DOCUMENT JOURNEY MANAGEMENT SYSTEM { DJMS } USER MANUAL

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Crystal Ryan
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1 DOCUMENT JOURNEY MANAGEMENT SYSTEM { DJMS } USER MANUAL

2 ABOUT DJMS The Document Journey Management System is used to maintain the flow of the document within the organization. It gives the detailed information of the current status of the document, showing the detail of the department. It also has the provision of approving and acknowledging the document. It gives various kinds reports and helps in maintaining and monitoring the flow of the document

3 To start DJMS Type the below URL or copy paste it into the browser It will open the screen which looks like the one

5 CLICK ON DJMS AND IT WILL OPEN A SCREEN AS SHOWN BELOW

6 ENTER YOUR LOGIN CREDENTIALS AS PROVIDED AND CLICK ON LOGIN HERE BUTTON, IT WILL DISPLAY A DASHBOARD AS SHOWN BELOW

7 CORRESPONDENCE REGISTER THIS IS USED TO ENTER THE NEW DOCUMENT IN THE DJMS SOFTWARE CLICK ON THE DJMS MENU AND SELECT CORRESPONDENCE REGISTER OPTION IT WILL OPEN A SCREEN AS SHOWN BELOW

8 Select source like Internal correspondence or external correspondence, Inward/Outward When inward is selected the correspondence from section highlights in which there are option to select internal department and owner and to type the external department and owner Correspondence info section has option to select Correspondence, correspondence category, correspondence type, correspondence number will be generated automatically, correspondence type, date, enter Ref.No if any, Ref Date if any

9 Enter the subject and remarks Browse the scanned document Now in correspondence forwarded to section enter the details of whom you want to forward the entered correspondence only if you are doing an outward entry. Select department, employee and delivery mode In case of external correspondence enter external department, address to and select delivery mode Click on submit button After Click on Submit Button Massage Box display the DJMS/Outword No.

10 IT LOOKS LIKE

11 CORRESPONDENCE TRACKING THIS OPTION IS USED FOR MULTIPLE OPERATIONS LIKE PENDING VALIDATION, INBOX, PENDING DOCUMENT, OUTBOX, COMPLETED AND CIRCULAR

12 Inbox Click on the inbox button To check the particular correspondence, enter date Select type, enter correspondence no and subject Click on show button To acknowledge the document, select the document by clicking on the left box of the document Click on acknowledge button

14 PENDING Click on the pending button which will open a screen as below. Enter the date of the correspondence, select type, enter correspondence no and subject Click on show button it will show the data along with forward to option. Select the document by clicking on the box at the left side of the document In forward to section select document to type

16 Select department, employee Click on Add button Select the document by clicking on the left box Click on forward to button.

17 OUTBOX CLICK ON THE OUTBOX BUTTON WHICH WILL DISPLAY THE SCREEN AS SHOWN BELOW

18 Enter sent date Select type Enter Correspondence no Subject Click Show button It Will Display the Records. Completed It will display the all Completed Files or Documents.

19 RECALL CORRESPONDENCE CLICK ON THE RECALL CORRESPONDENCE OPTION WHICH WILL OPEN A SCREEN AS SHOWN BELOW

20 Select financial year Enter correspondence no, subject Click on the show button Click on the recall button in front of the document which you want to recall

21 ALLOCATE CORRESPONDENCE CLICK ON THE ALLOCATE CORRESPONDENCE OPTION WHICH WILL OPEN A SCREEN AS BELOW

22 REPORTS

23 INWARD REGISTER CLICK ON INWARD REGISTER WHICH WILL OPEN A SCREEN AS BELOW

24 Enter from and to date Select correspondence, correspondence category Enter from department, to department, correspondence no, subject Click on show button

25 OUTWARD REGISTER CLICK ON OUTWARD REGISTER WHICH WILL OPEN A SCREEN AS BELOW

26 CORRESPONDENCE STATUS CLICK ON THE CORRESPONDENCE STATUS WHICH WILL OPEN A SCREEN AS SHOWN BELOW

27 click on view button it will show status of the documents

28 UTILITY

29 CHANGE PASSWORD

30 THANK YOU Any Quieres : Fort Campus - Extn. No Vidyanagari Campus - Extn. No /3262/

E-office training objectives

E-office training objectives Creation of receipt of DO letter. Sending receipt to concerned officer. Forwarding of receipt by concerned officer along with comments to the next level as required. Closing