e-Office Training Manual

e-Office
Training Manual
Version 1.0

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 e-Office Training Manual

DISCLAIMER

This document is sole proprietary ownership of Medix Commercial Department of Fauji

Foundation Head Office, Rawalpindi and its attachments are confidential and are solely
intended for the use of individual to whom it is addressed. This document is strictly forbidden
to be shared, soled, reproduced or any illegal usage without prior permission from the Owner.

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Table of Contents

1.0 Introduction........................................................................................................................... 1
2.0 Login Screen .......................................................................................................................... 1
3.0 Landing Screen ..................................................................................................................... 2
4.0 Minute Sheet Creation ......................................................................................................... 4
5.0 Official Letter Creation ...................................................................................................... 12
6.0 Interoffice Notes Creation .................................................................................................. 20
7.0 Miscellaneous ...................................................................................................................... 27
7.1 Central Registry Receiving ............................................................................................... 27
7.2 File Number Generation ...................................................................................................29
7.3 Favorites ...........................................................................................................................30
7.4 Personal Hierarchy Management ......................................................................................30
7.5 Policies ..............................................................................................................................31

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Table of Figures

Figure 1 Login Screen................................................................................................................... 1

Figure 2 Landing Screen ............................................................................................................... 2
Figure 3 Minute Sheet................................................................................................................... 4
Figure 4 Compose Minute Sheet .................................................................................................. 5
Figure 5 Attach Flags - Minute Sheet ........................................................................................... 6
Figure 6 Add Reference – Minute Sheet ...................................................................................... 7
Figure 7 Minute Sheet - Add Tag ................................................................................................. 8
Figure 8 Add Internal Comments – Minute Sheet ........................................................................ 9
Figure 9 Add External Comments – Minute Sheet ..................................................................... 11
Figure 10 Search Minute Sheet ................................................................................................... 11
Figure 11 Official Letter ............................................................................................................. 12
Figure 12 Compose Official Letter ............................................................................................. 13
Figure 13 Add Flag - Official Letter ........................................................................................... 15
Figure 14 Task by Me - Official Letter....................................................................................... 15
Figure 15 Task to Me .................................................................................................................. 16
Figure 16 Add Reference - Official Letter.................................................................................. 17
Figure 17 Add Tag - Official Letter............................................................................................ 18
Figure 18 Add Comments - Official Letter ................................................................................ 19
Figure 19 Compose Interoffice Notes ......................................................................................... 21
Figure 20 Add Flag - Interoffice Notes ..................................................................................... 23
Figure 21 Add Reference - Interoffice Notes ............................................................................. 24
Figure 22 Add Tag - Interoffice Notes ....................................................................................... 25
Figure 23 Add Comment - Interoffice Notes .............................................................................. 26
Figure 24 CR - Receiving ........................................................................................................... 27
Figure 25 File Number Generation ............................................................................................. 29
Figure 26 Favorites ..................................................................................................................... 30
Figure 27 Personal Hierarchy Management ............................................................................... 30
Figure 28 FF Policy Management System .................................................................................. 31

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1.0 Introduction

A computerized document management system that helps automate business processes through
use of work flows, and data capture to improve management oversight, cost reduction and
performance.
Core features are
1. Interoffice Notes
2. Minute Sheets
3. Official Letters

2.0 Login Screen

Figure 1 Login Screen

1. Enter the URL in browser http://eoffice.fauji.org.pk

2. Above screen will be displayed
3. Enter specific login ID which is CNIC number in “Login ID/CNIC” field
4. Enter “Password”
5. Hit “Login” button to land in application (Home)

Note; Login ID’s are created by application admin user and notify through
email and verbally after training session

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3.0 Landing Screen

Figure 2 Landing Screen

Home screen consists of 5 panels

1. Display the user information i.e. “Name” and “Designation” of logged user
2. This panel consists of following tabs
• Home
• Minute Sheet
• Official Letters
• Interoffice notes
• Miscellaneous – (CR – Receiving, File # Generation, Favorites, Department
Search Personal Hierarchy Management and Policies )
• Settings – (Change Password, Online Application Help File)
3. “Current Actionable Items” panel consist of following tabs
• Type – (Document Type : MS|OL|ION)
• Urgent
• Priority
• Normal
• Draft
• Info
4. “My Documents “panel consist of following tabs
• Type

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5. “CR/Initial Receipt” panel consist of following tabs

• Type
• To be dispatched
• Initial Receipt
6. “Task Assignment” panel consist of following tabs
• Document Type
• Task Assigned by Me
• Task Assigned to Me
7. “Board Case” panel consist of following tabs
• Type
• Total

