4. Click Login.

Figure 1: Home Page

Figure 2 : Login Page

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1.2 First Time Login Page

The following page appears after successful login to OSWAS. The details needs to be filled by the user upon
their first login.

1. Fill in the necessary details like Date of Birth and Email ID, upload profile photo if needed and click
Next.

Figure 3 : First Login Page

2. Fill in the Old Password and set a New Password, confirm the new password in Confirm Password
screen and enter the OTP received on the mobile number given in the details.

3. Then click Next.

Figure 4: New Password Screen

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4. Select three security questions from the dropdown and give in their answers.

5. Click Save.

Figure 5: Set Security Question Screen

6. A success message appears.

7. Click OK and login again with the credentials saved.

Figure 6: Success Message Screen

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1.3 Home Page

The following Home Page appears after successful login to OSWAS. All OSWAS features related to the User
such as Worklist, Files Room, Reference Docs, Dashboard and Management Information System,
Unread Files, Urgent Files, Approved Files, Unread Daks can be accessed from the links provided on this
page. The right-hand section of the home page screen displays features such as Quick Links, Notice Board,
To Do List, and so on, and can be accessed from the links provided. These links are available as per the
users access authorisation level.

Figure 7: Home Page

1.4 Change Password

This page allows user to change their password.

1. Click Settings icon from Home Page.

2. Click Change Password link.

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Figure 8: Change Password Screen

3. Fill out the details in the Old Password, New Password and Confirm Password fields.

4. Click Next.

Figure 9: New Password Screen

5. Enter the OTP received on the number.

6. Click Save.

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Figure 10: OTP Page

7. Success message appears after successful completion of the process.

8. Click OK.

9. Login again with the updated credentials to continue using OSWAS.

Figure 11: Success Message Page

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2 Worklist
The Worklist contains Files, Correspondences, Intimations, and so on arranged under Inbox which
becomes visible by clicking expand image (as shown in the following figure), Sent Files, Sent Daks, and so
on arranged under Outbox which also becomes visible by clicking expand image (as shown in the following
figure).

Figure 12: Worklist

2.1 Files Folder

2.1.1 Creating a File

User can create a new file with categorization such as Unit, Section, Subject, Collection code and Description.

To create a file:

1. Click Create File. Create file pop up opens.

2. Enter the mandatory fields

3. Click Create to create a new file or click Cancel.

4. Click Reset to reset selections. Created new file is reflected in the Files folder.

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Figure 13: Create File in the Worklist

Figure 14: Creating a New File Screen

2.1.2 Open and View a File

User can open a file and view it.

To open a file:

Click Alpha Numeric File Number. User can perform various file actions such as giving noting, sending the
file, viewing the pendency status, and so on.

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Figure 15: Opening a File

Figure 16: Opened File

To save a noting:

1. Open the file.

2. Give a noting.

3. Click Save.

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Figure 17: Save Noting

2.1.3 Return to Sender

User can return the file to the sender of the file

To return the file to the sender:

1. Select the file

2. Click Return to Sender.

Figure 18: File Return to Sender

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2.1.4 Send To (Within Hierarchy)

User can send the file to an officer (of the department) within hierarchy.

To send the file within hierarchy:

1. Open the file.

2. Click Send To.

3. Click Within Hierarchy from the drop-down menu.

4. Select the employee to whom the file has to be sent.

5. Click OK.

6. Click Cancel to cancel the send to operation.

Figure 19: Within Hierarchy Option

Figure 20: Send File Within Hierarchy

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Figure 21: Successful Message

2.1.5 Send To (Parallel)

User can send a file to one/many officer (in the secretariat wing) for their opinion on the file.

To send the file as parallel file:

1. Open the file.

2. Click Send To.

3. Click Parallel Files from the drop-down menu.

4. Select the employee to whom the file has to be sent.

5. Click OK.

6. Click Cancel to cancel the send to operation.

Figure 22: Parallel File

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Figure 23: Screen of Send to Parallel

Figure 24: Successful Message

2.1.6 Send To (Anyone)

User can send a file to anyone (in the secretariat wing) apart from their mapped hierarchy.

To send the file to anyone:

1. Open the file.

2. Click Send To.

3. Click Anyone/Multiple Files from the drop-down menu.

4. Select the employee to whom the file need to be sent.

5. Click OK.

6. Click Cancel to cancel the send to operation.

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Figure 25: Send File to Anyone

Figure 26: Screen of Send to Anyone

Figure 27: Successfully Message

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2.1.7 Create Shadow File

User can send a file to other department for their view on that particular file. This concept is known as
Shadow File.

