Frequently Asked Questions on EDMS

Q4.How to log-in into the EDMS ?

Create a short cut in your computer (or) Laptop by having this URL. You need a valid ‘User Id’ and ‘Password’.

Q5.What exactly is the procedure for registration/creation of usersin EDMS?

Directorate Head and Department are authorized to send a request for the ‘User Creation’ in EDMS to the respective EDMS Administrator. Once Administrator created the user, respective user will receive a mail with user id and password to log-in into EDMS

Q6.How to create a new password if I forgot by Password?

There is a provision in the system ‘Forgot Password’, by clicking the same you will be supplied with the new password on your registered E-Mail id created during your user creation.

Q7.How user can update his profile details and password?

Once user successfully logged into EDMS with a valid ‘User Id’ and ‘Password, by clicking your profile you can update the respective details.

Q8.How to add a document into EDMS through Scanner?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password, click the menu ‘Add Document’ – By clicking, right hand side one screen will be displayed along with folder structure will be displayed by having Document -> Directorate->Department on your left. Select the right directorate and department you want to store this document along with the right document category. Select the ‘Source Type’ as ‘Scan’ and enter minimal information as requested in the screen. Once minimal information entered, select your network scanner and start the scanning. Once successfully scanned, click the – ‘Upload’ button and then press the ‘Save’ button to complete the operation.

Q9.How to add a document into EDMS without a Scanner?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password, click the menu ‘Add Document’ – By clicking, right hand side one screen will be displayed along with folder structure will be displayed by having Document -> Directorate-> Department on your left. Select the right directorate and department you want to store this document along with the right document category. Select the ‘Source Type’ as ‘Add’ and enter minimal information as requested in the screen. Once minimal information entered, select the documents you want to upload from your local machineand then drag & drop the respective documents in the uploaded area. Once successfully uploaded, click the – ‘Save’ button to complete the operation.

Q10.How to add a document into EDMS through a Workflow?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password and you must have the access to specific workflow, click the menu ‘Operations’ – Your respective workflow will be displayed under that menu. Click the respective workflow and initiate the process by selecting the right document category with relevant details with respect to that workflow. Select the ‘Next Level’ where you want to send this document for further processing along with the designation and respective user(s).

Q11.How OCR will work?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password, click the menu ‘Add Document’ – By clicking, right hand side one screen will be displayed along with folder structure will be displayed by having Document -> Directorate-> Department on your left. Select the right directorate and department you want to store this document along with the right document category. Select the ‘Source Type’ as ‘OCR’ and enter required information as requested in the screen. Once minimal information entered, select your network scanner and start the scanning. Once successfully scanned, click the – ‘Upload’ button and then press the ‘Verify’ button to verify the OCR captured information’s are right. Once all information’s are right along with your comments you can upload those details into EDMS. Note:For OCR operation you need internet connection for normal process.

Q12.How to view the document in EDMS?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password, click the menu ‘File’ – By clicking, right hand side one screen will be displayed along with folder structure will be displayed by having Document -> Directorate-> Department on your left. Select the right directorate and department – respective folders and files will be displayed by showing version number along with other facilities like “ Upload New Version, Delete, Download” etc. The other features like ‘Tag’, ‘Comments’, ‘Like’, etc. will be selected.

Q13.How will we dispose of documents in the EDMS?

Once you successfully logged into EDMS with a valid ‘User Id’ and ‘Password and you must have the access to the Disposal activities like initiate, only ‘Disposal Initiate’ menu will be displayed. By clicking the menu ‘Disposal - Initiate’ – respective documents with respect to disposal eligibility will be displayed as a grid view and user with ‘Disposal Initiate’ can initiate the process. Once initiated, it will go to the different user who is having the authority to approve the document disposal. Once the disposal approved, approves the specific document will be deleted from the EDMS.