Towards a Paperless Office

Department of Information Technology

enabling governance (HIPA)

GOVERNMENT OF HIMACHAL PRADESH

 Pre-Requisites to Setup eOffice

Creation of E-mail
Connectivity EMD-Data File Heads
IDs

Creation of Employee
Creation of Official
Master Data with Creation of File Heads.
Email IDs (nic.in/ gov.in
eOffice accessible workflow. Data regarding current
domain) of all users to
through EMD-format has to be files and subject
be mapped in eOffice.
1. HIMSWAN filled which contains all according to Office
Apply E-mail Ids on
2. VPN-Access employee data, manual.
eforms.nic.in.
including hierarchy, etc.

Department of Information Technology, Government of Himachal Pradesh

 eOffice aims to improve operational efficiency of government departments by
transitioning to a “Less Paper Office” environment.

With this system,

eOffice involves all movement of receipts &
stages, including files becomes seamless
Inter-departmental diarisation of inward and there is more
eOffice automates the file movement of files can be receipts, creation of files, transparency in the
work in the departments done electronically movement of receipts & system since each and
files and finally, archival every action taken on a
of records file is recorded
electronically

Department of Information Technology, Government of Himachal Pradesh

 DIGITAL WORKPLACE

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Traditional Office work

Department of Information Technology, Government of Himachal Pradesh
 eOffice – Functional Process

Enter System Creates sequential Send Receipt to Section, in

First receiver Diary Diary Number for each case of CRU as first
Scans Details receipt receiver

Store in Hard
Drive

Create a new efile Attach to existing

efile

Browse &
Enter File Details
upload

System Creates a
efile Number

Open efile and start Noting, create Draft/ Edit

e-file moves through the Draft/ approve Draft/ issue Draft, referencing to
Digital Sign and send
Channel of Submission on the Drafts & correspondence sections within
efile to next user
system e-file

Department of Information Technology, Government of Himachal Pradesh

 eOffice Modules

DAK •Electronic Diarization of inward

&
letters and files
Scanning
Setting Due Receipt •Electronic Movement of receipts
Dates Registration and files

Search/File •Creation of Drafts for approval

Tracking and final issue
Digital File
Signature •Dispatch of letters
Creation

e-File •Setting Due Dates and Reminders

Movement
•Queries and Reports

Department of Information Technology, Government of Himachal Pradesh

 eOffice - Login page

https://eoffice.hp.gov.in/
https://eoffice.hp.gov.in/ eOffice aplication address for Login Page

Department of Information Technology, Government of Himachal Pradesh

 eOffice - Login page

Department of Information Technology, Government of Himachal Pradesh

 eOffice - Login page

Department of Information Technology, Government of Himachal Pradesh

 eOffice -Home Screen

Click on File Management

System(eFile) for working on eFiles.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Receipt Registration.

Step-1:
• Click on Receipts tab
• Click on Browse and
Diarise
• Click on Electronic.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Receipt Registration.
Upload PUC Enter Diary Details

Generate Acknowledgment Generate receipt number and Send.

Department of Information Technology, Government of Himachal Pradesh

 Receipt Number

System generates a Diary

Number for each Receipt

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Send Receipt

Search recipients by -
Name/Designation/section

To set due date

Choose Priority

Click on send the PUC

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Receipt Inbox
Notification of new Received
Files/PUCs

Recipient will receive the

PUC in Inbox of Receipts

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Insert PUC in a File

2. Click to insert PUC in a File

1. Select PUC

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Create File

Click here to create a

new File.

select the File if PUC is

related to existing File

Click to attach PUC

in existing e-File

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Enter eFile Details

1. Select File
Heads details

2. Enter subject
of file

3. Click Create File to Put In to

start working on a File

Department of Information Technology, Government of Himachal Pradesh

 eOffice –eFile Created
1. Recipient will receive the Files in
Files Inbox.
2. Click on file number to open a
File.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Newly Opened File

Click to add Noting Attached PUC/Receipt

Green Note

Yellow Note

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Add Green Note

Quick Notings Auto Saved

Type Noting, Copy Paste or select from quick notings

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Create Draft

1. Click to create New Draft

3. Enter Draft details

2. Click to
Upload Draft

Click if Draft needs to signed by

4. Save Draft
multiple authorities.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Send eFile

Search recipients by -
Name/Designation/section

To set due date

Choose Priority

Click on send

Department of Information Technology, Government of Himachal Pradesh

 eOffice – eFile Screen

View Previous Noting using

switch view option.

Note number/ name/designation /Date & Time

is auto generated

Department of Information Technology, Government of Himachal Pradesh

 eOffice – View/Edit/Approve Draft

To View Draft
1. Click draft.
2. View Draft

Edit/Approve
Draft

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Upload Signed Draft

Select Signed
Click on Ink Sign Draft & Upload

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Confirm/Discard Signed Draft

Confirm/Discard Signed
Draft.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Dispatch Letter

1. Add recipient details:

• Intra eOffice user or
• Add recipient details and select postal option.

2. Click on Dispatch without follow-up

to generate Dispatch number

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Dispatch Number
Generated Dispatch/Issue number

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Note No. Reference
Click on Referencing icon

1)Add Green Note.

2) Write Note no. Reference in
noting portion and select .

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Note No. Reference

Select Note Number to be

referred

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Note No. Reference

We can also create

reference to a paragraph

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Note No. Reference

After Clicking on
Reference that particular
note will open.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Page No. Reference
Click on Referencing icon

1)Add Green Note.

2) Write Page no. Reference in
noting portion and select .

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Page No. Reference

Select Page Number to be

referred

Department of Information Technology, Government of Himachal Pradesh

 eOffice – Page No. Reference

After Clicking on
Reference that particular
page no. Will open.

Department of Information Technology, Government of Himachal Pradesh

 eOffice – eFile Movement

Track/View
Movements of File

Department of Information Technology, Government of Himachal Pradesh

 Thank You

Department of Information Technology, Government of Himachal Pradesh