e-Office is a Mission Mode Project (MMP) under India's National e-Governance Plan (NeGP), developed by the National Informatics Centre (NIC). It is a web-based platform that enables Government offices to conduct all their internal office activities — file movement, noting, drafting, correspondence, and dispatch — electronically, eliminating the need for physical paper files.
e-Office is now mandatory across Central and most State Government departments in India, including Tamil Nadu. The system ensures faster decision-making, full transparency, and accountability in government functioning.
e-Office
National e-Governance Platform — Government of India
RK
Rajan Kumar, Section Officer
Home › File Management › Inbox
📥 Files in Inbox 3 Pending
🎯
6.2 Objectives and Benefits of e-Office
⚡
Faster Processing
Files move electronically in seconds — no more waiting for physical files to travel between departments.
🔍
Transparency
Every action on a file is logged with timestamp and username. No file can be "lost" or tampered with.
📊
Accountability
Each officer's pending files are visible. Delays are tracked. No one can deny receiving a file.
🌱
Paperless Office
Eliminates printing, physical storage, and courier of files. Saves trees and government money.
🔎
Easy Retrieval
Search any file by number, subject, date, or keyword instantly. No manual searching through cabinets.
🔐
Security
Digital signatures authenticate files. Role-based access ensures only authorised users can view or edit.
Receipt / Tapal
An incoming communication (letter, order, memo) received from outside the office. It must be registered in e-Office before processing.
File
An electronic collection of receipts, notes, and drafts relating to a single subject. Each file has a unique File Number.
Note
An officer's recorded remarks, observations, and recommendations written on a file during processing. Appears on the noting sheet.
Draft
A proposed outgoing communication (letter, order, circular) prepared by an officer for approval before dispatch.
Dispatch
Sending the approved communication to its recipient. In e-Office, dispatch generates an electronic copy and sends it digitally.
Digital Signature
An electronic authentication mechanism that confirms the identity of the signer and ensures the document has not been modified.
Hashtag
Keywords added to a file for easy searching. Similar to social media hashtags (#budget, #transfer, #equipment).
Green Note / Yellow Note
Green Note: Current/active noting area. Yellow Note: Previous/historical notes. Colour coding helps distinguish current from past remarks.
Volume
When a file becomes very bulky, it is split into Volumes (Vol. I, Vol. II) while maintaining the same file number.
Referencing
Linking a previous file, order, or communication to the current file for cross-reference and context.
📌 Key Points
- e-Office was developed by National Informatics Centre (NIC) under the Government of India.
- It is a Mission Mode Project (MMP) under the National e-Governance Plan.
- All actions in e-Office are time-stamped and logged — creating a complete audit trail.
- A Receipt/Tapal is an incoming document; a Draft is an outgoing document.
- Green Note = current active notes; Yellow Note = historical/previous notes.
- Files are searched by File Number, subject, date range, or hashtag keywords.
👥
6.4 User Roles in e-Office
Access Control in e-Office ensures that each user can only see and do what their role permits. This prevents unauthorised access to sensitive government files. Roles are assigned by the system administrator based on the officer's designation.
System Admin
System Administrator
Creates and manages user accounts, assigns roles, configures the department structure, and maintains the system. Highest level of access.
Dept. Admin
Department Administrator
Manages users within a specific department. Creates sub-departments, assigns officers to sections, and manages local configurations.
Dealing Hand
Dealing Hand / Clerk
Entry-level role. Registers receipts, creates files, writes notes, prepares drafts, and forwards files to senior officers for approval.
Section Officer
Section Officer (SO)
Reviews files, adds notes, approves or returns drafts, forwards files to higher officers, and signs outgoing communications.
Senior Officer
Senior Officer / Director
Final approval authority for important files. Uses Digital Signature Certificate (DSC) to authenticate and sign approved drafts.
Viewer
Read-Only Viewer
Can view file status and contents but cannot add notes, create files, or take any action. Used for audit and monitoring purposes.
⚙️
6.5 Page Options and Controls
| Control / Option | Description |
|---|
| Dashboard | Home screen showing pending files, recently accessed files, notifications, and quick-action buttons. |
| Inbox | Files and receipts that have been sent to you for action. Shows file number, subject, sender, date, and priority. |
| Sent | Files you have forwarded to others. Shows current location of each file and any actions taken. |
| Created Files | Files you have created. Full history of each file's movement is available. |
| Search | Find any file by File Number, subject keywords, date range, hashtag, or officer name. |
| Notifications | Alerts for new files received, file returned with remarks, approval granted, or reminders for pending files. |
| Reports | Generate reports on pending files, disposed files, overdue files, and officer-wise file statistics. |
👤
6.6 User Profile Settings
- Profile Information: Name, designation, department, section, contact details, and profile photo. These appear on all notes and drafts you create.
