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WORKFLOW BASED FILE TRACKING SYSTEM FOR WEST BENGAL GOVERNMENT

USER MANUAL

For SYSTEMATICALLY MAINTAIN RECORDS OF

THE MOVEMENT OF FILES In the offices of the

Government of West Bengal

National Informatics Centre West Bengal State Unit

Department of Information Technology Ministry of Communications and Information Technology

Government of India

Workflow Based File Tracking System

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TABLE OF CONTENTS

Chapter No. Topics Page No

Chapter 1 Introduction

1.1 Overview 7

1.2 Salient Features 8

Chapter 2 Hardware And Software Specification 9

Chapter 3 Getting Started 10-13

3.1 How to open the software 10

3.2 How to Login into the Software 11-12

3.3 How to Logout from the Software 13

Chapter 4 Entry, Edit And Delete Of Master Data 14-24

4.1 Department Master 15

4.2 Sub-Office Master 16

4.3 Designation Master 17

4.4 Official Master 18

4.5 U.O. No. Permission 19

4.6 U.O. No. Initialization 20

4.7 Set Additional Charges 21

4.8 Letter Type 22

Chapter 5 Entry, Edit, Delete and U.O. No. Generation of File Movement

23-40

5.1 Create File 24

5.2 Receive File (Sent Thru’ WFTS) 25

5.3 Receive File (Not Sent Thru’ WFTS) 26-27


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5.4 Update File Recv. Info 28-29

5.5 Generate Receipt 30

5.6 U.O No Generation 31-34

5.6.1.Entry 31

5.6.2.Update 32

5.6.3.Generate & Print 33

5.6.4.Reprint 34

5.7Attach Documents 35

5.8. Dispatch File 36

5.9. Update Dispatch Info 37

5.10 Intra Office Movement 38

5.11 Files not Recd. Within Due Date 39

5.12 Attach Link/Part File 40

Chapter 6 Entry, Edit and Delete of Letter Movement 41-52

6.1 Receive Letter (Sent Thru’ WFTS) 42-44

6.2 Receive Letter (Not Sent Thru’ WFTS) 45

6.3 Update Recv. Info 46

6.4 Receipt of letter 47

6.5 Attach Documents 48

6.6 Dispatch Letter 49

6.7 Update Dispatch Letter Info 50

6.8 Create File 51

6.9 Merge With File 51

6.10 Letter not Recd. Within Due Date 52


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Chapter 7 M.I.S. 53-75

7.1 File Tracking System 54-58

7.1.1 Track File 54

7.1.2 Search by File No./Subject 55

7.1.3 Search by UO No./UO Dt. 56

7.1.4 Department Wise Files 57

7.1.5 Summary Report 58

7.1.6File Disposal Report 59

7.2 Letter Movement 60-63

7.2.1 Track Letter 60

7.2.2 Search by Letter No./Subject 61

7.2.3 Department Wise Letters 62


7.3 WFTS Usage Report 64-66

7.3.1 File Tracking 64-65

7.3.2 Letter Tracking 66

7.4 Pending File 67-68


7.4.2 Detail Report 68

7.5 Pending Letter 69-70


7.5.2 Detail Report 70

7.6 Central Dispatch 71-73

7.6.1Files Lying With Central Despatch 71

7.6.2 Files Hand Over To Recipient 72

7.6.3 Files Hand Over Through Speed Post 73


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7.7 Finance Department 74-75

7.7.1Pending File 74

7.7.2File Transaction 75

7.8U.O.No Details 76

Chapter 8 Report 77-96

8.1 Daily Register 77-85

8.1.1 WFTS 77-81

8.1.1.1 Incoming Register 78

8.1.1.2 Outgoing Register 79

8.1.1.3 Peon Book 80

8.1.1.4Incoming Outgoing Register 81

8.1.2 Letter Movement 82-85




8.1.2.4Incoming Outgoing Letter 85

8.2 Monthly Register 86-91

8.2.1 WFTS 86-88




9.2.2 Letter Movement 89-91




9.3 Other Reports 92-97


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9.3.1 Files On Transit 92

9.3.2 Files In Hand 93

9.3.3 Trace File 94

9.3.4 Letters On Transit 95

9.3.5 Letters In Hand 96

9.3.6 Trace Letter 97

Chapter 9 House Keeping 98-111

9.1 User Manual 98

9.2 Complete Your Profile 99

9.4 Change Password 100

9.4 My Preferred Officials 101

9.5 Administration 102-111

9.5.1 Sub-Office Type 102

9.5.2 User Role 103

9.5.3 User Maintenance 104

9.5.4 User Log 105

9.5.5 File No. Updation 106

9.5.6 Pick Up File 107

9.5.7 Close File 108

9.5.8 WFTS Using 109

9.5.9 Visit Status 110-111

Chapter 11 PULL SMS 112

Chapter 10 Troubleshooting Tips 113


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Chapter – 1 Introduction

1.1 OVERVIEW

Workflow based File Tracking System (WFTS) is a web based application which helps in tracking the movement of files. The application enables the users to maintain a consistent watch over the movement of various important documents in the process of decision-making. It was felt that a system is required to monitor the movement of Files at different levels in the decision making process.

