FILE MANAGEMENT SYSTEM

Standard Roles and Associated Utilities

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 Table of Contents
OBJECTIVE: ………………………..……………………………….………………..………..……….…..3
PURPOSE: ….………………………………………………………………………………………………..3
ABBREVIATION USED: ......................................................................................................3
DESCRIPTION: ...………………………………………………………………………………………….4
RECOMMENDATIONS: ..……………………….………………………………………………………7

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OBJECTIVE
The objective of this document is to provide the description of various roles available to access ‘File
Management System’ application, which will further contribute to the knowledge to understand the
importance of these roles so that they could be assigned to the necessary user as per the scope of their
tasks and permissions in the system.

PURPOSE
The roles mentioned in the document are the standard privileges provided to access the application (‘File
Management System’). The purpose is to distinguish the standard roles provided from the ones, which
are not generic in definition (usually the ones created by the administrators of the respective
organization(s)). The user organization is liable for any changes in the definition of the standard roles
or/and creation of new roles and their subsequent impact.

ABBREVIATION USED
1. DFA - Draft for Approval

2. CRU - Central Registry Unit (or Receipts and Issue section or Dak and Dispatch unit)

3. eFile - Electronic File

4. eReceipt - Electronic Receipt

5. EMD - Employee Master Details

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DESCRIPTION
The following is the description of the standard roles provided to access ‘File Management System’:

S.NO. ROLES ROLE DESCRIPTION

Provides access to ‘Receipts’, ‘Files’, and ‘Dispatch’ modules.
User may perform actions such as, ‘Files/Receipts’ creation,
1. ROLE_OFFICER forwarding, receiving, ‘DFA’ creation and other associated
functions, except certain role specific actions mentioned
further in this document.
Note: All users working on files must have this role.

Enables the user to function as a ‘CRU’ of the department by

giving access to ‘RECEIPTS’ and ‘DISPATCH’ modules only
2. ROLE_CRU (‘File’ module is restricted). User with this role is available as
a CRU when employees choose ‘DISPATCH BY CRU’ while
dispatching an approved letter.

Enables user to upload PDF of greater size than allowed limit

while diarizing a receipt.
3. ROLE_UPLOADER
Note: Configuration in admin schema
“MAX_UPLOAD_LARGER” sets the maximum upload size for
ROLE_UPLOADER.

Enables the user to Approve ‘DFAs’ attached with

4. ROLE_DRAFT_APPROVER ‘eFile/eReceipts’.
Note: This role is generally given to Head of Sections/Offices.

Enables the user to forward closing/re-opening request on

‘file(s)’ of his/her own dealing section. The request is
forwarded to the user who has ‘ROLE_APPROVER’ in the
respective dealing section.
5. ROLE_ CLOSING Only after the approval is given on the request, the user who
initiated the closing request, may then close the file.

Note: This role is generally assigned to dealing hands/staff

who work on files and seek approval on its closing/re-opening
from head of their own section.

Enables the user to Approve or Reject the Closing and Re-

opening requests forwarded by other users in the same section
for files of user’s dealing section.
6. ROLE_ APPROVER
The files of own dealing section lying with the user having this
role can be closed/reopened by her/him directly without any
other approval.

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 Note: This role is generally given to Head of
Section(s)/Office(s).

Enables the user to view closed ‘Files/Receipts’of all of the

other users in her/his own department.
7. ROLE_CLOSED_VIEWER
User can view these Files/Receipts in ‘By Others (All)’ under
‘CLOSED’ folder of the respective module (file/receipt).

Enables the user to view closed ‘Files/Receipts’ of all the users

ROLE_HIERARCHY_CLOSED_VI coming under the hierarchy of his/her own office.
8.
EWER
User can view these files/receipts in ‘By Others (Hierarchy)’
under ‘CLOSED’ folder of the respective module (file/receipt).

Enables the user to download content of ‘eFiles’ in PDF format

which can be -‘Complete File’, ‘Notings’, ‘Correspondence’,
9. ROLE_DOWNLOADER ‘DFA’, ‘File Movements’, ‘Action Details’, etc.
Note: This role must be strictly assigned to authorized
personnel only.

Enables the user to initiate and then track a set of actions on

‘file(s)’ and/or ‘receipt(s)’, taken by other users in its channel
10. ROLE_ACTION_INITIATOR of submission, on the basis of remarks provided in ‘Action
Details’ of the respective module.
Note: May please refer to the user manual for details of the
feature.

Enables the user to receive file(s) from User(s) of

external/other Department(s) within the same eOffice
11. ROLE_EXTERNAL_RECEIVER instance.
Note: Users from other department who are assigned with
‘ROLE_EXTERNAL_SENDER’ role are the only authorized
users to be able to forward the file to the intended receiver.

Enables the user to forward file(s) to User(s) of external/other

Department(s) within the same eOffice instance.
12. ROLE_EXTERNAL_SENDER
Note: Users from other department who are assigned with
‘ROLE_EXTERNAL_RECEIVER’ role are the only authorized
users to receive the file from the intended sender.

Enables the user to receive file(s) from User(s) of

external/other organization(s) or ministries i.e. from other
13. ROLE_INSTANCE_RECEIVER eOffice instance.
Note: This role are available after two or more instance of
eOffice are mapped for inter departmental movement of Files.

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 Users from external instance who are assigned with
‘Role_Instance_Sender’ role are the only authorized users to
forward the file to the intended receiver in other instance.
Web-services have to be enabled for transfer of files between
two instances.