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4.0 Minute Sheet Creation

1. Go to Minute Sheet tab

2. It will display the following screen.

Figure 3 Minute Sheet

3. Left panel of the screen consists of following functionalities

i. “Global Search” is placed on the top of the list of Minutes Sheet(s), e.g if user
want to search any of the minute sheet, can enter only reference “Alphabet or
Number” system will search accordingly.
ii. “Marked to me” will display all the documents that are marked to me.
iii. “Drafts” will show all the sheets that are drafted by User or that are submitted
to User for the updating/finalization.
iv. In Draft Panel: user can mark as many as in info, the info user can see those
draft documents after “Approved & Dispatched” in their info head.
v. “Compose” to create new minute sheet.
vi. “Search Minute Sheets” will allow you to search the minute sheets you have
ever worked on.
vii. “Info”, person marked as info will receive copy of the document in this tab can
add remarks but cannot edit the letter. Hit “Seen & Exit” button to complete the
operation
viii. “Task by Me”, contains all the documents assigned by user
ix. “Task to Me”, contains all the documents assigned to user

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How to Compose Minute Sheet

1. Click on the “Compose” tab.
2. It displays the following window.

Fill out all the relevant and mandatory details in the “Detail” window
Figure 4 Compose Minute Sheet
1. Select Case (File Number): Select already configured cases (Generated File
#) from drop down menu
2. Case Number: This number will be generated after entering all the
information and hitting compose button, case # will be added after case/ file
#
3. Subject: It is a mandatory field. Subject can be any key word describing your
minute sheet.
4. Precedence: Select from the drop-down menu – Normal| Urgent| Priority
5. Classification: Select the classification from drop down menu. It is the
nature of the document – Routine| Confidential | Personal Confidential
6. Signatory: A person who will finalize or sign document. Select from the
drop-down menu.
7. To: Select the “Department”, “Person”, to which the minute sheet will be
send from drop down menu. “To” person will be the approver of that Minute
sheet.
8. Through: If you want to mark a document through additional Person to the
concerned person, select the department from the drop-down menu. If there
is more than one person, you can set the priority of them through clicking

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these buttons.
9. Template Minute Sheet: Templates can be configured by admin user as per
organization requirement

10. Click on the “Compose” tab and the following screen

would be displayed

Features of the Minute Sheet Template:

1. Complete editable template. (You need to update the details section as well if
you are updating any detail at template.)
2. Spell checks available.
3. Manual entry for numbering.
4. Cannot use Tab key because table is used

Attach Flags to Minute Sheet

Flags are the scan copies or all the documents that are attached to the Minute sheet from your
computer.
1. Click the button. Following canvas will be displayed
2. Set Flag name, Flag details (Flag details actually tells what the document is about).
3. Browse the file from the system.

Figure 5 Attach Flags - Minute Sheet

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4. Then click button to add the flag.

5. Flag can be removed by clicking the “Remove” button after selecting the
flag

Add Reference
Reference means attaching all the documents that are already present within the application.

1. Click button.
2. It will display the following screen

Figure 6 Add Reference – Minute Sheet

3. Search the reference by “Case#”, “Subject” or “Interval” (Date from –

Date to).
4. After adding the any one of the above information.
5. Click on the button.
6. All the related documents are shown in the “Precedence”. Select the
document you want to add from the drop-down menu
7. After selecting the document, click the “ADD” button, reference
will be attached.
8. For previewing the document, click the “Preview” button.

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9. Reference can be removed by clicking the “Remove” button”.

Add Tags
Tags are the labels attached to the minute sheets for the purpose of future reminder/search.

1. Click on “Tag” button.

2. It will display the following screen.

Figure 7 Minute Sheet - Add Tag

1. Add tag.

2. Save tag by clicking on button.

3. Tag can be removed by clicking button.

Add Internal Comments

Internal comments are added before submission. They are used for the overview, editing or
proof reading of the documents.

1. Click on button.
2. It will display the following screen.

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Figure 8 Add Internal Comments – Minute Sheet

3. Select the person which you want to mark this from drop down menu.
4. Add internal comments.

5. Click on the button. Internal comments

will be saved and then submitted to the concerned person
6. Favorites are configured comments which can be selected from drop
down
7. Confidential comments are only visible to assigned user by
checking the “confidential” check box and cannot be visible
by other users later in the cycle

Save Draft

1. Click the button.

2. Following message will be displayed

3. Clicking “ok” will save the draft

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Submitting a Draft

1. Clicking the button will submit the minute

sheet directly to the signatory.
2. If you are the signatory, clicking the submit button will
directly send it to your draft.