To create shadow file on a file received from other departments:

1. Open the file received from other department.

2. Click Send to.

3. Click Create Shadow File option from the drop-down menu.

4. Fill the mandatory fields.

5. Click Create Shadow File.

Figure 28: Other Department File

Figure 29: Screen for Creating Shadow File

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Figure 30: Creating Shadow File Pop-up Box

2.1.8 Actions (Forward)

User can perform various file actions on a file.

To forward a file:

1. Select the file

2. Click Actions.

3. Click Forward from the drop-down menu.

Figure 31: Forward File

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Figure 32: Sending the File by Forward Option

2.1.9 File Actions (Return)

User can return a file to the immediate mapped person in the hierarchy.

To return a file:

1. Select the file

2. Click Actions

3. Click Return from the drop-down menu.

Figure 33: Return File

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Figure 34: Returning the File by Return Option

2.1.10 Actions (Approve)

User can approve a file.

To approve a file:

1. Open the file.

2. Click Actions.

3. Click Approve from the drop-down menu. Alert box appears

4. Click OK. A new window appears

5. Choose the whether to keep the file in the seen folder of the user itself or send the file to a particular
employee.

6. Click OK.

7. Click Cancel to cancel the send to operation.

Figure 35: Approve File

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Figure 36: Approve File Alert Box

Figure 37: Send to Screen for Approved File

Figure 38: Approve File Alert Box

2.1.11 Actions (Not Approved)

User can disapprove a file.

To not approve a file:

1. Open the file.

2. Click Actions.

3. Click Not Approve from the drop-down menu. Alert box appears.

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4. Click OK. A new window appears

5. Choose the option whether to keep the file in the seen folder of the user itself or send the file to a
particular employee.

6. Click OK.

7. Click Cancel to cancel the send to operation.

Figure 39: Not Approve File

Figure 40: Not Approve File Alert Box

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Figure 41: Send to Option for Not Approved File

Figure 42: Not Approve File Alert Box

2.1.12 File Actions (Dispose)

User can dispose a file if all the actions and file processing are been completed.

To dispose a file:

1. Select the file.

2. Click Actions.

3. Click Dispose from the drop-down menu. Alert box appears.

4. Click OK.

5. Click Cancel to cancel the send to operation.

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Figure 43: Dispose File

Figure 44: Dispose File Alert Box

2.1.13 Actions (Await)

User can await a file if all the actions and file processing are pending.

To dispose a file:

1. Select the file.

2. Click Actions.

3. Click Await from the drop-down menu. Alert box appears.

4. Click OK.

5. Click Cancel to cancel the send to operation.

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Figure 45: Await File

Figure 46: Await File Alert Box

2.1.14 File Actions (View eFile)

Users can view a file just like a book.

To view eFile:

1. Open the file

2. Hover over Print.

3. Click View eFile from the drop-down menu.

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Figure 47: View eFile

Figure 48: eFile

2.1.15 File Actions (Download eFile/s)

User can download the eFile.

To download eFile:

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1. Open the file.

2. Hover over Print.

3. Click Download eFile/s from the drop-down menu. The file is downloaded.

Figure 49: Download eFile

2.1.16 Pendency
User can view the pending status of a file. It can be viewed in two ways: Graphical and Tabular.

To view the pending status in graphical way:

1. Open the file

2. Click Pendency.

3. Click Tabular Pendency. Data showing the pendency in tabular form appears.

4. Click Close to close the window.

Figure 50: Pendency (Tabular)

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Figure 51: Tabular View

To view the pending status in Graphical way:

1. Click Pendency.

2. Click Graphical. Data showing the pendency in graphical form appears.

3. Click Close to close the window.

Figure 52: Pendency (Graphical)

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Figure 53: Graphical View

2.1.17 Files Sent List

User can view the number of persons a particular file has been sent to for their opinions.

To view the list:

1. Open the file.

2. Click File Sent List. A new window appears displaying the list of employees to whom the file has been
sent for their opinions.

3. Click Close to close the window.

Figure 54: File Sent List

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Figure 55: Displaying File Sent List

2.1.18 Close
User can close an open file.

To close the file:

1. Open the file

2. Click Close.

Figure 56: Close the File

2.1.19 Noting Side

User can view the noting provided by other persons and can also provide it’s own noting.

