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E OFFICE /MALAYALAM TYPING

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E OFFICE












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LINK FILE AND ATTACH FILE IN E OFFICE:USAGE  AND DIFFERENCES:

1. Link File (Linking)

Linking is used to connect two active, independent e-files that are conceptually or contextually related to each other.

  • How it works: When you link File A to File B, both files remain separate entities in the system. They retain their own independent file numbers, noting parts, and correspondence sections.

  • The Purpose: It provides a quick reference or "shortcut" for the dealing official or officer. If an officer is reviewing File A and needs to see the history or decision made in a related File B, they can just click the link to open it.

  • Movement: Movement is independent. Sending File A to a senior officer does not automatically send File B.

  • Analogy: It’s like putting a sticky note on a physical folder that says, "For reference, please also see File No. 123 on the shelf."

2. Attach File (Attaching)

Attaching is used when you want to merge or place one file inside another file because a decision cannot be made without processing them together.

  • How it works: When you attach File B (the attached file) into File A (the main file), File B temporarily loses its independence. It becomes a subordinate part of File A.

  • The Purpose: This is done when a case in File B is directly dependent on the outcome of File A, or when two issues must be clubbed together for a singular decision.

  • Movement: Movement is conjoined. When you send File A to a senior officer, File B goes along with it automatically. The officer can detach them later if needed once the action is complete.

  • Analogy: It’s like physically putting a smaller folder inside a larger master folder and tying them together with a file tag.

Summary Comparison

FeatureLink FileAttach File
RelationshipPeer-to-peer (Both files are equal and independent).Master-to-Subordinate (One file is placed inside the other).
File MovementFiles move independently. Moving one does not move the other.Files move together. Moving the main file automatically moves the attached file.
PurposePurely for reference or viewing history.For joint processing and making a combined decision.
SeparationCan be unlinked at any time without affecting the files.Can be detached later, but usually tracking shows they were clubbed.
-----------------------------------------------------------------------------------------------------------------------------HOW TO OPEN A ATTACHED FILE ?

Step-by-Step Guide to Open Attached Files

  1. Open your Main File: Go to your Inbox or File Inbox and open the master file.

  2. Go to the Attach Files Tab:

    • Look at the menu  Attach and select Attach File

  3. Select the File: A list will expand showing all the files currently attached inside this main file.

  4. Click to View: Click on the File Number or the "View" icon next to the attached file


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HOW TO REFER A CORESPONDENT  DOCUMENT IN GREEN NOTE ?

Step-by-Step Guide to Reference a Document

  1. Open the File: Open your active electronic file in eOffice. (You will see the Green Note on the left and the Correspondence section on the right).

  2. Type Your Note: In the Green Note editor, type out your text. For example:

    "As per the proposal received from the department vide Letter No. 10..."

  3. Select/Highlight the Text: Use your mouse to highlight the specific text or page number you want to turn into a clickable link (e.g., highlight the text "Letter No. 10").

  4. SELECT  THE MENU"ALL" IN RIGHT HAND SIDE OF THE   CORESPONDENCE SECTION ON THE RIGHT.A POP-UP WINDOW WILL APPEAR SHOWING A LIST OF ALL THE RECEIPTS AND DOCUMENTS AVAILABLE IN THE CORRESPONDENCE SECTION OF THAT FILE.

  5. Find the specific letter or page number you want to link and  note the page number of it.

  6. Then click the yellow" referencing tab" located a the right upper corner of correspondence section and select the page number from drop down list

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