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1. Introduction

The file management and tracking system(FMTS) is used to manage and track the processing of files that are in circulation within the university.
This module consists of 6 sections:

  • Dashboard
  • Manage Files
  • Incoming Files
  • Logs
  • File History
  • Settings



2. Dashboard

This section will show total files initiated, total Active/In-Active files, type of file, etc.


2.1. Admin Dashboard

In the File management module when an admin logs in the system then this dashboard will be visible to him/her.


2.2. Employee Dashboard:


When an employee, who is not an admin, logs in the system then the below dashboard will be visible to him where he can view and manage files created by him/her in the manage files section, can view and take appropriate action(accept the hard copy/close the file) on the files forwarded to them in the incoming files section. He will not have the logs and setting sections in his dashboard.

2.3 Settings

In this section, the admin can update/view any "File Type" and set the status(active/inactive) by clicking on the icon given at the end of each row.


Admin can add a new "file type" like Diary, File, MOM, etc by clicking on the button present at the top right of the form.

3. Manage Files

In this section, it will list all the files generated/initiated by a particular person. That person(initiator) can view his/her files, add a new file, update them, forward them, lock them or delete them as and when required.I

The initiator can add a new file through a button "Add new file" present at the top right of the form.



There is another feature i.e "Lock the file". This feature disables the receiver to respond on the file.
Users/initiator can forward the file to either an employee or to the administrative department. Then this file will be visible only to the initiator and the one to whom he/she has forwarded the file.


The initiator has the option to revoke the forwarded file anytime he/she wants. Once the file is revoked the receiver can not perform any action on that file.


3.1 Part File

Part file means the additional part of file which is important or asked by the receiver of the file.This feature can be used to add some other information which is related to the original file.For example, in a case if a receiver wants more information from the creator of the file, the creator can use this feature to provide the additional information

4. Incoming Files

This section contains files that are shared/forwarded. Suppose a file is forwarded to section officer then he/she can see three subsections under file management section:

  1. Dashboard
  2. Incoming files(files forwarded/shared by others)
  3. Manage files(initiated by them).

User who is authorized to take action on that particular file can open the file and has option to perform following three actions: accept the hard copy, close the file(if no other action needs to be performed), forward it to the other person(if that permission was given by the initiator before).
Once this user closes the files he/she can not forward this file.

5. File History

This section contains Logs of each and every file. We can check every action on file by entering file reference number. In this section we can see the reference no. of any file and in front of each and every file each and every "action completed by" is shown and "action completed on"which date and time is also shown.

6. Print Files

Admin can take a print out of the files he/she has created or the files forwarded to him/her at any time in the system by entering details like reference number or file number.
But an employee who is not an admin can take a print of the files he created by entering the details of a file number.

7. Annexure

7.1. Roles


S.No.

Role Name

Description

1

file_management_admin

This is the File Management Admin. Basically, this role is to be provided to the Admin Role because it can view all the files that are navigating across the system.

2

file_management_department

This role is to be provided to the user or the employee who can use the File Management System. Once the role is applied, the file is visible to the particular person to whom the file is shared.

3

file_management_admin_view

This role has view-only rights to view all the files shared.


7.2. Workflow Diagrams


7.2.1 Activity Diagram




7.2.1 Use Case Diagram



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