Noting Side is composed of headings that carry comments of officials on the current file. These comments are
made by other officials while routing the file in the hierarchy.

To give noting:

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1. Open the file

2. Give the noting.

3. Click Save.

Figure 57: Noting Side

User can select and give pre-defined standard notings.

To give standard notings:

1. Click Noting Side.

2. Click Select Standard Notings.

3. Choose the noting from the drop-down menu.

4. Click Save.

Figure 58: Standard Noting Link

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Figure 59: Choose Standard Noting

User can provide attachments on the noting side.

To provide attachments:

1. Open the file

2. Click Select No. of Attachments.

3. Click Browse to attach the document. New window appears

4. Choose the attachment

5. Click Save.

Figure 60: Browse Button

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Figure 61 Attachments on Noting Side

User can view all notings (if any) provided by all the persons during file movement.

To view all notings:

1. Open the file

2. Click Noting side.

3. Click All Notings on the noting side. A new window appears displaying all the noting of the employees.

4. Click View as PDF to view all the notings of the employees in PDF format view.

5. Click Print to print all the notings of the employees.

6. Click Close to close the window.

Figure 62: All Notings Link

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Figure 63: Viewing All Notings

2.1.20 Dak Side

The Dak Side displays the incoming and outgoing daks.

1. Click Dak Side to view the incoming and outgoing daks.

2. Click All to view all incoming and outgoing Daks associated with the current file.

3. Click Incoming or Outgoing to view all incoming or outgoing Daks, respectively, associated to the current
file.

User can view daks/correspondence attached to a file.

To view all the daks/correspondence attached:

1. Open the file

2. Click Dak Side.

3. Choose All.

Figure 64 Dak Side View

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User can directly create a correspondence at his/her level if the dak has not been diarised.

To create/add correspondence:

1. Click Dak Side.

2. Choose Incoming.

3. Click Add New Dak.

4. Fill the details.

5. Click Save.

6. Click Cancel to cancel this operation.

Figure 65: Dak Side Incoming Option

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Figure 66: Creating Correspondence

Figure 67: Viewing Incoming Records

User can detach the created correspondence before file movement.

To detach an added correspondence:

1. Select the correspondence.

2. Click Detach. Alert box appears

3. Click Ok.

4. Click Cancel to cancel this operation.

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5.
Figure 68: Detach Option for Added Correspondence

Figure 69: Detach Incoming Alert Box

User can add correspondences for reference

To add outgoing:

1. Click Dak Side.

2. Choose Outgoing. Click Add Outgoing.

3. Fill the details

4. Click Save.

5. Click Cancel to cancel this operation.

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Figure 70: Add Outgoing in Dak Side

Figure 71: Create Outgoing Correspondence

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Figure 72: Viewing Outgoing Records

User can detach an added dak initiated before file movement.

To detach an added dak:

1. Select the dak.

2. Click Detach. Alert box appears.

3. Click Ok.

4. Click Cancel to cancel this operation.

Figure 73: Detach Added Outgoing Correspondence

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Figure 74: Detach Outgoing Correspondence Alert Box

2.1.21 Reference Files

Reference files are cases which have the same subject as the current file and share some similarities with it.

User can view and attach reference files of a file.

To add a precedent case:

1. Open the file.

2. Click ADD

3. Select the files that need to be added as reference.

4. Click Add to File.

Figure 75: Reference Files

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Figure 76: Adding Reference Files

To remove a precedent case:

1. Open the file

2. Click Reference files.

3. Select the file that need to be removed.

4. Click Remove.

Figure 77: Remove Reference File

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2.1.22 Drafts
Drafts are documents that can be added to a file for carrying out some special operations.

1. Open the file

2. Click Drafts.

3. Select common/ department specific draft templates.

4. Select Draft Type for preparing a draft.

5. Click Prepare. The Draft opens in a new window. Prepare the draft.

Note: Use all Word processing features provided while preparing the draft

 During the preparation of draft, click Save to save the text of draft.

 During the preparation of draft, click Save and Close to save the text of draft and close the document.

 During the preparation of Draft, click Close to save and close the text of draft document.

 To preview Draft(s), select the Draft(s) and click Preview.

 To approve Draft(s), select the Draft(s) and click Approve.