- Digital Signature Certificate (DSC): Upload your DSC token credentials. Required for digitally signing approved drafts and orders.
- Signature Image: Upload a scanned image of your handwritten signature for inclusion in letters.
- Leave / Absence: Mark yourself as on leave. Files in your inbox can be auto-forwarded to a designated substitute officer.
- Notification Preferences: Configure email and SMS alerts for new files, urgent receipts, and pending actions.
- Password Change: Change your login password. Strong passwords are mandatory for security compliance.
- Language Preference: Switch interface language between English and regional languages.
📌 Users & Access Key Points
- Roles in e-Office follow the hierarchy of the government department.
- The Dealing Hand creates files and writes notes; the Section Officer reviews and approves.
- A Digital Signature Certificate (DSC) is required to sign official files — it cannot be forged.
- When on leave, configure auto-forward in your profile so urgent files don't get stuck.
- The system admin assigns roles — users cannot change their own role or access level.
📁
6.7 Receipts and Tapals
Receipt (Tapal) is the first step in e-Office. Any letter, application, memo, or order received from outside the department must be registered as a Receipt before it can be processed. Each receipt gets a unique Receipt Number.
1
Scan the Document
Use a flatbed scanner to digitise the physical letter/document. Save as PDF (preferred) or JPEG.
2
Open Receipts Module
e-Office → File Management → Receipts → New Receipt.
3
Enter Receipt Details
Fill in: Diary Number, Date Received, Sender Name, Subject, Category (Letter/Order/Application), Priority (Routine/Urgent), and upload the scanned PDF.
4
Attach and Submit
Attach additional supporting documents if any. Click Submit. The system assigns a Receipt Number automatically.
5
Send to File or Officer
Either "Put in File" (add to an existing file) or "Forward" to the concerned officer for action. Or create a new file for this receipt.
A File is a collection of receipts, notes, and drafts related to one subject. Every file has a unique File Number (e.g., TN/EDT/2026/0041). Files follow the noting sheet convention — every officer who handles the file adds their note before forwarding.
1
Navigate to File Creation
e-Office → File Management → Create New File.
2
Enter File Details
Fill in: Subject (descriptive title), Category, Department, Section, Year, File Number (auto-generated or manual), and Priority level.
3
Add Receipt to File
Click "Put Receipt in File" → search for the receipt number → attach it to this file. This links the incoming document to the file.
4
Add Hashtags and References
Add hashtags (#budget #approval #2026) for easy searching. Add references to related old files if applicable.
5
Save and Forward
Save the file. Then "Initiate Action" — forward the file to the relevant officer with a brief instruction in the "Remarks" field.
🔗
6.9 Linking and Managing Files
- Link File: Connect two related files so officers can view both together. E.g., Link an old file about equipment purchase to a new file about equipment maintenance.
- Park File: Temporarily keep a file aside when waiting for information from another department. The file is "parked" — not closed, not in anyone's inbox. You can unpark it when ready.
- Close File: When all action on a file is complete, mark it as "Closed". Closed files go to the record room. A closed file can still be viewed but no new notes can be added.
- Reopen Closed File: If a closed file needs to be reopened due to a new development, use "Reopen File" — it returns to active status. Requires senior officer approval in some departments.
- Volume Creation: When a file accumulates too many pages (usually 150+ pages), create a new Volume (Vol. II). The original file becomes Vol. I. Both volumes share the same file number with volume suffix.
Important: The COA Practical Exam requires you to submit practical outputs through the e-Office portal itself. In Practical Exercise 26–31, you will create files, write notes, prepare drafts, and the examiner evaluates the work you submit as a Draft Document in e-Office. 50% of the practical marks are for this e-Office submission.
📌 File Management Key Points
- Every incoming document must be registered as a Receipt before creating a file.
- A File Number is the unique identifier for every government file.
- Hashtags make files easily searchable — always add relevant keywords when creating a file.
- Parked files are not closed — they are waiting; closed files are finished cases.
- Volume II is created when a file exceeds approximately 150 pages — same file number with "/Vol.II" suffix.
- Closing a file requires a final note confirming all action is complete.
📝
6.10 Notes — Green Note and Yellow Note
Noting is the process of an officer recording their analysis, recommendations, or decisions on a file. Notes form the official record of reasoning behind any government decision. All notes are permanently preserved.
🟢 Green Note
- The current active noting area for the officer currently holding the file.
- Used to write new observations, recommendations, and proposed actions.
- Visible and editable only by the current file holder.