To systemize these operations and hence to keep track of those files, the National Informatics Centre (NIC) as a ICT Consultant has conducted thorough study of the existing system to come out with a web enabled system. This has become a single system, based on common boundaries — management control, operating environment, security needs and business mission. It was decided that the system should be a lightweight application requiring minimal inputs and user-friendly interface. The system has been designed in such a manner that the controlling officer of an organization/division/section can view the movement of the documents and could take appropriate decisions. This has been achieved by putting rigorous efforts while designing of the database for the application.

The main objectives of this initiative are:

a) To improve efficiency, consistency and effectiveness of government responses;

(b) To reduce turnaround time and to meet the demands of the citizens charter;

(c) To provide for effective resource management to improve the quality of administration;

(d) To reduce processing delays; and

(e) To establish transparency and accountability

(f) To provide cost effective e-storage facility In line of the above, WFTS is going to be implemented within the government departments to

maintain a consistent watch over the movement of government files in the process of decision-

making.

The application software is hosted in NIC Data Centre and integrated with the portal of Finance Department (http://www.wbfin.nic.in). The application will be available through Internet access facility using user credentials to be provided by the Finance Department.

http://www.wbfin.nic.in/


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1.2 SALIENT FEATURES

v Basic Feature ü System provides a interactive interface to retrieve information by a

flexible way.

ü It maintains all the Information relating with create, receive, despatch, track a file and eliminates the repeated entry of information.

ü System Generates Reports in Pre-Defined formats. v Recording

ü Office Wise file creation.

ü Files receive, despatch and Close.

v Query

ü Highly powerful file searching capability.

ü Tracking of file through user defined parameters.

v Report

ü File Transaction Information.

ü Daily and Monthly File Register.

ü Report available in PDF Format.

v Security

ü Accessible to authorized users only.

ü Highly secured database.

v User Friendliness

ü Intra- & Inter-Module easy navigation & user-friendly design.


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Chapter – 2 Hardware and Software Specification

Hardware

1. PC with moderate configuration.

2. Internet Browser. 3. Internet Connectivity.

Software WFTS has been designed and developed in such a way so that there are no expenses for

Database Management System or any sort of Programming/Reporting Software tool.

It runs on Free Database Management System.


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Chapter – 3 Getting Started 3.1 HOW TO OPEN THE SOFTWARE 1. To open the Web Portal Home Page Click on internet explorer

2. Type “www.wbfin.nic.in” at the address bar and press “ENTER” and the home page of Finance Department website will appear as shown below.

3. To log in WFTS click on label “WFTS (Workflow Based File Tracking System)”.

Click Here


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3.2 HOW TO LOGIN INTO THE SOFTWARE

In login page please enter the valid “USERNAME” and “PASSWORD” and click on the “Login” button.

Note: Different users would have different username and password. User Name and Password Each user of the application is assigned a unique username and password. Assigning of username and password to authorized users protects the application against unauthorized access. Authentication of User Name and Password During authentication, the username and password entered by the user are verified to ensure that the user logging in is a valid user.

Click Here to Login


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After successful Login into the system the home page will be appeared as shown below. In this page you can see a menu which contains Home, Master Data, File Movement, Letter Movement, Public Grievance, M.I.S., Report, House Keeping and Logout. A message appeared as “Official Name, Designation and Department Name of user. Below that total no. of files on transit and total no. of files pending will show for the user logged in and there is link on numeric figures. Clicking on the numeric figures the corresponding page will open.

If user log in for first time then user has to complete his/her profile and change password to get access the pages. Profile complete and change password pages are available on House Keeping menu.


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3.3 HOW TO LOG OUT FROM THE SOFTWARE Please click on the “Log out” link in the menu as shown below in figure:

Click Here to Logout


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Chapter – 4 View, Entry, Edit and Delete of Master Data On Clicking the Master Data menu, it expands into the following Sub Menus:

ü Department ü Sub-Office ü Designation ü Official ü U.O. No. Permission ü U.O. No. Initialization ü Set Additional Charges ü Letter Type ü Complaint Type ü Complainant Category

N.B. Only Super User Can Enter, Edit and Delete Data in all Master Data and can access “U.O. No. Permission” and “U.O. No. Initialization” pages. Admin user can Enter, Edit and Delete of Sub-Office Master and Official Master for his/her own Department. Other Users Only Can See Master Data.


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4.1 ENTRY, EDIT AND DELETE OF DEPARTMENT MASTER To enter the Department Names click on the “Department” menu and a page will be appeared where you can enter names of department with department code (two characters only). The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in a box in same row where you can change it and click on “Update” to save. If you want to cancel just Click on “Cancel”.

There is a provision to Export the Data in “PDF” format.

Click Here

Click Here To Update

Click Here To Delete


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4.2 ENTRY, EDIT AND DELETE OF SUB-OFFICE MASTER To enter the Sub-Office Names click on the “Sub-Office” menu and a page will be appeared where you can enter names of Sub-Office and select department name, sub-office type and serial no. The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in above corresponding boxes where you can change it and click on “Save” to save. If you want to cancel just Click on “Cancel”.