 To remove Draft(s), select the Draft(s) and click Remove.

Figure 78: Draft Side

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Figure 79: Draft Type

Figure 80: Draft View

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Figure 81: Draft Caption

2.1.23 Reference Docs

User can view (if any) and add reference documents to a file.

To add reference docs:

1. Open the file.

2. Click Reference Docs.

3. Click ADD. A new window appears.

4. Select the document.

5. Click Add To File.

6. Click Cancel to cancel this operation.

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Figure 82: Reference Docs

Figure 83: Adding Reference Docs

2.1.24 Linked Files

User can view files linked within a file. Also, user can link files.

To link a file within a file:

1. Open the file.

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2. Click Link. A new window appears.

3. Select the file

4. Click Link File.

5. Click Cancel to cancel this operation.

Figure 84: Link Button

Figure 85: Selecting Files to Link

User can delink a file before file movement.

To delink:

1. Select the file.

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2. Click Delink.

Figure 86: Delink File Option

2.1.25 Reminder
User can view the reminders sent on a file.

To view the reminders:

1. Open the file

2. Click Reminders.

Figure 87 Reminder Tab

2.1.26 Communiqué
User can view the communiqués sent on a file.

To view the communiqué:

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1. Open the file

2. Click Communiqué.

Figure 88 Communiqué Tab

2.1.27 Summary
Summary tab displays a date-wise summary about all documents (correspondence, linked files, precedent
cases, drafts, reminders, communiqué, checklist, reference docs) attached to a file as well as file movement
details.

Figure 89: Summary Tab

2.1.28 Missed Due Date List

Missed due date list displays the list of all files whose due date is less than current date.

User can view all the files having due date less than its current date.

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To view the missed due date list:

1. Click Files.

2. Click Missed due date list.

Figure 90: Missed Due Date List

Figure 91: Missed Due Date Files List

2.1.29 Reminder List

Reminder list shows the list of all files whose due date is within next two days.

User can view all the files having due date in next two days.

To view the reminder files list:

1. Click Files.

2. Click Reminder.

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Figure 92: Reminder List

Figure 93: Reminder List of Files

2.1.30 Previewing a File

User can view the correspondence attached to a file without opening the file.

To view the correspondence:

1. Select the file.

2. Click Preview.

3. Click Dak from the drop-down list. A new window appears.

4. Click Cancel to cancel this operation.

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Figure 94: Correspondence Preview

Figure 95: Preview Attached Correspondence

User can view the notings attached to a file without opening the file.

To view the noting:

1. Select the file.

2. Click Preview.

3. Click Notings from the drop-down list. A new window appears.

4. Click Cancel to cancel this operation.

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Figure 96: Preview Notings

Figure 97: Notings Preview

User can view the drafts attached to a file without opening the file.

To view the draft:

1. Select the file.

2. Click Preview.

3. Click Drafts from the drop-down list. A new window appears

4. Click Cancel to cancel this operation.

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Figure 98: Preview Draft

Figure 99: Drafts Preview

User can view the orders given to a file without opening the file.

To view the orders:

1. Select the file.

2. Click Preview.

3. Click Orders from the drop-down list. A new window appears.

Figure 100: Preview Orders

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User can view the file register of a file without opening the file.

To view the file register:

1. Select the file.

2. Click Preview.

3. Click View FR from the drop-down list. A new window appears

4. Click Cancel to cancel this operation.

Figure 101: Preview of File Register

Figure 102: File Register of a File

2.1.31 Preferred List

User can send the file as per its preferred list.

To send a file by preferred list:

1. Select the file.

2. Click Preferred list. A new window appears.

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3. Select the employees.

4. Click Send.

5. Click Cancel to cancel this operation.

Figure 103: Preferred List

Figure 104: Send File to Preferred List

2.1.32 To Do List
To do list shows the list of files whose due date is current date.

User can view to do list.

To view the list:

1. Click Files.

2. Click To Do List link.

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Figure 105: To Do List

Figure 106: To Do List of Files

2.1.33 View Unread File

User can view all the unread files present in the worklist.

To view the unread files:

1. Select Files.

2. Click View Unread File.

Figure 107: View Unread File

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Figure 108: Unread Files

2.1.34 View All

User can directly view all files present in the worklist.