- Becomes Yellow once the file is forwarded to the next officer.
- Contains: serial number, officer name, date, designation, and note text.
🟡 Yellow Note
- Contains previous notes written by earlier officers on the same file.
- Read-only — cannot be edited or deleted after the file moves on.
- Provides full context and history of decisions made.
- Preserved permanently as part of the official government record.
- Accumulated across all officers who have handled the file.
Quick Noting is a simplified noting feature for routine, brief notes that don't require a full formal note. It is used for acknowledgement notes, forwarding remarks, or short instructions. Instead of the full noting template, a text box appears directly on the file view for fast entry.
Draft is a proposed outgoing communication — a letter, order, circular, or notice — prepared by an officer before it is approved and dispatched. The Draft goes through an approval chain before being issued officially.
1
Create New Draft
Open the file → Notes section → New Draft. Choose draft type: Letter, Order, Circular, Notice, Memo, or DO Letter.
2
Use Template
Select a pre-built official template (letterhead format, with department logo and header automatically inserted). Type the body of the communication.
3
Add Referencing
Reference earlier file numbers, orders, or receipts in the draft text. e-Office auto-links referenced file numbers as clickable hyperlinks.
4
Add Hashtags
Tag the draft with relevant keywords for easy retrieval later (#stafftransfer, #budgetapproval).
5
Submit for Approval
Click "Submit Draft" → the file (with the draft attached) moves to the approving officer's inbox for review.
- Pre-built Templates: e-Office includes standard government letter templates — Official Letter, DO Letter, Office Memorandum, Office Order, Circular, and Notice. Each has the correct format with department letterhead.
- Custom Templates: Administrators can create department-specific templates. For example, Tamil Nadu's DOTE may have templates for Examination Notifications, Scholarship Letters, and Transfer Orders.
- Template Variables: Templates contain placeholders like {Date}, {To Name}, {Subject}, {Reference}, {Signature} that are automatically filled from the file and user profile data.
📌 Notes & Drafts Key Points
- Green Note is the current officer's noting area; it becomes Yellow once forwarded.
- Notes are permanent records — they cannot be deleted after the file is forwarded.
- Quick Noting is for short, routine remarks; full Notes are for formal recommendations.
- A Draft must be approved and signed (digitally) before it is dispatched officially.
- Always use official templates for drafts — they ensure correct letterhead and formatting.
- Referencing old files in your draft creates an automatic cross-reference link in the system.
Initiate Action means formally forwarding a file to the next officer for their action. When you initiate action:
- Select the officer / section to forward to
- Set priority (Routine / Urgent / Most Urgent)
- Add a "Remarks" message explaining what action is needed
- Set a due date for response (if required)
- Click "Send" — the file instantly appears in the recipient's inbox
✍️
6.15 Signing and Draft Approval
| Action | Who Does It | What Happens |
|---|
| Review Draft | Approving Officer (SO/Director) | Opens draft, reads content, checks for accuracy and proper format. |
| Approve Draft | Approving Officer | Clicks "Approve" — draft is cleared for signing and dispatch. Can add final remarks. |
| Return Draft | Approving Officer | Sends draft back with remarks for corrections. Creator revises and resubmits. |
| Digital Signing | Authorised signatory (Director+) | Uses DSC (Digital Signature Certificate) to electronically sign. Equivalent to hand signature. Legally valid under IT Act 2000. |
| Countersign | Additional authority if required | Some letters need countersignature by a second officer. Both DSCs are applied sequentially. |
Dispatch is the final step — sending the approved, signed communication to the recipient. In e-Office, dispatch can be done electronically (e-mail, e-dispatch) or by generating a print-ready PDF for physical despatch.
1
Open Approved File
Navigate to the file with the signed draft. The draft status shows "Approved and Signed".
2
Select Dispatch Method
Choose: e-Dispatch (electronic — sends directly to recipient's e-Office inbox or email), or Physical Despatch (generates a dispatch number and a print copy).
3
Enter Despatch Details
Enter recipient name, address, mode (email/post/courier), date, and letter reference number. The system auto-fills the dispatch number.
4
Confirm Despatch
Click "Despatch". A Dispatch Number is generated and recorded. For physical, print the file and hand to the dispatch section.
