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Quick Reference Guide For IC:: Day - L

This document provides instructions for using an internal case management system (IC). It outlines how to perform various functions like creating documents and files, attaching documents, forwarding files, preparing cases, approving documents, searching, creating workflows and generating reports. The key steps are outlined for day 1 through day 4 which include topics like document creation, forwarding documents, accepting documents, creating file headings and files, attaching documents to files, preparing and approving DFAs, issuing documents, case preparation and more.

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Muhammad Imran Shaikh
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42 views5 pages

Quick Reference Guide For IC:: Day - L

This document provides instructions for using an internal case management system (IC). It outlines how to perform various functions like creating documents and files, attaching documents, forwarding files, preparing cases, approving documents, searching, creating workflows and generating reports. The key steps are outlined for day 1 through day 4 which include topics like document creation, forwarding documents, accepting documents, creating file headings and files, attaching documents to files, preparing and approving DFAs, issuing documents, case preparation and more.

Uploaded by

Muhammad Imran Shaikh
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Quick Reference Guide for IC:

Day –l

 Document Creation
O Go to File Menu  Add Document A page will open give necessary
information e.g. Reference No, Subject.
O Click on Document Attachments Tag if needs to attached some
documents(s)
O Click on Document Recipients Tag (if needs to send to more then one person e.g.
circular, Minutes of the Meetings.) Then Click on Add from Contact List select
Persons you wish to send the copy or Click on Add New Recipients if
Person not available in Contact List.
O Click Save Button.
O The document will be now available at your Home Screen.

 Forwarding Document by Noting.


O Open Document  Click on NotingsAdd Noting a Page will open
for Noting Type your Noting Select Person to whom you wish to send
the Document From the given below the Noting Box  Click Forward
 a confirmation message will display click on OK.

 Accepting Document
O Go to Home Page  Click on Document(s) under the Section:
“DOCUMENTS PENDING FOR ACCEPTANCE”
O Document will open Click on Accept Document.

Day-ll

 Creating File Heading


O Go to File Management Menu  Click on View Section File Headings
 Click on Add Give Section Name, Heading Name, Heading Year
Click on Save button

 Creating File
O Go to File Management Menu click on Create New File Provide the
Following information, Main Heading, File Type, Subject, Initial Para No,
File Reference No, etc.
O Click on Save Button
O Click on Go to file Information page for more operation on newly
created file.

 Attaching Documents to File.


O Open File  Click on Correspondence Tag then Click on Attach
Document List of available documents will be displayed Click check

Prepared by Faqirullah (Executive Training Officer), Electronic Government Directorate 1


box of each document you want to attach to file Click Attach button
given below.

 Forwarding File
O Open File click on Add Noting at Top Right corner or  Click on
Marked Document Tag then Add Noting
O Page will be opened for Noting type your desired Noting Select Person
to whom you wish to send the File from the List Given Below the Noting
Box Press Forward button
O Confirmation Message will be displayed Press OK.

 Preparing DFA/Creating DFA versions


O Open desired File
O Click on Correspondence Tag  from there Click on Add DFA
O A DFA Preparation Screen will be Displayed
O Provide required Information e.g. Subject, Issuance Date
O Select Person/Designation from From Person drop down menu
O Type body of the DFA in Text Box given below
O Apply Desired Template from Drop Down menu.
O Click on Document Attachments Tag if some documents needs to be
attached or DFA is prepared in Ms-word or some other application
O Browse for particular document  Click Add Attachment
O Click on Document Recipients if DFA copy needs to be sent/circulated to
more than one person. (Explained at Document Creation step above)
O Click on Save button
O DFA is now Created
O Click on Correspondence Tag  then Click on Prepare Case
O Select Work flow/Open work flow, Set Priority give response time
O Choose Approving Authority from the drop down menu
O List of Document attached to file will be displayed below
O Check box will be given to each file select check box of file you want to
Flag
O Select Desired Flag from Drop Down Menu given in right side of each file
O Press Prepare Case Button
O Case is now Prepare; Forward it to concerned person by following steps
given at Forwarding File explained above.

 Creating DFA versions


O After Adding DFA to a file, and is submitted for approval, the approving
authority may want to made some amendments or Instruct the concerned
officer to made the amendments in that case a new version needs to be
created of the same DFA..
O To create a new version of DFA. Click on Correspondence Tag
O Click on DFA whose new version needs to be created  Document
Information Page will open from there Click on View Document
Details  from there click on Create New Version

Prepared by Faqirullah (Executive Training Officer), Electronic Government Directorate 2


O Same DFA will be opened for editing made desired editing and Press Save
button new version is now created
O To view previous version Go to Document Information Tag  Click
on View Document Version all version will be displayed.