Click Here


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4.3 ENTRY, EDIT AND DELETE OF DESIGNATION MASTER To enter the Designation Details click on the “Designation” menu and a page will be appeared where you can enter names of designation, designation abbreviation and rank with designation code (three Char only). The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in a box in same row where you can change it and click on “Update” to save. If you want to cancel just Click on “Cancel”.

There is a provision to Export the Data in “PDF” format. N.B. If New/Existing Rank is Entered Or Any Rank is Updated Or Any Designation is Deleted, the Upper and Lower Rank will be automatically updated.

Click Here


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4.4 ENTRY, EDIT AND DELETE OF OFFICIAL MASTER To enter the Official Names click on the “Official” menu and a page will be appeared where you can enter Official names and select office name, sub-office name, designation and Official Abbr. Official Abbr. will automatically generate and user can change it. But Official Abbr. must be unique. After clicking on “Save” button User Id and Password will show. The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in above corresponding boxes where you can change it and click on “Save”. If you want to cancel just Click on “Cancel”. User can enter Sub-Office Name and Designation from this page directly.


Click Here


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4.5 HOW TO ISSUE PERMISSION FOR U.O. No. GENERATION Only Super User can access this page. To issue permission for U.O. No. generation click on the “U.O. No. Permission” menu and a page will be appeared where you can issue or cancel permission for U.O. No. generation of a particular Official.

Click Here


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4.6 HOW TO INITIALIZE FINANCIAL YEARWISE U.O. No. Only Super User can access this page. To initialize U.O. No. click on the “U.O. No. Initialization” menu and a page will be appeared where you can initialize U.O. No. for a particular financial year and Official by clicking on Edit at the right end of the list. User can also enter new U.O. No. by selecting Financial year, Office Name and Sub-Office Name.

Click Here to Edit


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4.7 HOW TO ADD ADDITIONAL CHARGES Only Super User can Access this page If one User wants to handle more than one Group at a time, then this page will appear where you can select the parent department, sub-office and official first and then you can choose your additional department, sub-office and official and then Save it. There is also an option for Delete data.

Click Here


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4.8 HOW TO ADD LETTER TYPE Only Super User can Access this page If one User wants to add Letter Type then Click on “Letter Type” under “Master” Menu. And this page will appear where user can add types of letter. There is also a option for Edit and Delete.

Click Here


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Chapter – 5 Entry, Edit, DELETE AND U.O. No GENERATION of File Movement

On Clicking the File Movement menu, it expands into the following Sub Menus:

ü Create File ü Receive File (Sent thru’ WFTS) ü Receive File (Not Sent thru’ WFTS) ü Update File Recv. Info ü Generate Receipt ü U.O.No Generation ü Attach Document ü Despatch File ü Update File Despatch Info ü Intra Office Movement ü Files Not Recd. Within Due Date ü Attach Link / Part File

N.B. Super User and Admin User Can Not Make Any Transaction of File. Only Normal Users Can make any kind of Transaction.


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5.1 HOW TO CREATE A FILE Click on the “Create File” link under “File Movement” menu and a page will appear. Here user has to provide file details and click on “Save” button to save the record.

Click Here


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5.2 HOW TO RECEIVE A FILE (SENT THRU’ WFTS) Click on the “Receive File (Sent thru’ wfts)” link under “File Movement” menu and a page will appear where user can receive the File details sent to him/her by another user. At right end of list there is a button “Receive”. Clicking that button user can receive that file. There is a Quick Search option by which user can search anything showing in below list.

Click Here

There is a provision to Export the Data in “PDF” format. At bottom of list there is button “Receive File (Direct)”. On clicking that user can directly receive file physically.The features are same as "Receive File (Not Sent Thru WFTS)".


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5.3 HOW TO RECEIVE A FILE (NOT SENT THRU’ WFTS) By clicking “Receive File (Not Send Thru’ WFTS)” under “File Movement” menu, a page will appear where user has to give the particular file no. which to be received.

Click Here Then next page will appear where user has to give file details.


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Click Here Here user has to provide file details and click on “Save” button to save the record.


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5.4 HOW TO EDIT OR DELETE DIRECTLY RECEIVED FILES Click on the “Update Recv. Info” link under “File Movement” menu and a page will appear where user can edit or delete File No., received file details and sender details. At right end of list there are two buttons “Edit” and “Delete”. Clicking on Edit user can edit file details and sender details. Clicking on Delete user can delete a selected file.

Click Here There is a provision to Export the Data in “PDF” format.


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Click Here Here user has to provide file details and click on “Save” button to save the record.


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5.5 HOW TO GENERATE RECEIPT

Click on the “Generate Receipt” link under “File Movement” menu and a page will appear where user can see the File details which he/she physically received. At right end of list there is a button “Generate Receipt”. Clicking that button user can Generate a receipt. Receipt will be in PDF Format.


Click Here


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5.6.1.HOW TO ENTRY U.O.