🗺️
6.17 Complete e-Office File Journey
Fig 6.1 — Complete lifecycle of a file in e-Office: Receipt → File → Note → Draft → Approval → Dispatch → Closure
📦
6.18 Park, Close, and Reopen Files
| Action | When to Use | Effect |
|---|
| Park File | Waiting for information, reply, or clearance from another party before proceeding. | File is moved to a "Parked" state. Not in anyone's inbox. Can be unparked any time. |
| Close File | All action is complete. The matter is settled and no further action is needed. | File moves to closed records. Cannot be edited. Fully searchable and viewable. |
| Reopen File | A new development requires action on a previously closed file. | File returns to active status. A new Green Note is created for the reopening reason. Requires approval in some systems. |
| Create Volume | File has grown very large (150+ pages) and needs to continue. | New Volume II is created with the same File Number + "/Vol.II". The original becomes Vol. I. |
📌 Workflow Key Points
- The complete file journey is: Receipt → File → Note → Draft → Approve → Sign → Dispatch → Close.
- Digital Signature is legally valid under the Information Technology Act, 2000.
- A "Parked" file is still active and can be reopened; a "Closed" file is for completed cases.
- The Dispatch Number is the official reference number of the outgoing communication.
- e-Office keeps a complete audit trail — every action, note, and movement is recorded permanently.
- Officers can track their files in real-time — they always know which desk the file is at.
🧪
Practical Exercises 25–31 — Step-by-Step Guide
Exam Note: For the COA CBE Practical Examination, 50% of marks are awarded for e-Office file submission. You must complete the MS Office task (Ex. 1–24 type) AND submit the output as a Draft Document in e-Office. Follow the steps below carefully for each exercise.
Exercise 25 — Scan a Document and Add to Receipts Practice Only
✓
Place a document on the flatbed scanner → open scanning software (Windows Fax and Scan or built-in tool) Step 1
✓
Scan the document at 300 DPI → save as PDF to your Desktop Step 2
✓
Open e-Office → File Management → Receipts → New Receipt Step 3
✓
Enter: Diary No., Date, Sender, Subject, Category → Upload the scanned PDF → Submit Step 4
✓
Note the Receipt Number generated by the system Step 5
Exercise 26 — Create a File and Put Receipt in the File
✓
e-Office → File Management → Create New File Step 1
✓
Enter File details: Subject (e.g., "Budget Approval 2026-27"), Category, Department, Section, Priority Step 2
✓
Add Hashtags: #budget #2026 #approval → Click Add Step 3
✓
Click "Put Receipt in File" → search the Receipt Number from Ex. 25 → Attach Step 4
✓
Save the file → note the File Number generated (e.g., TN/COA/2026/0001) Step 5
Exercise 27 — Create a Green Note with Referencing
✓
Open the file created in Exercise 26 → Click "Note" → "New Note" (Green Note area) Step 1
✓
Type your note: "With reference to the receipt dated [date], the matter relates to budget allocation for the current financial year. It is submitted that the proposal may be examined and approval accorded." Step 2
✓
Add a Reference: Click "Add Reference" → enter the old file number or order number for cross-reference Step 3
✓
Click "Submit Note" → the Green Note is saved and the file moves forward Step 4
Exercise 28 — Create a Yellow Note with Referencing
✓
Open the same file → observe that the previous Green Note has now turned Yellow (historical record) Step 1
✓
Open the file as the approving officer → click the Yellow Note section to view previous notes Step 2
✓
Add a new Green Note (which will become Yellow after forwarding): "Perused. The proposal is in order. The Dealing Hand may prepare a draft approval letter for signature." Step 3
✓
Add reference to any related circular or order → Submit Note → Forward file Step 4
Exercise 29 — Create a Draft
✓
Open the file → Notes section → Click "Draft" → "New Draft" Step 1
✓
Select template type: "Official Letter" → the letterhead loads automatically Step 2
✓
Fill in: To (recipient), Subject, Body of letter (approval content) Step 3
✓
Add Referencing (click "Add Reference" → link to old order) and Hashtags (#approval #letter) Step 4
✓
Click "Submit for Approval" → draft is sent to approving officer's inbox Step 5
Exercise 30 — Sign and Approve the Draft Practice Only
✓
Log in as the approving officer (or use demo approver account provided for practice) Step 1
✓
Open Inbox → find the file with the draft → review the draft content Step 2
✓
Click "Approve Draft" → add final remarks if needed → Click OK Step 3
✓
Click "Sign" → use DSC or signature image → draft status changes to "Signed" Step 4
Exercise 31 — Dispatch and Park/Close the File Practice Only
✓
Open file with signed draft → Click "Dispatch" Step 1
✓
Enter despatch details: recipient, mode (e-mail), date → Click "Despatch" → note Dispatch Number Step 2
✓
To Park: File → Actions → Park File → enter reason (e.g., "Awaiting acknowledgement from recipient") Step 3a
✓
To Close: File → Actions → Close File → add closing note ("All action completed. File may be closed.") → Confirm Step 3b
✓
Verify file status shows "Closed" or "Parked" in the system Step 4