How to assign OU to office codes in e-Office?

  1. Assigning Global reference codes and office codes.
  2. List of global orgs. Find the list of Global Organisations of your District at www.nabe.ap.gov.in.
  3. List of OUs. Click on any global organisation name to see list of office codes under it.
  4. Global reference codes drop down.
  5. All the global organisations you find in the e-office masters at nabe.ap.gov.in will appear in your e-Office district instance in the super administrator login.

    • They will appear as global reference codes.

  6. Assign global reference code to existing global organisation.

    • Click organization in the left panel in your admin login.

    • Search and select existing Global Organization name which you require in the field “Organization Name”.

    • Assign related global reference code from drop down list in the field “Global reference code”.

    • Save the same.

  7. Create new global organisation.

    • Click on New organization, type the global organization name in the field “Organization name” as it appears in e-office masters at www.nabe.ap.gov.in.

    • Assign the global reference code by selecting the correct one.

    • Fill all the remaining fields and save.

  8. List of office codes under global org. The list of office codes also will appear under each global organisation in district instance admin login. Assign office code to existing OUs.

    • Click Organization Unit in the left panel.

    • Select global organization from drop down and click show all.

    • List of all OUs will appear.

    • Click on action icon and then select each OU under this organization.

    • Assign the correct office code from drop down in the field “Office code”.

What are the e-Office functional file system implementation steps for your department?

  1. Nodal officer. Appoint a nodal officer for your department for e-Office to be in touch with NABE.
  2. Organisation code. Obtain the organisation code for your department from NABE
  3. Category. Identify which category your department falls from A to E.
  4. Offices listing. List out all the offices in your department up to village level and provide the information to NABE. Obtain the unique codes for each office in ‘Codes’ application from NABE.
  5. Sections pattern. Prepare the hierarchy of sections (file code) inside each type of office in your department along with reporting pattern (as per ACR) and load in ‘File heads masters’ application of NABE.
  6. Subject heads. List out the functional heads for your departments upto tertiary head and load in ‘File heads masters’ application of NABE.
  7. Subject distribution pattern. Allot the subject heads to the standard sections in ‘File heads masters’ application.
  8. Office wise sections. Generate office wise sections with subject distribution in ‘File heads masters’ application.
  9. Load section data. Load the sections and subject distribution data for each office into e-Office system. ITE&C department will port based on GAD reference.
  10. Register staff. List out the staff. Apply for eOffice email logins and dongles.
  11. Assign section. Assign an office and a section for each employee.

How do I standardise the e-Office implementation in my department?

  1. Assign offices. Select the correct office code for each section (OU) in e-Office.
  2. . Rename OUs. Rename the File codes of OUs exactly as per the section file codes created in ‘File heads masters’.
  3. Surplus OUs. Mark the redundant OUs with a ‘#’ in front of the File code.
  4. Move files. Move the files in each of the hashed OU to the correct OU.
  5. Move employees. Move the employees in each of the hashed OU to the correct OU.

Diarisation of Official emails to e-Office inbox - Step by Step Process

  1. Go to Home screen of e-office.
  2. Click ‘portal apps’ on left side & Click on ‘NIC mail’.
  3. Enter e-Office password & Sign in to the e-mail.
  4. Click on ‘Inbox’ and open the mail.
  5. Click on ‘Move to e-File’ button at bottom right.
  6. You will get a message that the email is moved to e-Office.
  7. Click on your name on top right and click on ‘Home’ button under it.
  8. Click on ‘File Management System’
  9. Click on ‘Receipts’ > email diarisation in left menu bar.
  10. Click on the ‘Subject’ and enter diary & category details on right side.
  11. Click on ‘Generate’.
  12. Go to Receipt tab, Click ‘Created’ on left side.
  13. Click on ‘Send’ or ‘Put in file’ as the case may be.
  14. If you click on ‘send’ give
    1. i) Details of due date for file to be put up.

      ii) Click ‘Send’ at bottom.