Click on the “Entry” link of "U.O.No Generation" under “File Movement” menu and a page will appear where user have to give Sub-office Name and Official Name. Then list of details of files(Received but not despatched) will appear. At right end of list there is a button “Select”. Clicking that button user select that particular file in which U.O. will be given.

Click Here


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5.6.2.HOW TO UPDATE U.O.

Click on the “Update” link of "U.O.No Generation" under “File Movement” menu and a page will appear where user can edit the UO details entered.


Click Here


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5.6.3. HOW TO GENERATION AND PRINT U.O. No

Click on the “U.O. No Generation and Print” link of "U.O.No Generation" under “File Movement” menu and a page will appear where user have to give Sub-office Name and Official Name. Then list of details of files will appear with U.O No and U.O date. At right end of list there is a button “Print”. Clicking that button user print that particulars. Again at right end of list there is a button “Delete”. Clicking that button user delete that particulars.

Click Here


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5.6.4. HOW TO REPRINT U.O.

Click on the “Re-Print” link of "U.O.No Generation" under “File Movement” menu and a page will appear where user have to give Sub-office Name, Official Name and U.O date. Then list of details of files will appear with U.O No and U.O date. At right end of list there is a button “Print”. Clicking that button user print that particulars.

Click Here


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5.6 HOW TO ATTACH DOCUMENT WITH A FILE Click on the “Attach Document” link under “File Movement” menu and a page will appear where user can attach required documents. At right end of list there is a button “Browse”. Clicking that button user can attach documents. Then Click on the Submit button to submit the document.


Click Here Click Here


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5.7 HOW TO DESPATCH A FILE Click on the “Despatch File” link under “File Movement” menu and a page will appear where user can see the File details that he/she physically received. At right end of list there is a button “Despatch”.Clicking that button a pop up will open User can Despatch that file logically to another official through this pop up. If any Preferred Official is entered for the user then user can send a file to Preferred Official(s) by clicking on the check box “My Preferred Official”. There is a Quick Search option by which user can search anything showing in below list. User can also send “ SMS Alert ” to the Recipient official.


Click Here

Click Here To Despatch

SMS Option


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5.8 HOW TO EDIT DESPATCHED FILES Click on the “Update Despatch Info” link under “File Movement” menu and a page will appear where user can edit the despatched details which he/she physically sent to another user. At right end of list there is a button “Edit”.Clicking that button user can edit dispatch details.


Click Here

Click Here


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5.9 HOW TO MOVE A FILE IN INTRA OFFICE Click on the “Intra Office Movement” link under “File Movement” menu and a page will appear where user can see the File details that he/she physically received. At right end of list there is a list of officials of the concerned official’s office and sub office. User can send files to one or more officials at a time by clicking on “Submit” button below the list.


Click Here


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5.10 HOW TO VIEW FILES NOT RECD. WITHIN DUE DATE Click on the “File Not Recd. Within Due Date” link under “File Movement” menu and a page will appear where user can see the File details that has not been received within due date by providing a date range and clicking submit button.

Click Here


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5.10 HOW TO ATTACH LINK/PART FILE Click on the “Attach link/Part File” link under “File Movement” menu and a page will appear displaying list of files received by the user. To attach link file User have to click on “Attach” link.


Click Here


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Chapter – 6 Entry and Edit of Letter Movement

On Clicking the “Letter Movement” menu, it expands into the following Sub Menus:

ü Receive Letter (Sent thru’ WFTS) ü Receive Letter (Not Sent thru’ WFTS) ü Update Recv. Info ü Generate Receipt ü Attach Document ü Despatch Letter ü Update Despatch Info ü Create File ü Merge with File ü Letters Not Recd. Within Due Date

N.B. Super User and Admin User Can Not Make Any Transaction of Letter. Only Normal Users can make any kind of Transaction.


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6.1 HOW TO RECEIVE A LETTER (SENT THRU’ WFTS) Click on the “Receive Letter (Sent thru’ WFTS)” link under “Letter Movement” menu and a page will appear where user can receive the Letter details sent to him/her by another user. At right end of list there is a button “Receive”. Clicking that button user can receive that file. At bottom of list there is button “Receive Letter (Direct)”. On clicking that user can directly receive letter physically entering required information. There is a Quick Search option by which user can search anything showing in below list.




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At bottom of list there is button “Receive Letter (Direct)”. On clicking that user can directly receive letter physically entering required information. There are two options. The first option is “New Letter” .On clicking this option a page will open like this where user can enter the required information.

Click Here


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At bottom of list there is button “Receive Letter (Direct)”. On clicking that user can directly receive letter physically entering required information. There are two options. The first option is “Letter with WFTS ID No” .On clicking this option a page will open like this where user can enter the required information.

Click Here


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6.2 HOW TO RECEIVE A LETTER (NOT SENT THRU’ WFTS) Click on the “Receive Letter (not sent through WFTS)” link under “Letter Movement” menu and a page will appear where user can receive the Letter details directly.