How to Finalize a Draft

1. If you are the signatory, open the draft by clicking on the

tab will take you to the drafts window.

2. Open the draft by clicking on the icon.

3. Signatory will check the draft, can edit the minute sheet.

4. Clicking button will finalize the draft.

5. Click tab. Here the of the minute sheet

will then be update from .

Features of the Finalized Minute Sheet

• Once the Minute Sheet is finalized it is Non-Editable.

• You can add Tags in Finalized Minute Sheets.
• You can add Formal Comments in the Finalized Minute sheet

Add External Comment

External comments once added cannot be removed.
1. Open the Minute sheet that is finalized from “Marked to me”.

2. Click on the tab.

3. It will display the following screen.

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Figure 9 Add External Comments – Minute Sheet

4. Add person in you

want to mark for comments.

5. Clicking will save the comments.

6. Favorites are configured comments which can be selected from drop

down

Searching Minute Sheets

Following are the steps to search minute sheet

1. Click on the tab.

2. It will display the following screen.

Figure 10 Search Minute Sheet

3. Select the “date from” from the drop-down menu.

4. Click on the button. All relevant minute sheets will be
displayed.
5. Select the “Date to” from the drop-down menu

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5.0 Official Letter Creation

1. Go to the official letter window by clicking tab.

2. Following screen will be displayed.

Figure 11 Official Letter

3. “Global Search” is placed on the top of the list of official letter (s), e.g if
user want to search any of the official letter, can enter only reference
“Alphabet or Number” system will search accordingly.
4. “My Office letters” will display all the letters that are initiated by me or are
dispatched to me by someone.
5. “Marked to me” will display all the letters that are marked to me from
someone.
6. “Drafts” will show all the letters that are drafted by me or that are
dispatched to me for the approval.
7. “Compose” will display the details screen where you add details of official
letters.
8. “Search Office Letters” will allow you to search the all the letters
that you have ever initiated or are dispatched to you.

9. “To Be Dispatched” will show the list of all the letters that will be
dispatched by your clerk/secretary from your side.

10. “Initial receipts” are used to receive approved letters within

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organization as well as from outside organization

11. “Info”, person marked as info will receive copy of the document in
this tab and add remarks
12. “Task by Me”, contains all the documents assigned by user
13. “Task to Me”, contains all the documents assigned to user

Compose Official Letter

1. Click on the button, it will take you to the compose window.

2. Features of the official letter template
• Complete editable template.
• Tab key can be used here

Figure 12 Compose Official Letter

Fill out all the relevant and mandatory details in the “Detail” window.

1. Case Number: Enter a case number or system can add a case number by
default.
2. Subject: It is a mandatory field. Subject can be any key word or
purpose describing your official letter.
3. Precedence: Select from the drop-down menu.
4. Classification: Select the classification from drop down menu. It is
the nature of the letter.
5. Signatory: A person who will approve the draft. Select from the drop-down
menu.

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6. Project: Select project, so their departments will be displayed

7. To: Select the “Department”, “Person”, to which the letter will be send from
drop down menu. “To” person will be the approver of that letter.

8. CC: If you want to mark a letter to other concerned persons. Select the
department from the drop-down menu. If there is more than one person, you
can set the priority of them, by selecting them and then click
these buttons.

9. If you want to remove someone from the list, select that

person and click the button.

10. After filling out all the details. Click the button.
Following message will be displayed.

11. Clicking “ok” will display the letter according to your details.

Attach Flags to Official Letter

Flags are the scan copies or all the document’s that are attached to the letter from your
computer.
1. Click button.
2. Following screen will be displayed.

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Figure 13 Add Flag - Official Letter

3. Set flag name, Flag details (Flag details actually tells what
the document is (about).
4. Browse the file from the system by clicking on

5. Then click button to add the flag button.

6. If you want to remove a flag, select the flag and press the

button.

Task by Me

Figure 14 Task by Me - Official Letter

1. Select user from “Task To” to assign task (Multiple users task
assignments)

2. Add “Task Detail” and Select “Task Deadline” from Calendar

3. Enter “Comments” if any

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4. Hit to assign task to selected user(s)

5. To make changes in the task or to add anything new for individual,
select the specific user and make changes accordingly. Hit “Update
Task” button
6. After Receiving Task from the assigned user , change
the “Task Status” accordingly ( Completed| Hold and
so on ) from drop down
Note: Task can be updated only for individual

Task to Me

Figure 15 Task to Me

1. “Task Date” and “Task By” information will be displayed in Task to

Me tab
2. Enter “Task Comments” if any
3. Enter “Task Status”, In progress | Pending
4. Hit “Update Task” button , to save updates in task which can
be monitored by the assignee

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Add Reference to Letter

Reference means attaching all the documents that are already present within the application.

