eOffice Workflow Helper & Checklist

eOffice Workflow Helper

Step-step guidance for standard digital filing procedures

What are you trying to do?

Go to Receipts > Browse & Diary. Upload the scanned PDF of the letter.

Fill in mandatory metadata: Delivery Mode, Sender Type, and Subject.

Click Generate to get a unique Receipt Number.

Choose Put in File to attach this receipt to an existing or new file for noting.

💡 Tip: Always use OCR-enabled PDFs so that the text is searchable within eOffice.

Open the file from your Inbox. Click on the Add Green Note button.

Type your noting. Use External Links to refer to specific pages of the correspondence.

Click Save. Do not click ‘Send’ until you have attached necessary references.

Check the TOC (Table of Contents) to ensure all related letters are attached.

💡 Tip: If you make a mistake in a Green Note, you can Edit it as long as the file has not been ‘Sent’ to the next level.

Inside the file, click Draft > Create New.

Upload the document or use the editor. Select Draft Type (Letter, Office Order, etc.).

Add Communication Details (Recipients). You can pick from the Global Address Book.

Click Save. The draft is now linked to your current note for the officer to see.

💡 Tip: Officers can ‘Approve’ and ‘Sign’ the DFA in one go, which automatically converts it into an Issued letter.

Ensure the DSC Browser Extension is active and your USB Token is plugged in.

When sending a file, choose Sign and Send instead of just ‘Send’.

Select your certificate from the pop-up and enter your PIN.

⚠️ Warning: If the DSC window doesn’t appear, refresh the Java/NIC Signer service on your PC.

If no action is needed for a while, use Park File.

Specify the Duration and Reason for parking.

The file will move to the Parked folder, keeping your Inbox clean.

The transition to a paperless administration through the eOffice system requires precision and a clear understanding of digital file movements. Our eOffice Workflow Helper & Checklist is a strategic guide designed for government officials and staff in West Bengal to ensure that every electronic file (eFile) is processed correctly. From attaching necessary documents to choosing the right movement action (Forward, Send Back, or Submit), this tool helps minimize procedural errors and speeds up the decision-making process.