Click Here


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6.3 HOW TO EDIT OR DELETE DIRECTLY RECEIVED LETTER Click on the “Update Recv. Info” link under “Letter Movement” menu and a page will appear where user can edit or delete Letter No., received letter details and sender details. At right end of list there are two buttons “Edit” and “Delete”. Clicking on Edit user can edit letter details and sender details. Clicking on Delete user can delete a selected letter.

Click Here

Click Here


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6.4 HOW TO GENERATE RECEIPT Click on the “Generate Receipt” link under “Letter Movement” menu and a page will appear where user can see the Letter details which he/she physically received. At right end of list there is a button “Generate Receipt”. Clicking that button user can generate a receipt. Receipt will be in PDF Format.


Click Here


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6.5 HOW TO ATTACH DOCUMENT WITH LETTER Click on the “Attach Document” link under “Letter Movement” menu and a page will appear where user can attach required documents. At right end of list there is a button “Browse”. Clicking that button user can attach documents. Then Click on the Submit button to submit the document.



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6.6 HOW TO DESPATCH A LETTER Click on the “Despatch File” link under “Letter Movement” menu and a page will appear where user can see the Letter details that he/she physically received. At right end of list there is a button “Despatch”.Clicking that button a pop up will open User can Despatch that letter logically to another official through this pop up. If any Preferred Official is entered for the user then user can send a letter to Preferred Official(s) by clicking on the check box “My Preferred Official”. There is a Quick Search option by which user can search anything showing in below list. For the permitted user a check box will show “Generate U.O. No.”. After clicking on “Submit” button an U.O. No. will be generated.


Click Here

Click Here


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6.7 HOW TO EDIT DESPATCHED LETTER Click on the “Update Despatch Info” link under “Letter Movement” menu and a page will appear where user can edit the despatched details which he/she physically sent to another user. At right end of list there is a button “Edit”. Clicking that button user can edit dispatch details.


Click Here

Click Here


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6.7 HOW TO CREATE A FILE See article no 5.1 6.8 HOW TO MERGE A LETTER WITH FILE Click on the “Merge with File” link under “Letter Movement” menu and a page will see where user can merge the letter with required File No. At the end of the list there is a button “Merge with File”. Clicking on the button a popup will open. User can select the required File No. and then click on Submit button. And the letter will be merged with that selected File.


Click Here

Click Here


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6.9 HOW TO VIEW LETTERS NOT RECD. WITHIN DUE DATE Click on the “Letter Not Recd. Within Due Date” link under “Letter Movement” menu and a page will appear where user can see the Letter details that has not been received within due date by providing a date range and clicking submit button.

Click Here


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Chapter – 7 M.I.S On Clicking the “M.I.S “Menu, it expands into the following Sub Menus:

ü File Tracking System

o Track File o Search by File No./Subject o Search by UO No./UO Dt. o Department wise Files o Summary Report o File Disposal Report

ü Letter Movement

o Track Letter o Search by Letter No./Subject o Department wise Letters o Summary Report

ü Public Grievance

o Track Complaint

ü WFTS Usage Report

o File Tracking o Letter Tracking

ü Pending File

o Summary Report o Detail Report

ü Pending Letter

o Summary Report o Detail Report


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7.1.1 HOW TO TRACK A FILE Click on the “Track File” link under “File Tracking System” sub menu and a page will appear where user can see current status of a file of the particular official logged in. User can also see file details by mentioning required parameters such as Date range, File No, File Subject, Incoming Department, File Department and File Status. There is a provision to Export the Data in “PDF” format.

Click Here


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7.1.2 HOW TO SEARCH A FILE BY FILE NO. OR FILE SUBJECT Click on the “Search by File No./Subj.” link under “File Tracking System“ sub menu and a page will appear where user can view current status of a file of the particular official logged in. User can also see file details by mentioning required parameters such as File No, File Subject or File Department. Clicking on a particular File No. user can view total life cycle or a particular no. of movements of that selected file.


Click Here


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7.1.3 HOW TO SEARCH A FILE BY UO NO. OR UO DATE Click on the “Search by UO No./UO Dt.” link under “File Tracking System“ sub menu and a page will appear where user can search a file by specifying U.O Date.


Click Here


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7.1.4 HOW TO SEARCH DEPARTMENT WISE FILES Click on the “Department wise Files” link under “File Tracking System“ sub menu and a page will appear where user can view current status of a file of the particular official logged in. User can also see file details by mentioning required parameter such as File Department. Clicking on a particular File Department. User can view total life cycle or a particular no. of movements of that selected file.


Click Here


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7.1.5 HOW TO VIEW SUMMARY REPORT Click on the “Summary Report” of “File Tracking System” Sub Menu and a page will appear where user can see total file received and dispatched within a particular date range. Enter from date & to date from “Report Date”. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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7.1.6 HOW TO VIEW FILE DISPOSAL REPORT Click on the “File Disposal Report” of “File Tracking System” Sub Menu and a page will appear where user can see total file received and dispatched within a particular date range. Enter from date & to date from “Report Date”. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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7.2.1 HOW TO TRACK A LETTER Click on the “Track File” link under “Letter Movement” sub menu and a page will appear where user can see current status of a file of the particular official logged in. User can also see file details by mentioning required parameters such as Date range, Letter No, Subject, Letter Department and Letter Status. There is a provision to Export the Data in “PDF” format.

