FileNet - NUML Employees Working System – Help

Manual

National University of Modern Languages query@numl.edu.pk

ICT - Department

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1 Contents 1. Introduction .......................................................................................................................................... 2

2. Getting Started ..................................................................................................................................... 2

2.1. How to Access NEWS .................................................................................................................... 2

2.2. Login .............................................................................................................................................. 2

3. NEWS Dashboard ................................................................................................................................. 3

4. NUML Employees Working System ..................................................................................................... 4

5. E-Communication ................................................................................................................................. 4

5.1 FileNet ........................................................................................................................................... 5

5.1.1. Note ...................................................................................................................................... 5

5.2.2 Demand Note ........................................................................................................................... 7

5.2.3 Notification ............................................................................................................................... 8

5.2.4 Letter ......................................................................................................................................... 9

5.2.5 Application .............................................................................................................................. 10

6. My Received Files ............................................................................................................................... 11

6.1 My Received Note ...................................................................................................................... 11

6.2 My Received Letters ................................................................................................................... 12

6.3 My Received Applications .......................................................................................................... 12

7. My Sent Files....................................................................................................................................... 13

6.4 My Sent Note .............................................................................................................................. 13

6.5 My Sent Demand Notes ............................................................................................................. 13

6.6 My Sent Letters .......................................................................................................................... 14

6.7 My Sent Applications ................................................................................................................. 14

8. File Track ............................................................................................................................................. 15

8.1 File Subject .................................................................................................................................. 15

8.2 File Creation Date ....................................................................................................................... 16

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1. Introduction A NUML Employees Working System (NEWS) is an automated system particularly designed for the employees of NUML to pitch in the Less-Paper environment so that productivity may be measured in terms of efficiency and accuracy with transparency in working system. For that purpose NEWS is posing out the role of first step towards the e-NUML however in order to address the challenges of 21st century pertaining to education system of Pakistan it seems necessary to accommodate the employees with their relevant needs and transform them in technology to create the pedagogy in setup. In promoting the less-paper environment in NUML, initially FileNet System is developed by considering the traditional communication which is mostly on paper however errors and omissions may also be considerably linked with the traditional working system. Not limited to the FileNet System module but an individual employee of NUML can login the system through their official email address only and on his/her dashboard a number of useful widgets are placed which are moral-less valuable for all officials however the development of all these important modules are categorized in different phases as per the priority based survey.

2. Getting Started 2.1. How to Access NEWS You will be able to use and create your NUML’s Official email address, when system will be fully functional, but right now you may have to contact with ICT team to create your username and password with NUML’s Official email address.

2.2. Login You can access the NEWS from this link to login:

http://news.numl.edu.pk/

Once the Login Screen of NEWS system browsed in than you will sign into the system by giving your official email address with @numl.edu.pk only whereas you can give your unique password by yourself. The self-explanatory image is tagged as Figure – 2.1

Figure – 2.1

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3. NEWS Dashboard Once you will login into your account successfully you will have your own customizable dashboard as mentioned in figure (fig-3.1) below;

Figure- 3.1

When you’ll have this page you can see: i. Your important alerts will be shown on upper menu. (fig- 3.2) ii. Your name and photograph will be shown on upper menu. iii. You can access other pages those have different applications, like Note, Finance, and HRMIS

through these widgets. iv. Left side menu is, when you are at any page; you can access other pages easily to go back to

your page of interest.

Figure – 3.2

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4. NUML Employees Working System NEWS dashboard is based on 16 widgets of different important applications of your daily working usage,

in-fact we can say these are containers of information about all applications, and are developed only for

NEWS.

These all are:

5. E-Communication E-Communication is the most important module of NEWS

through which one can communicate officially at any tier.

Inside the e-communication widget you will find number of

communication templates.

Once you have clicked E-communicating then can see this

page with all these widgets of information. As (figure- 5.2).

(Figure – 5.2)

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5.1 FileNet FileNet System is actually replacing the minute sheets, applicastions, letters and draft letter, and is

divided into five basic part for writing: (Fig- 5.1.1)

o Note

o Demand Note

o Notification

o Letter

o Application

(Figure - 5.1.1)

5.1.1. Note Click on “Note” then you will have this page where you can write your note and, can send to your

specific department’s person. As (figure – 5.1.2)

Figure- 5.1.2

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Note Page Help

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5.2.2 Demand Note Once you will click on Demand Note to you’ll follow these steps.

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5.2.3 Notification

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5.2.4 Letter

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5.2.5 Application

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6. My Received Files When you’ll click My Received Files you’ll have to see these widgets. In this you can check how many files (Note, Demand Note, Notification, Letter, and Application) that you have received.

6.1 My Received Note Select Note then you can see how many Note Files you have received in your box.

i. You can check your received notes, by the help of menu bar that clearly guides you, file no, subject, sent by, department and by date.

ii. If you want to compose a new note then you can do this any time and press “Compose” button on upper left corner.

iii. When you’ll click any link of your Unread message you’ll have this page:

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6.2 My Received Letters Once you’ll select Letters then can see this page, where you can find how many letters you have received.

i. You can check your received letters, by the help of menu bar that clearly guides you, Letter no, Letter subject, Letter from, department and by date.

ii. If you want to compose a new Letter then you can do this any time and press “Compose” button on upper left corner.

iii. You can also check that your letter has an attachment at right side, with clip sign.

6.3 My Received Applications Once you’ll select My Applications then you’ll have to see this page, how many applications you have received.

i. You can check your received applications, by the help of menu bar that clearly guides you, application no, application subject, and application from, department and by date.

ii. If you want to compose a new application then you can do this any time and press “Compose” button on upper left corner.

iii. You can also check that your application has an attachment at right side, with clip sign.

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7. My Sent Files Click on my Sent Files then you’ll have to see these widgets. Here you can check how many files (Note, Demand Note, Notification, Letter, and Application) that you have sent.

6.4 My Sent Note Click on My Sent Note then you can see how many Note Files you have sent in your box.

iv. You can check your sent notes, by the help of menu bar that clearly guides you, file no, subject, sent to, department and by date.

v. If you want to compose a new note then you can do this any time and press “Compose” button on upper left corner.

6.5 My Sent Demand Notes 7 Click on My Sent Demand Notes then you can see how many Note Files you have sent in your box.

i. You can check your sent demand notes, by the help of menu bar that clearly guides you, Demand Not no, Demand subject, Sent to, department and by date.

ii. If you want to compose a new Demand note then you can do this any time and press “Compose” button on upper left corner.

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7.1 My Sent Letters When you’ll select Letters then you’ll have to see this page, how many letters you have sent.

iii. You can check your sent letters, by the help of menu bar that clearly guides you, Letter no, Letter subject, Letter from, department and by date.

iv. If you want to compose a new Letter then you can do this any time and press “Compose” button on upper left corner.

v. You can also check that your letter has an attachment at right side, with clip sign.

7.2 My Sent Applications When you’ll select My Applications then you’ll have to see this page, how many applications you have received.

iv. You can check your received applications, by the help of menu bar that clearly guides you, application no, application subject, and application from, department and by date.

v. If you want to compose a new application then you can do this any time and press “Compose” button on upper left corner.

vi. You can also check that your application has an attachment at right side, with clip sign.

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8. File Track You can track all your files by using this File Track widget.

File can be tracked using five three different Criteria’s.

i. File Subject

ii. File Creation Date

iii. Track File with File No

8.1 File Subject Enter file subject and you’ll get all files with this subject that you have entered.

All files will be tracked by subject that you have entered.

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8.2 File Creation Date Track any file by giving from, to date.

All files will be tracked by date that you have entered.