1. Click button.
2. It will display the following screen.

Figure 16 Add Reference - Official Letter

3. Search the reference by “Interval” (Date from –Date to),

“Document ID”, “Case#”, “Subject” or “Tags”.

4. After adding the any one of the above information. Click on the
button.

5. All the related documents are shown in the

6. Select the document you want to add from the drop-down menu.

7. After selecting the document, click the button,

reference will be attached.

8. For previewing the document, click the button.

9. Reference can be removed by selecting the reference and

by clicking the button.

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Add Tags
Tags are the labels attached to the official letters for the purpose of future reminder/search.

1. Click on button.
2. It will display the following screen

Figure 17 Add Tag - Official Letter

3. Add tag as required.

4. Save tag by clicking on button.

5. Tag can be removed by clicking button.

Add Comments

Internal comments are added before submission. They are used for the overview, editing or
proof reading of the documents.

1. Click on button.
2. It will display the following screen

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Figure 18 Add Comments - Official Letter

1. Select the person which you want to mark this from drop down menu.
2. Add internal comments.
3. Click on the button. Internal comments will be saved

and then submitted to the concerned person.

4. Favorites are configured comments which can be selected from drop down
5. Click button, will save the changes in the document and
return it back automatically to the person who sent it.

Search Official Letter / Interoffice Notes

Note: OL and ION has same searching criteria

“Category” consists of two options

Incoming Mails: User can search mails received from different departments
Outgoing Mails: User can search mails sent to other departments form own
department

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6.0 Interoffice Notes Creation

1. Go to the Interoffice Notes window by clicking the tab

2. Following screen will be displayed.

3. “Global Search” is placed on the top of the list of interoffice note (s), e.g if
user want to search any of the interoffice note, can enter only reference
“Alphabet or Number” system will search accordingly.
4. “My Interoffice Notes” will display all the Notes that are initiated by me
or are dispatched to me by someone.
5. “Marked to me” will display all the letters that are marked to me from
other user.
6. “Drafts” will show all the letters that are drafted by me or that are
dispatched to me for the approval.
7. “Compose” will display the details screen where you add details of official
letters.
8. “Search Interoffice Notes” will allow you to search the all the Notes that
you have ever initiated or are dispatched to you.
9. “To Be Dispatched” will show the list of all the Notes that will be
dispatched by your clerk/secretary from your side.
10. “Initial receipts” are used to receive approved letters within organization
as well as from outside organization
11. “Info”, person marked as info will receive copy of the document in this tab
and add remarks

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12. “Task by Me”, contains all the documents assigned by user

13. “Task to Me”, contains all the documents assigned to user

Compose Interoffice Notes

1. Click on the button, it will take you to the compose window.

2. Features of the Interoffice Notes
• Complete editable template.
• Tab key can be used here.

Figure 19 Compose Interoffice Notes

Fill out all the relevant and mandatory details in the “Detail” window.

1. Case Number: Enter a case number or system can add a case number by
default.
2. Subject: It is a mandatory field. Subject can be any key word or
purpose describing your Interoffice Note.

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3. Precedence: Select from the drop-down menu.

4. Classification: Select the classification from drop down menu. It is
the nature of the Note.
5. Signatory: A person who will approve or sign the draft. Select
from the drop-down menu.
6. To: Select the “Department”, “Person”, to which the Interoffice
Note will be sent from drop down menu. “To” person will be the
approver of that Note.
7. CC: If you want to mark a letter to other concerned persons. Select
the department from the drop-down menu. If there is more than
one person, you can set the priority of them, by selecting them and

then click these buttons

8. If you want to remove someone from the list, select that

person and click the button.

9. After filling out all the details. Click the button.

Following message will be displayed.

10. Clicking “ok” will display the Note template according to your details.

Attach Flags to Interoffice Notes

Flags are the scan copies or all the documents that are attached to the letter from your
computer.

1. Click the button.

2. Following screen will be displayed.

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Figure 20 Add Flag - Interoffice Notes

3. Set flag name, Flag details (Flag details actually tells what the document
is about).
4. Browse the file from the system by clicking on “Browse” button.

5. Then click button to add the flag.

6. If you want to remove a flag, select the flag and press the
button.

7. “Add Ref “to add reference as a flag

Add References to Interoffice Notes

Reference means attaching all the documents that are already present within the application.

1. Click the button.

2. It will display the following screen.

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Figure 21 Add Reference - Interoffice Notes

3. Search the reference by “Interval” (Date from – Date to),

“Document ID”, “Case#”, “Subject” or “Tags”.