Click Here


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7.2.2 HOW TO SEARCH A LETTER BY LETTER ID NO./SUBJECT Click on the “Search by File No. /Subj.” link under “Letter Movement” sub menu and a page will appear where user can view current status of a letter of the particular official logged in. User can also see letter details by mentioning required parameters such as Letter Department ,Letter Id No, Subject. Clicking on a particular Letter No. user can view total life cycle or a particular no. of movements of that selected letter. There is a provision to Export the Data in “PDF” format.

Click Here


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7.2.3 HOW TO SEARCH A LETTER BY LETTER DEPARTMENT Click on the “Department wise Letter” link under “Letter Movement” sub menu and a page will appear user can view current status of a letter of the particular official logged in. User can also see letter details by mentioning required parameter such asLetter Department. Clicking on a particular Letter Department. User can view total life cycle or a particular no. of movements of that selected letter. There is a provision to Export the Data in “PDF” format.

Click Here


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7.2.4 HOW TO VIEW SUMMARY REPORT Click on the “Summary Report” of “Letter Tracking System” Sub Menu and a page will appear where user can see total letters received and dispatched within a particular date range. Enter from date & to date from “Report Date”. Then press the “Submit” button.


Click Here


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7.3.1 HOW TO VIEW WFTS USAGE REPORT : FILE TRACKING Click on the “File Tracking” of “WFTS Usage Report” sub menu under “M.I.S.” and a page will appear where user can see total dispatched by different department.

To see Detail Report Select “Detailed Report”.


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Select This


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7.3.2 HOW TO VIEW WFTS USAGE REPORT : LETTER TRACKING Click on the “Letter Tracking” of “WFTS Usage Report” sub menu under “M.I.S.” and a page will appear where user can see total dispatched by different department.

To see Detail Report Select “Detailed Report”.

Select This


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7.4.1 HOW TO VIEW PENDING FILE SUMMARY REPORT Click on the “Summary Report” of “Pending File” sub menu under “M.I.S.” and a page will appear where user can see total file pending in concerned user department.



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7.4.2 HOW TO VIEW PENDING FILE DETAIL REPORT Click on the “Detail Report” of “Pending File” sub menu under “M.I.S.” and a page will appear where user can see detail reports of file pending in concerned user department by specifying pending days.


Click Here


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7.5.1 HOW TO VIEW PENDING LETTER SUMMARY REPORT Click on the “Summary Report” of “Pending Letter” sub menu under “M.I.S.” and a page will appear where user can see total file pending in concerned user department.



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7.5.2 HOW TO VIEW PENDING LETTER DETAIL REPORT Click on the “Detail Report” of “Pending Letter” sub menu under “M.I.S.” and a page will appear where user can see detail reports of Letter pending in concerned user department by specifying pending days.


Click Here


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7.6.1 HOW TO VIEW FILES LYING WITH CENTRAL CLEARING ROOM Click on the “Files Lying With Central Clearing Room” of “Central Despatch” sub menu under “M.I.S.” and a page will appear where user can see detail reports of Files pending in concerned central clearing room by specifying pending days.



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7.6.2 HOW TO VIEW FILES HANDED OVER TO RECIPIENT Click on the “Files Hand Over To Recipient” of “Central Despatch” sub menu under “M.I.S.” and a page will appear where user can see detail reports of Files which are handed over by that particular recipient through central clearing room.



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7.6.3 HOW TO VIEW FILES HANDED OVER THROUGH SPEED POST Click on the “Files Hand Over Through Speed Post” of “Central Despatch” sub menu under “M.I.S.” and a page will appear where user can see detail reports of Files which are handed over by that particular recipient through central clearing room.



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7.7.1. HOW TO VIEW PENDING FILES Click on the “Pending Files” of “Finance Department” sub menu under “M.I.S.” and a page will appear where user can see number of Pending Files lying in the user table of Finance Department.



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7.7.2. HOW TO VIEW SUMMARY DETAILS Click on the “Summary Details” of “Finance Department” sub menu under “M.I.S.” and a page will appear where user can see number of Received, Dispatched and Pending Files lying in the user table of Finance Department.



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7.8. HOW TO VIEW U.O. NO DETAILS Click on the “U.O. No Details” sub menu under “M.I.S.” and a page will appear where user can see U.O. details and files details.