Enables the user to forward file(s) to employee(s) of

external/other organization(s) or ministries i.e. to other
eOffice instance.
Note: This role are available after two or more instance of
14. ROLE_ INSTANCE _SENDER eOffice are mapped for inter departmental movement of Files
Users from external instance who are assigned with
‘Role_Instance_Receiver’ role are the only authorized users to
receive the file from the intended sender in other instance.
Web-services have to be enabled for transfer of files between
two instances.

Provides administrator privileges of ‘File Management

System’ to the User which are namely - to ‘Deactivate DSC’-
Deactivate DSC of Users registered within same eOffice
instance, ‘Transfer’ - transfer ‘files/receipts’ from one
individual to the other within same eOffice instance, ‘Section
15. ROLE_ADMIN Assignment’ - re-assigning dealing section rights of file(s)-
receipt(s), setting ‘Search Privilege Scope’- for Advance
Search, ‘Folder permissions’ – for migration process,
permission of folders migrated to FTP server assigned to user
for migration of physical files)
Note: These features are available under ‘Settings’ module.

This enables the user to transfer ‘files/receipts’ from one

individual to the other within her/his own department (local
administration). This is useful in handing over of files in the
ROLE_TRANSFER_WITHIN_DE scenarios of ‘Transfer’ / ‘Promotion’ / ‘Superannuation’ of
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PARTMENT employees.
Note: “Transfer” is available under ‘Settings’ module.
‘TRANSFER’ in ‘ROLE_ADMININSTRATOR’ handles the
transfer of files/receipts at instance level.

ROLE_MIS_ALL_REPORTS role assigned to users to whom

privilege to generate all the MIS reports is needed.
17. ROLE_MIS_ALL_REPORTS
Note: By default, there is no privilege to generate all the
reports for users.

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 Digital Signing of files in eFile is made Role based.

The role, ROLE_FILE_SIGN_MANDATORY can be mapped to

18. ROLE_FILE_SIGN_MANDATORY individual users to provide them digital signing options while
sending files.

The Role will be applicable only when file.signed.required

configuration is turned off.

ROLE_VIP_ADMIN assigned to users to Add, Edit and Delete

VIP Contact Details in Address Book.
19. ROLE_VIP_ADMIN
Note: By default, there is no privilege to add VIP Contact
Details in Address Book.

RECOMMENDATIONS
Recommendations for assigning various Roles -

On the basis of the description of the roles provided in the previous section and from the experience
gained by implementing ‘eOffice’ project in various ‘Central’ / ‘State’ ‘Ministries’ , ‘Organizations’/
‘Autonomous’ ‘Bodies’, the following is suggested on assigning roles / privileges for various user levels
-

1. Various levels of functionaries/heads: The heads of the ‘Departments’ / ‘Divisions’ / ‘Offices’ /

‘Sections’ etc. (such as officers of the rank of Secretaries, Additional Secretaries, Joint Secretaries,
Directors, General Managers, Deputy General Managers, Chief Managers, Under Secretaries, Section
Officers etc.) and equivalent -

a) ROLE_OFFICER

b) ROLE_APPROVER

c) ROLE_DRAFT_APPROVER

2. Dealing Hands: The staff in ‘section(s)’, ‘branches’, ‘group(s)’, which work under the orders and
supervision of the Officer (such as, Assistant Section Officers, Sr. Secretarial Assistants, Engineers etc.
and equivalent), who puts up a draft and/or prepares green notes on her/his own behalf -

a) ROLE_OFFICER

b) ROLE_CLOSING

3. Personal Staff Members of Officers: The staff that supports the officer by keeping him free from
routine nature of work, by making appointments, taking dictation, etc. The staff such as Staff Officer,
Senior Principal Private Secretary / Principal Private Secretary / Private Secretary / Personal
Assistant / Stenographer.

a) ROLE_OFFICER

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 *Note: The ’Personal Staff Members’ may also be given ‘ASSISTANT’ level of ‘Delegation’ of their
officer with necessary consent, in case the officer(s) requires assistance of personal staff to
‘receive/send’ physical files/receipts in her/his account, taking dictation for noting/draft in file(s)
and etc. To facilitate this provision the Department’s nominated EMD administrator may be
contacted.

4. Application Administrator (eFile Admin): The person or set of people who facilitate the
administrative tasks with respect to the application (eFile). Such people are generally from
‘Administration Section/Branch’, ‘HR Department’, or any department official entrusted with such
privileges.
a) ROLE_ADMIN
b) ROLE_TRANSFER_WITHIN_DEPARTMENT
*Note: It is suggested that both the roles need not be assigned to the same user as
ROLE_TRANSFER_WITHIN_DEPARTMENT is assimilated within ROLE_ADMINISTRATOR.

5. Central Registry Unit/ Diary & Dispatch section/ Receipt & Issue section: A unit within a
department charged with the responsibilities of inter-alia receiving, registering Dak meant for that
department and distributing the receipts. Also, responsible for dispatching of issue letters.

a) ROLE_CRU

6. Other privileges : The roles mentioned below must be assigned as per organization’s/Nodal
committee’s discretion -

a) ROLE_DOWNLOADER

b) ROLE_CLOSED_VIEWER

c) ROLE_HIERARCHY_CLOSED_VIEWER

d) ROLE_ACTION_INITIATOR

e) ROLE_EXTERNAL_RECEIVER

f) ROLE EXTERNAL SENDER

g) ROLE_ INSTANCE _RECEIVER

h) ROLE_ INSTANCE _SENDER

i) ROLE_MIS_ALL_REPORTS

j) ROLE_FILE_SIGN_MANDATORYROLE_VIP_ADMIN

k) ROLE_OFFICER_ELECTRONIC

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