4. After adding the any one of the above information. Click on the Search
button.
5. All the related documents are shown in the ,
Select the document you want to add from the drop-down menu.
6. After selecting the document, click the button,
reference will be attached.
7. For previewing the document, click the button.
8. Reference can be removed by selecting the reference and

then clicking the button.

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Add Tags to Interoffice Notes

Tags are the labels attached to the official letters for the purpose of future reminder/search.

1. Click on button.
2. It will display the following screen.

Figure 22 Add Tag - Interoffice Notes

3. Add tag.

4. Save tag by clicking on button.

5. Tag can be removed by clicking button.

Add Comments to Interoffice Notes

Internal comments are added before submission. They are used for the overview, editing or
proof reading of the documents.

1. Click on button.
2. It will display the following screen.

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Figure 23 Add Comment - Interoffice Notes

3. Select the person which you want to mark this from drop down menu.
4. Add internal comments.
5. Click on the button. Internal comments will
be saved and then submitted to the concerned person.

Receive an Interoffice Note

Interoffice Note you have dispatched will go to the “Initial Receipt “of the clerk/Secretary of
that department.

1. Hit the tab.

2. Open the letter you have received.
3. Mark the person, to whom it was sending in the “Internal Comments”.

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7.0 Miscellaneous

7.1 Central Registry Receiving

1. Central registry is used to make automatic updating of the all the

registries received by the organization, it then updates all the record and
send it to the concerned Department/Person.
2. All details of the registry are added, and if the size of the registry is low,
scan copies are attached instead of being sending it physically.
3. Click on the CR Receiving tab from others.

How to compose a CR

Click on the button. it will show the following window

Figure 24 CR - Receiving

Fill out all the details for the CR.

1. Select Project from the drop-down menu.

2. CR ID will be chosen by the system by default.
3. Letter Date: select date from the drop-down menu.
4. Letter #: Add the letter number from the letter.
5. Precedence: Add letter precedence from drop down menu.

6. Letter Name: enter the name of the letter.

7. Letter Location: Add location from where it comes from
8. CR Create Date: enter the date on which a particular CR is created.

9. Mark to Date: enter the date on which the letter was send to a department.

10. Mark to Dept: enter the department name to which the registry is concerned.

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11. Document ID: System generated ID for the use of database.

12. Letter From: Enter the name of a person who has sent the letter.

13. Letter Subject: Add the subject of the letter.

14. Classification: Add the classification (Nature) from drop down menu.

15. Scan Date: enter the date on which you have scanned the registry.

16. Add file by clicking on the button.

17. CR Mark to User: Enter the name of a person to whom this letter will be send
by the CR.
18. CR Mark to Type: Enter the type of the letter, whether it is an “Official letter”
or an “Interoffice note”.

19. After adding all the information, click on the button, record will
be saved.

20. You can edit the registry by clicking on the button.

21. Saved registry can be cleared by first selecting the registry and then clicking on the

Button
22. “Search” saved registry by using search criteria.

23. For submitting the Registry to concerned person, select the registry and click

on the button.

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7.2 File Number Generation

Figure 25 File Number Generation

1. Hitting “New” button will active all the fields

2. Enter “Subject” for electronic file
3. To create File # select following options (Automatically)
i. Select “Project”
ii. Select “Department”
iii. Select “Year”
iv. Select “Month”

v. Hit , will create number according to selected parameters

4. To create File # manually enter the file number manually

Note: Once the case is initiated with the created file number it cannot be editable

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7.3 Favorites

Figure 26 Favorites

1. This screen is used to configure custom comments by the user

2. Hit “New” button to activate the fields
3. Enter “Seq” (1,2 …)
4. “Active” Status
5. Enter custom comments in “Description”
6. Hit “Save” button to save the record

7.4 Personal Hierarchy Management

Figure 27 Personal Hierarchy Management

1. This screen is used to define hierarchy for own department as well as

other department

Own Department Vertical Hierarchy

2. Hit “Batch Operation” and select “Generate Vertical Hierarchy of

Selected User of Own Department”.

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3. Hierarchy can be set for OL, ION, MS Internal and MS External

Sequence.

4. Enter the required Sequence to be displayed in LOV of

(OL & ION : Comments , MS : Internal & External Comments )

To Add User in Hierarchy to Mark Letter

5. Uncheck “Show only Sequenced” check box.

6. Select User from “Search to User”, and assign hierarchies.

7. Hit save button.

7.5 Policies
E office user can view SOP’s of various departments

Figure 28 FF Policy Management System

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