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Chapter – 8 Report On Clicking the Report menu, it expands into the following Sub Menus:

ü Daily Register

Ø WFTS o Incoming Register o Outgoing Register o Daily Peon Book

Ø Letter Movement o Incoming Register o Outgoing Register o Daily Peon Book

ü Monthly Register

Ø WFTS o Incoming Register o Outgoing Register o Monthly Peon Book

Ø Letter Movement o Incoming Register o Outgoing Register o Monthly Peon Book

ü Other Reports

Ø WFTS o Files On Transit o Files In Hand o Trace File

Ø Letter Movement o Letters On Transit o Letters In Hand o Trace Letter


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8.1.1.1 HOW TO VIEW DAILY INCOMING FILES Click on the “Incoming Register” link under “WFTS” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily incoming files. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.1.1.2 HOW TO VIEW DAILY OUTGOING FILES Click on the “Outgoing Register” link under “WFTS” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily outgoing files. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.1.1.3 HOW TO VIEW DAILY PEON BOOK DETAILS Click on the “Peon Book” link under “WFTS” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily peon book details. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.1.1.4 HOW TO VIEW DAILY INCOMING OUTGOING FILES DETAILS Click on the “Incoming Outgoing File” link under “WFTS” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily peon book details. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of files will be displayed in the below list.



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8.1.2.1 HOW TO VIEW DAILY INCOMING LETTERS Click on the “Incoming Register” link under “Letter Movement” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily incoming letters. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of letters will be displayed in the below list.

Click Here


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8.1.2.2 HOW TO VIEW DAILY OUTGOING LETTERS Click on the “Outgoing Register” link under “Letter Movement” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily outgoing letters. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of letters will be displayed in the below list.

Click Here


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8.1.2.3 HOW TO VIEW DAILY PEON BOOK DETAILS Click on the “Peon Book” link under “Letter Movement” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily peon book details. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of letters will be displayed in the below list.

Click Here


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8.1.2.4 HOW TO VIEW INCOMING OUTGOING LETTERS DETAILS Click on the “Incoming Outgoing Letter” link under “Letter Movement” under “Daily Register” of “Report” Menu and a page will appear where user can keep track of daily peon book details. Click the calendar icon on the right of the “Enter Date” textbox & select a date. Then press the “Submit” button. The list of letters will be displayed in the below list.


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8.2.1.1 HOW TO VIEW MONTHLY INCOMING FILES Click on the “Incoming Register” link under “WFTS” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly incoming files. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.2.1.2 HOW TO VIEW MONTHLY OUTGOING FILES Click on the “Outgoing Register” link under “WFTS” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly outgoing files. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.2.1.3 HOW TO VIEW MONTHLY PEON BOOK DETAILS Click on the “Outgoing Register” link under “WFTS” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly Peon book details. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of files will be displayed in the below list.


Click Here


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8.2.2.1 HOW TO VIEW MONTHLY INCOMING LETTERS Click on the “Incoming Register” link under “Letter Movement” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly incoming letters. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of letters will be displayed in the below list.


Click Here


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8.2.2.2 HOW TO VIEW MONTHLY OUTGOING LETTERS Click on the “Outgoing Register” link under “Letter Movement” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly outgoing letters. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of letters will be displayed in the below list.


Click Here


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8.2.2.3 HOW TO VIEW MONTHLY PEON BOOK DETAILS Click on the “Outgoing Register” link under “Letter Movement” under “Monthly Register” of “Report” Menu and a page will appear where user can keep track of monthly Peon book details. Enter a year & select a month from “Enter Year” & “Select Month”. Then press the “Submit” button. The list of letters will be displayed in the below list.


Click Here


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8.3.1 HOW MANY FILES ON TRANSIT Click on the “Files on Transit” link under “Other Reports” of “Report” Menu and a page will appear where user can keep track of the logically received files. The file details will be displayed in the below list.


Click Here To Print


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8.3.2 HOW MANY FILES IN HAND Click on the “Files In Hand” link under “Other Reports” of “Report” Menu and a page will appear where user can keep track of the physical files in hand. The file details will be displayed in the below list.


Click Here To Print


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8.3.3 HOW TO TRACE A FILE Click on the “Trace File” link under “Other Reports” of “Report” Menu and a page will appear where user can search a file by its file no to trace its current status. Input a file no in the text box given in the list & press the “Submit” button. The file status will be displayed in the below list.


Click Here


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8.4.1 HOW MANY LETTERS ON TRANSIT Click on the “Letters on Transit” link under “Other Reports” of “Report” Menu and a page will appear where user can keep track of the logically received letters. The Letter details will be displayed in a list below.


Click Here To Print


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8.3.2 HOW MANY LETTERS IN HAND Click on the “Letters In Hand” link under “Other Reports” of “Report” Menu and a page will appear where user can keep track of the physical Letters in hand. The Letter details will be displayed in the below list.


Click Here To Print


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8.3.3 HOW TO TRACE A LETER Click on the “Trace Letter” link under “Other Reports” of “Report” Menu and a page will appear where user can search a Letter by its Letter Id no to trace its current status. Input a Letter Id no in the text box given in the list & press the “Submit” button. The Letter status will be displayed in the below list.


Click Here


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Chapter – 9 House Keeping On Clicking the House Keeping menu, it expands into the following Sub Menus:

ü User Manual ü Complete Your Profile ü Change Password ü My Preferred Officials ü Administration

On Clicking the Administration sub menu, it expands into the following Sub Menus:

ü Sub-Office Type ü User Role ü User Maintenance ü User Log ü Create File ü File No. Update ü Pick Up File ü Close File ü WFTS Using ü Visit Status

N.B. Super User and Admin User Can Access these Pages under this menu. Normal Users can not access any page under this menu.


