FLM User Manual - 07-08-2018 PDF
FLM User Manual - 07-08-2018 PDF
USER MANUAL
ACCESS FLM
Install ‘Any Desk’ App to provide remote access, to resolve functional issues if any
by core team members remotely.
Or
Access the URL 172.29.0.26:8000/fiori then you will be moved to the above screen.
(Save this IP address as book mark on your browser for speedy access)
Enter details such as User and Password. User is the ‘employee ID’. Press ‘Enter’ or
click on “Log on”.
FLM main screen appears as shown below .
File:
It is a written communication whether it is in draft format or approved letter
format.
A unique seven digit number is generated to each file. Each file number begins with as
follows.
Initiator of a file: Any officer who creates and initiates file is called “Initiator”
of that particular file. Generally initiator is the lowest possible officer such as AE,
JAO,JPO etc.. Sometimes file initiator may be ADE, DE, SE or CE depending
upon the situation.
Inward Daak and Outward Daak are used for external communication only (not for AP
Transco internal communication) such as with State government, Government
agencies, statutory bodies, companies, Contractors etc..
Inward Daak : If any outsider writes a letter to any AP Transco office such as
CMD office, JMD Office or CE/Construction office or CE/Zonal office etc., that letter
is scanned and created as Inward Daak by the concerned office peshi incharge and that
Inward Daak is sent to the concerned HoD. HoD again sends to whom the subject
matters. Then the concerned will resort to action by opening required file type such as
Note or Letter or Memo etc.. Inward Daak replaces to some extent our olden days
Inward register.
Outward Daak : If any AP Transco officer, want to write a letter to the Outsider of
AP Transco, as per our general procedure file will be already approved. That approved
letter is saved as PDF. Outward Daak is created and saved PDF copy is attached to the
outward daak and the original letter is sent through post. Outward Daak replaces our
olden days outward register to some extent.
1) Send file/Daak: File will be sent to the next approver in the workflow.
2) Send back : File will be sent back to the immediate previous approver from
whom the file received presently.
3) ‘Send for response’ in Daak: It is sending back to the immediate previous processor
in the workflow.
4) Move to cabinet : It is just putting the file in abeyance/Put on hold/ Lie over. File
will be kept idle for specified period and it will directly appear in the file “Intray” on
the Resubmission date.
5) Close file : File will be closed permanently and it will not appear in any folder, no
action can be taken further. But it can be viewed through ‘Search’ option. File can only
be closed by the officer who created that file and also it can be closed when the file is
in the ‘Intray’ of the ‘creator’.
8) Track : It shows the current position of a file.i.e with whom the file is available.
9) Workflow : It is hierarchy of officers arranged, though which the file moves for
processing and approval.
10) Save : Action can be saved only by clicking SAVE button in the bottom
right of the FLM screen.(Ctrl+S cannot work, So avoid it).
(1) Click .
(1) Click on .
(1) Click .
(1) This is .
INTRAY folder, which contains files to be processed. It is like an INBOX in e-
mail.
(1) .This is DRAFT Folder. Which contains Files created but not sent.
(1) This is TRACKED FOLDER . In this folder you can see the CURRENT
LOCATION of the file.
To Get the file in any of the above folders INTRAY, DRAFT, CABINET, etc.…..
(1) Click . to view or print the entire file after the file has been
sent.
WITH SUBJECT:
(1) Click . drop down, to search the file with any word in the subject.
(1) Click . drop down box of file number and select contains - to search the files
with file number.
(1) Press search button to get the files with the given search criteria.
(1) Type or copy & Paste main content of the file in the DESCRIPTION area after file
number has been created.
(1) Click and attach PDF file only to get Digital Sign on that file. If DIGITAL
SIGN needed on WORD or EXCEL file, convert that file to PDF format and attach it.
In the same way, one can attach any number of attachments for normal or for Digital
signature.
(1) Click attachment symbol and click . to attach a FLM file which is
already processed.
(1) Click .
(1) Click .
(1) Click .
(1) Enter either name or designation and press ENTER to select the processor.
(1) Click . check this box - to add the processor next to the existing processor.
(1) Click .
(1) Example .
(1) Click .
(1) Click . check the box again to add any other processor. (Note: processor
will be added after the selected processor)
(1) Click .
(1) Click .
(1) Click .
(1) Click .
(1) Click .
(1) Click .
(1) Check all the signatures and designations. Then press "CTRL + P" to print the file.
NOTE: -Close the tab after printing the FILE.
(1) Check the processor and click OK to send the file to that Processor.
NOTE: If the processor is wrong then click CANCEL and check the workflow
processors. Do the changes and carryout.
(1) Click .
(1) In the Basic Information: File Creator, created date, subject of the file, content of
the file etc… available.
(1) All the processors of the file are available in the workflow tab.
It can be modified.
(1) Notings & Basic Description tab contains Comments of the processors and Main
content of the file side by side.
(1) Click
(1) Click .
(1) Example
(1) Enter Subject of the file then SAVE first, then File number will be created with the
inputs given in above fields. (Office, Department & F.no)
Note: Don't Write or copy paste in the description without generating the FILE
number.
(1) Type
//dispatch//
in the description where ever the dispatch number required.
NOTE: No need to type the dispatch number like Lr.No.Ce./ADE.T etc............
(1) Click .
(1) Click . of File User Status field in the Basic Information Tab, to change the
status as FINAL SIGNATURE. This will get the signature of the current processor
(i.e Who has changed this status to final signature in their LOGIN), and print on the
file.
(1) Click .
Digital signature can be done only by the valid Digital Key holders.
Presently digital keys are issued to CE & above cadre.
Go to Home screen.
DSC register tile will appear.
(1) Click .
(1) The Notings will be displayed with this "GREEN TICK", If it is posted with DSC
enabled.
Transaction codes
1. zflm_substitute :
2. Zflm_substitute_del :
3. Zflm_bulk :
4. Zflm_wftmp :
FLM- FAQs
2. What is a file and What are the types of files that can be created using FLM?
Any written E-communication whether it is in draft format or approved format is
called a file.
i. Draft file
ii. Letter
iii. Memo
iv. Note
v. Continuation Note
4. Even after Login into FLM account, if blank screen appears, what shall be done?
If blank screen appears, it means roles are not properly assigned to your ID or
date not properly maintained. Please contact basis team.
8. What happens to the files that I created if system turn off or connection terminated?
Unsaved data will erase, saved files will be available in DRAFT or INTRAY
folder.
19. How can I access the files of my new post when I am transferred?
Your superior officer who arranged your relief have to intimate immediately to
the HCM team to delink your employee ID from the relieved post position. Same
way, your superior officer who accepted your joining have to intimate to HCM team to
20. Can I attach to my file such as purchase order or sale order or any financial
transaction or APED manual or SoR or anything from other SAP modules?
It cannot be attached directly. One can access it by using the link provided in
place of attachment. (You will be redirected)
23.Whom to contact when unable to work with FLM even after Login?
Contact FLM team numbers or write E-mail to : [email protected].