To view all files:

1. Select Files.

2. Click View Unread File.

3. Click View All.

Figure 109: Unread File Tab

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Figure 110: View All Tab

2.2 Intimation
Intimation is a notice sent to an official stating the action required for a particular file. Intimation may also be
received by an official indicating some information related to Dak(s) or other applications. Intimation may be
sent when the following activities take place in the processing of a file:

1. File is processed and the end officer sends it to the creator. Intimation in this case is sent to all the
intermediate users who have handled the file at some stage, stating that the file has been processed and
closed.

2. File is converted to a shadow file (a file which is in read-only mode) and passed through each of the
previous users of the file for advice. Intimation for that shadow file is sent to each users, asking them to
provide an advice on the shadow file.

3. Reminder is set for the file by the name of the user. Intimation is sent to the user as soon as a reminder is
set.

4. Draft is approved. In this case, intimation is sent to the user who had raised the draft.

5. Draft is called back by the previous officer. Intimation in this case is sent to the person who is required to
return the file.

6. File is not approved. In this case, intimation is sent to the creator of the file as well as to all the people who
have processed it at some stage.

7. Intimation is sent to all the concerned officers simultaneously who are supposed to make notings on the
file if Parallel notings are made in case of Parallel File processing.

2.2.1 View Intimations

User can view the intimations.

To view the intimation:

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1. Select the intimation

2. Click Document Number. A new window appears.

3. Click Cancel to close the window.

Figure 111: Intimation

Figure 112: Intimation Details

2.2.2 Delete Intimation

User can delete intimation.

To delete intimation:

1. Select the intimation.

2. Click Delete.

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Figure 113: Delete Intimation

Figure 114: Delete Intimation Alert Box

2.2.3 View Unread Intimations

User can also view the unread intimation.

To view unread intimations:

1. Click View Unread Intimations.

Figure 115: View Unread Intimation

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Figure 116: Unread Intimations

2.2.4 My Notings
To view the notings:

1. Select the file

2. Click All Notes. A new window appears

Figure 117: My Notings

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Figure 118: All Notings

2.2.5 Dispose
User can dispose the approved file.

To dispose the file:

1. Select the file

2. Click dispose. An alert box with message, Do you want to dispose the files(s) ?, appears.

3. Select Yes to dispose or No to cancel the process.

Figure 119: Dispose Approved File

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Figure 120 : Dispose Alert Box

2.2.6 Seen
User can send the approved file directly to the subordinate.

To send the file:

1. Select the file

2. Click Seen.

Figure 121: Seen Option

2.2.7 Move to Worklist

User can move the file to the worklist to carry out further file processing.

To take the file to the worklist:

1. Select the file

2. Click Move to Worklist.

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OSWAS File Processing

Figure 122: Move to Worklist

2.3 Sent Files

User can view all the sent files.

To view the sent files:

1. Click Outbox to expand the folder from the worklist.

2. Click Sent Files.

Figure 123: Sent Files Folder

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2.3.1 Delete
User can delete the sent file from the list.

To delete a sent file:

1. Select the File

2. Click Delete.

Figure 124: Delete Sent File

2.3.2 Delete All

User can also delete all the sent files from the list at a time.

To delete all the files:

1. Select the File

2. Click Delete All.

Figure 125: Delete All Option

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2.3.3 Send Reminder

User can send reminder on a sent file from the list.

To send reminder:

1. Select the file.

2. Click Send Reminder.

3. Enter the details.

4. Click Send.

5. Click Cancel to cancel this operation.

Figure 126: Send Reminder

Figure 127: Reminder Screen

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2.3.4 Send Communiqué

User can send communiqué on a sent file from the list.

To send communiqué:

1. Select the file

2. Click Send Communiqué.

3. Enter the details.

4. Click Send.

5. Click Cancel to cancel this operation.

Figure 128: Send Communiqué

Figure 129: New Communiqué

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2.3.5 Create Part File

User can create a part file on a file which is not present in the worklist and some important work is to be done
in that file.

To create part file:

1. Select the file from the list.

2. Click Create Part File. A new window appears

3. Select the data (correspondence, notings, and so on) from the main file which needs to be included in the
part file.

4. Click Create.

5. Click Cancel to cancel this operation.

Figure 130: Create Part File

Figure 131: Adding Details to a Part File

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2.3.6 Recall
User can recall a file within 60 minutes of sending and if the receiver has not opened the file.

To recall a file:

1. Select the file.

2. Click Recall File.

Figure 132 : Recall File

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