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9.1 HOW TO DOWNLOAD USER MANUAL Click on the “User Manual” link under “House Keeping” menu to download the User Manual. 9.2 HOW TO COMPLETE YOUR PROFILE Except Super User, all other new users have to complete profile and change password first to view any page. Click on the “Complete Your Profile” link under “House Keeping” menu and a page will appear where user can enter Contact No and Email ID to complete his/her profile.

Click Here


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9.3 HOW TO CHANGE PASSWORD Click on the “Change Password” link under “House Keeping” menu and a page will appear where user have to enter old password, new password. Clicking on “Submit” password will be changed.

Click Here


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9.4 HOW TO ENTER OR DELETE PREFERRED OFFICIAL This page is not accessible for Super User. Click on the “My Preferred Officials” link under “House Keeping” menu and a page will appear where user can select Office, Sub-Office and Official. At right end of list there is a button “Delete”. Clicking it user can delete a preferred official. This preferred official will be shown in Despatch page.

Click Here


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9.5.1 ENTRY, EDIT AND DELETE OF SUB-OFFICE TYPE To enter the Sub-Office Type Descriptions click on the “Sub-Office Type” menu under “Administration” sub menu and a page will be appeared where you can enter names of Sub-Office Type with Sub-Office Type code (one Char only). The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in a box in same row where you can change it and click on “Update” to save. If you want to cancel just Click on “Cancel”.


Click Here


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9.5.2 ENTRY, EDIT AND DELETE OF USER ROLE To enter the User Role Descriptions click on the “User Role” menu under “Administration” sub menu and a page will be appeared where you can enter descriptions of User Role. The stored record can be seen in list below where you will also get the provision to “Edit” or “Delete” the record. To edit any record click on “Edit” on the same row in list and the editable record can be seen in above corresponding boxes where you can change it and click on “Save” to save. If you want to cancel just Click on “Cancel”.


Click Here


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9.5.3 HOW TO MAINTAIN A USER This page is accessible only for Super User. Click on the “User Maintenance” link under “Administration” menu and a page will appear where user can see user details department wise or for all departments. At right side of the list there is a button “Enable/Disable”. Clicking it user can change status of any official. At right end of list there is a button “Reset”. Clicking it user can reset password of any official.


Click Here


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9.5.4 HOW TO VIEW USER LOG DETAILS This page is accessible only for Super User. Click on the “User Log” link under “Administration” menu and a page will appear where super user can view which user, when and from which IP address any user performed which type of job on a page. Super user has to give a specific date range.

Click Here


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9.5.5 HOW TO UPDATE A FILE NO. This page is accessible only for Admin users. To change a file no. user has to enter old file no. first and then new file no. Clicking on “Save” button the file will be changed.

Click Here


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9.5.6 HOW TO PICK UP A FILE This page is accessible only for Admin User. Click on the “Pick Up File” link under “Administration” menu and a page will appear can pick up a file from a official within his/her department and send it to another official within same department. User have to select an official and the physically received file(s) of that official will show in list. At right end of the list there is a button “Pick Up”. Clicking on Pick Up a pop will show through which user can send that file to another official.


Click Here

Click Here To Pick Up


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9.5.7 HOW TO CLOSE A FILE Click on the “Close File” link under “Administration” menu and a page will appear where user can see self created or physically received file details. At right end of list there is button “Close”. Clicking it user can close a file. File once closed cannot be shown in system.


Click Here To Close


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9.5.8 HOW TO SHOW THE LIST OF WFTS USERS Click on the “WFTS Using” link under “Administration” menu and a page will appear where user can see list of WFTS user details.


Click Here


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9.5.9 HOW TO VIEW VISIT STATUS Click on the “Visit Status” link under “Administration” menu and a page will appear where user can view visit status of concerned User Department.


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Chapter – 11 Pull SMS Allows User to request for and receive information pertaining to status of the file. All what needs to do is SMS:- WBGET FILE[file no or part of file no]

and send it to 9231025205

Sample Message : WBGET[SPACE]FILE3S-189/S


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Chapter – 12 Troubleshooting 1. Issue: I cannot login. Error message shows: "Username and Password Not Matched”. Answer: Error message indicates that an incorrect Logon ID and/or Passwords were entered. Please verify that the correct Logon ID and password were entered. The password is case sensitive. 2. Issue: “Username and Password Not Matched” message is displayed sometime. Answer: Please ensure that Caps Lock is not on. The password is case sensitive. 3. Issue: After Clicking the Print Icon, the printing of the document cannot be started. Answer: Please ensure that the Printer device is correctly connected.


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For any other related information, please contact with

Sh. A. R. Chakarborty, IAS Special Secretary

Finance Department Government of West Bengal

Phone No. 2254 4028, 2254 4848

Designed, Developed by

National Informatics Centre West Bengal Unit

Department of Information Technology Ministry of Communications and Information Technology

Government of India