      If you click on ‘e-File’ creation

    2. Click on ‘Put in File’

      i) Select ‘Create file’ & Click on ‘Non SFS’.

      ii) Go to ‘Electronic File box & select file head details.

      iii) Click on ‘Continue’ working

  15. Go to file tab on left side & Click on “Completed”.
  16. Initiate action for moving the file.

How to start e-Office in a Government Office?

  1. Head of the Office to list out all employees authorized to initiate note on the files under SOM/DOM.
  2. Register all listed employees in e-office.
  3. Obtain dongle for all the listed employees.
  4. Give computer to each listed employee
  5. Arrange a common printer and tappal scanner for the office.

How to register in e-Office?

  1. The employee need to get a nic mail id (by applying through online mail.gov.in)
  2. This nic mail id will be same for his e-office login ID & password.
  3. Employee need to fill the template in EMD (Employee Master Details). Here, the employee is required to fill all the mandatory fields. i.e., name, nic mail id, phone number, designation, section, department etc.,
  4. Then employee need to send EMD details template and order copy to the ITE&C Department (mapping-eoffice@ap.gov.in) by email from his official email id, for e-office mapping.
  5. IT Team will add the details in e-Office within a day or two. The employee will get mapping

How to obtain a dongle (digital key)?

For digital signature, the employee need to procure a DSC by filling up the forms procured from e-Office team of the department. Contact: pmu.srinivas@ap.gov.in

How to renew a dongle (digital key)?

Before expiry period i.e, 2 years, concerned employee will receive sms regarding renewal of DSC. Concerned employee should consult e-Office team and get the renewal forms. Fill the forms and submit to e-Office along with DSC. e-Office team will provide DSC. Contact: pmu.srinivas@ap.gov.in.

Scenario in Secretariat: Each secretariat department has only one Office Procedure (OP) section irrespective of the number of secretaries posted in the department. Only one tappal email address has to be created for each secretariat department irrespective of the number of secretaries. As per AP Business Rules Secretary to Government includes Principal Secretary and Special Chief Secretary. Therefore, all tappal emails shall be created by the code of the secretariat department in e-Office. The e-mail address of the tappal OU will be @ap.gov.in. An AS/SO/ASO will be in-charge of section dealing with tappal OU. The tappal assistant receives the email and sorts secretary wise. The sorted emails are then forwarded to the respective secretaries.

Scenario in office of Head of Department: Head office of a HOD has one inward-outward section. Only one tappal email address has to be created for the head office. The office code of the office of HOD will be the email address for communication with Head office. Search your official code at www.codes.ap.gov.in.

The tappal email is received and placed before HoD by the inward outward assistant.

How to transfer files from one employee to another from Local Administrator?

Go to URL: eoffice.ap.gov.in

  1. Enter local admin Id and password ( eOffice user ID & Password )
  2. Click on File Management System
  3. Go to Settings.
  4. Click on Transfer
    1. In Section from: Select section from where files have to be transferred
    2. In Transfer From: Select the employee from whom files have to be transferred
    3. In Section To: Select section which has to receive the files
    4. In Transfer To: Select the employee who has to receive the files
  5. Click on search option to show the files
  6. Select all the files and click on Transfer Option
  7. Upload the Transfer Order copy.
  8. Mention remarks and click on OK

How to send files to other instances in e-office? What is instance?

  1. As per the e-Office Deployment guidelines, separate instance is being used for all 13 districts & one State instance i.e AP secretariat /HODs/AOs/SUs.
  2. Inter instance File Transfer means sending of files from one instance to another instance and vice versa. i.e., sending the files from state to district instance and vice versa, & also sending the files from one district instance to another district instance.

How to configure External Role& Internal Roles (by the Local Administrator)

  1. Go to URL: eofffice.ap.gov.in/ADMIN
  2. Enter the local admin username & password
  3. Click on Admin
  4. Click on Admin Modules
  5. Click on Role post
  6. Select the Application name eFile in drill down
  7. Select the Employee Post name in drill down
  8. Select the Employee name in drill down
  9. . Select and Drag the below Roles
  13. Click on Save button.