 Approving DFA
O Go to Home Page  Click on File under the Section: “CASES AT YOUR
DESK”. File opens, Noting page will be displayed.
O Click on Correspondence Tab then Click on DFA Draft (Working
Paper)
O Open attachment, if OK
O Click Go to File Correspondence Link  Click Mark Documents Link
 Click Approve/Disapprove Case link
O Select Approve/Disapprove from “Status combo” Box
O Click Save Button
Day-lll

 Issuing Document

O To issue a document created at above step (Document Creation Step)


O Open document Document Information page will be displayed
Click on Document Details Document Details page will open Click
on Issue Document Issue Request page will be open Provide Action
Required days Press launch Request button.
O Copy of Document will be sent to each recipient provided at Document
Recipient stage (Explained above).

 Case Preparation & Flagging Documents


O Open File upon which you want to create Case Add required Document
to the file by following step given at “Attaching Document to File”
explained above.
O Click on Correspondence Tag  then Click on Prepare Case
O Select Work flow/Open work flow, Set Priority give response time
O Choose Approving Authority from the drop down menu
O List of Document attached to file will be displayed below
O Check box will be given to each file select check box of file you want to
Flag
O Select Desired Flag from Drop Down Menu given in right side of each file
O Press Prepare Case Button
O Case is now Prepare; Forward it to concerned person by following steps
given at Forwarding File explained above.

 Approving a Case
O Go to Home Page  Click on File under the Section: “CASES AT YOUR
DESK”. File opens, Noting page will be displayed.

Prepared by Faqirullah (Executive Training Officer), Electronic Government Directorate 3


O Click on Correspondence Tab then Click on DFA Draft (Working
Paper)
O Open attachment, if OK
O Click Go to File Correspondence Link  Click Mark Documents Link
 Click Approve/Disapprove Case link
O Select Approve/Disapprove from “Status combo” Box
O Click Save Button

 Closing Case/Closing File


O Open File upon which case is open and needs to close the case
O Click on Marked Document Tag  Click on Close Case
O Confirmation message will be displayed press OK
O Case is now close
O To Close a file Click on File Information Tag  then click on Close File
O Press Close button Confirmation message will be displayed  Press
OK.
O File is now closed.

 Disposing Document
O Open Document under Document Information Tag Click Dispose Give
Reason and Press Dispose Button.

Day-lV

 Searching File
O Go to File Management Menu  Click on Search then Search File
O Search Screen will be displayed with four options. i.e. File Reference No,
Creation Date Between, Brief Subject, Keywords(Keywords is provided at file
Creation stage).
O Chose suitable option (one or more) and press Search Button
O List of all files will be displayed that meats your search criteria.

 Searching Document
O Go to File Management Menu  Click on Search then Search
Document
O Search Screen will be displayed with five options. i.e. Document No,
Creation Date Between, Brief Subject, Created by, Document Type.
O Type in relevant option box and press Search button.
O List of all document will be displayed that meats your search criteria.

 Creating Workflow
O Go to File Management Menu from there Click on Workflow  then
Click on Define Workflow
O Define workflow page will open, provide Workflow Name, Section Name,
Choose users from left side list box and click arrow button to make them
workflow Participants.

Prepared by Faqirullah (Executive Training Officer), Electronic Government Directorate 4


O Click Save button
O Go to File Management Menu  then Manage Workflow  Click on
Pending workflow list of all pending workflow will be displayed, Click
on workflow you want to Accept, Details of workflow will be displayed
Click on Save button
O Now workflow is ready for use.

 Reports
O Go to File Management Menu  then Reports  from there Select
Document for Documents related reports e.g. Document Movement,
Documents Pending Report, Wing Wise Correspondence Document
Report  from there give date from and date to report, Select Document
of whom you want to generate report Press View Report button.
O To Generate File based report repeat above step but this time Select Files
instead of Documents.

 Contacts
O To Add Contact at your Personal Contact Diary
O Go to Home Menu Tag from there select Personal Contact Diary
O To add new Contact Click on Add Contact provide Name, Designation
etc and press Save button.
O To edit already saved contact click on the Check box given in start of each
contact and Press Edit Contact, made required changes and Press Save
button.

Prepared by Faqirullah (Executive Training Officer), Electronic Government Directorate 5

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