FMTS

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.

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DashboardAccessibilityDescription
Admin DashboardConfigure Settings, Manage Files
Print Report and See logs
Any employee with FMTS admin privilage can configure the settings and manage the files and can print the historical data for a particular file.
Employee DashboardManage Files, Incoming Files
Forward Files
When an employee, who is not an admin, logs into the system, then only Manage Files wil be visible using which they can only view and manage files created by them and can view and take appropriate action like accepting the hard copy or closing the file or can forwarded the file.

Settings

In this section, the admin can configure the settings. Following settings are available in the settings part and these settings will rreflect through out the module.

File Type

When any file is created in the system, User has to choose the file type for the file being added, and File Type can be added using this option. Admin has to fill the below details for creating a file type:

  • Title: File Type will go here. Example Notice, Office Order, Diary, MOM, etc.
  • Short Code: A short code for file type.
  • Description: Brief explanation of the file type.
  • Status: Mark Active for reflecting it in the FMTS or Inactive for vice-versa.

Manage Files

In this section, User can see list of all the files initiated by the logged-in user. User can view their files, add a new file, update them, forward them, lock them or delete them as and when required. The initiator can add a new file through the button “Add new file” present at the top right of the form.

Another feature, i.e., “Lock the file, " disables the receiver from responding, and the file permission changes to view-only. Users/initiators 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.

Part File

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

Incoming Files

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

  1. Dashboard

  2. Incoming files(files forwarded/shared by others)

  3. Manage files(initiated by them).

Users who are authorized to take action on that particular file can open the file and have the options to perform the following three steps:

  1. Accept the hard copy

  2. Close the file(if no other action needs to be performed), and

  3. 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.

File History

This section contains the Logs of every file. We can check every action on file by entering the file reference number. In this section, view-only, we can see the reference no. of any file, and in front of every file, each action completed by whome and action completed on which date adn at what time is shown.

Admin can take a printout of the files users have 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.

Annexure

Roles in File Management & Tracking System

Role NameDescription
file_management_adminUser with role can perform all the activities present in File Management System.
file_management_departmentUser with this role can manage files created by them.
file_management_admin_viewThis role has view-only rights to view all the files shared.

Workflow Diagrams

FMTS Activity Diagram

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FMTS Use Case Diagram

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External Resources

📹 Module Training Video ⤤

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