How to send a file to External Instance (by the user)

  1. Open the instance URL : eoffice.ap.gov.in
  2. Enter User name & Password
  3. Click on File Management System
  4. . Click on Files inbox
  5. Select the file and Click on Send
  6. Select the External Radio Button
  7. In Department Name Select the District Name
  8. Select the Employee name
  9. Click on Sign & Send Button.

What is the official e-mail address of a head of office?

This is the email address that is officially associated with every official permanently as long as he is in Government service. Every official who is an e-Office user is given an email address by name. This email address is carried by the official wherever he is transferred. The same email ID is used for creating e-office ID.

How to e-dispatch in e-office?

  1. Select ‘File’
  2. View ‘Draft List’
  3. Click ‘Approved draft’
  4. Use dongle, Click ‘DSC sign’
  5. Click ‘Dispatch by Self’ button at bottom of right pane
  6. In the Dispatch options, Click ‘email’ details in the right pane
  7. In the ‘Email Details’ under sub-menu, ‘To’ type only the eoffice email address of single email address. ‘CC’ type emails as many as you may like
  8. If you don’t need a reminder, click ‘Send Without Followup’ in bottom of right pane
  9. If you need a reminder, click ‘Send with Followup’:
    1. Select ‘Desired Action’, select any one
    2. Information to the department
    3. Necessary action
    4. Information sort
    5. Reply required
    6. Reply sent
    7. Reminders
  10. Enter ‘Description’
  11. Select ‘Reply Due Date’
  12. Select ‘For Self’ or ‘For Section’
  13. Click ‘Ok’

How to Configure e-office email in your smart phone? A. Enable IMAP (Internet Message Access Protocol) – useful for retrieval of emails

  1. Go to mail.gov.in website
  2. Click “eforms” in the login page on right side pane at bottom left
  3. Click “Continue” (forms for NIC services)
  4. Click “Registration Forms”
  5. Enter Authentication “email”
  6. Click “Continue”
  7. Enter password
  8. Click “Continue”
  9. Click “IMAP/POP”
  10. Please check the Protocol to be enabled: *
  11. Check IMAP radio button
  12. Enter Captcha
  13. Click "Preview and submit“
  14. Check “I agree to Terms and Conditions”
  15. Click “Submit”

B. Configure e-office email in smart phone

    1. Android
    2. Tap ‘Settings’
    3. Tap ‘Accounts’
    4. Tap ‘Add Account’
    5. Tap ‘Personal (IMAP)’
    6. Enter your official ‘Email Address’
    7. Tap ‘Manual Setup’
    8. Tap ‘Personal (IMAP)’
    9. Enter official email-id ‘Password’
    10. Enter Server name as “mail.gov.in” (for Incoming server settings)
    11. Click ‘Next’
    12. Enter Server name as “mail.gov.in” (for outgoing server settings)
    13. Click ‘Next’

C. IOS smart phone

Configure e-office email in IOS smart phone

    1. Open ‘Mail App’
    2. Tap ‘Other’
    3. Enter ‘Name’
    4. Enter your official ‘Email Address’
    5. Enter official email-id ‘Password’
    6. Enter ‘Description’
    7. Click ‘Next’
    8. By default, Highlighted with blue colour ‘IMAP’
    9. Incoming Mail Server
      • Enter Host Name ‘mail.gov.in’
      • Enter your official ‘Email Address’ in user name data field
      • Password is automatically filled, if password is empty then Enter official email-id ‘Password’
    10. Outgoing Mail Server
      • Enter Host Name ‘mail.gov.in’
      • Enter your official ‘Email Address’ in user name data field
      • Password is automatically filled, if password is empty then Enter official email-id ‘Password’
    11. Click ‘Next’
    12. Click ‘Save’
    13. Tap ‘Mail app’ to see official emails