File Tracking System
Today managing files in hard copy and searching them from bundles is a very tedious and big task, causing tremendous confusion and pressure on the administrative body of the institutes. Movement of such files from one desk to another takes time and slow down the process.
Codeline File Tracking Software introduces the system to integrate technology with the administrative process and is beneficial for the institution. It acts as a new achievement factor in addition to traditional sources of advantages. It computerises the file, store it in digital format and tracks its movement.
Functionality Of File Tracking System:
- User can create File to move from one desk to another among different section users.
- While creating a file, users can upload documents and select the desired receiver & submit it. Once file submitted it moves to the receiver. At the same time, an Email and SMS send to a receiver as a notification.
- After login, receiver can view these files at Receive File Page.
- At Receive File page, Files are categorized into two groups i.e. Active Files and In-Active Files. Active Files are new Files or in-process files. The files whose movement is marked as completed and files forwarded /returned to the next receiver for further action come under In-Active Files category.
- At Receive File page, a user receives the file, check details and decide to Approved/Not Approved the File. At this page, receivers can also download attached documents and view it.
- If user select Approved then FORWARD or COMPLETE options will be available. User can select Forward option if File needs to move for further approval or select Complete if File does not require to move to anyone and it will directly send back to the owner.
- If user select Not Approved option under any circumstances, user will return the File any user present in the movement path.
- In both the cases of Approved and Not Approved, File will be sent to the particular selected User and the process of File Movement will be in progress. This process is infinite unless user wants to stop it.
- Throughout the file movement process, users can download and upload the documents to the same File.
- This complete process can be monitored by the creator at his login through File Movement page.
- Now Owner at his login will decide whether the File Movement process is completed or send to other users for further action.
- File Detail Search option is provided on the basis of File No., File Name, approximate File Creation Date, and Keywords.
- On every movement receiver will get a notification via Email and SMS.
Benefits Of File Tracking System Software:
- User can create any number of files.
- User can upload any number of documents and avoid paperwork.
- Creator can track the movement of a file.
- User will get notification via Email and SMS.
- User will get the required File quickly and easily using search option.
Reports Generated Are:
- Consolidated File list can be generated.
- Reports with different File movement status like Pending, In Process, Forward, Return, Completed etc.
- A complete file movement tracking report is generated for a single file. Per day count of files generated at a particular user’s login area can be revealed.
- Status reports for a single file are generated with user remarks as well