CollabFiles is a web-based, cloud-enabled and scalable platform to create and manage documents and spread sheets in a collaborative mode with a strategic control so that Government users could use it through secured and privileged access of Government e-mail account.
In Simple terms, A web-based platform for creating Documents (Gov Docs) and Spreadsheets (Gov Sheets).
CollabFiles is secured & scalable platform
Single sign on Parichay authenticated
Integrated with other government apps for ease of access
Securely accessible as it is hosted in Government Data centre
A centralized platform for Govt. Officials and employees to create and manage office documentation such as documents, spreadsheets etc
Role-based access to share and collaborate on documentation
Integrated services of office documents through other Govt. Platforms such as Sandes, digilocker, e-Office, NIC email, Gov-Drive
Portability of documents to industry standard formats such as xml, txt, docx, xlsx,odt and so on
Keep a record of sharing of documents
Collaborated edit of documents
Secured access to documents through Govt issued e-mail id
Preserve documents and retrieve them for future usage and reference
Archival of documents based on a prescribed archival policy
Highly available system with zero down time
Parichay Integration
User Profile
Create, Manage Files & Folders
Create Documents & Spreadsheets
Share & Withdraw
Protect Sheet / Range of cells
Real-time Collaboration
Online Chat
File Versioning
Reminders, Alerts & Notifications
Tag Files with Keywords
Personalized Dashboard
Admin Dashboard
Basic & Advanced Search
Address Book
Gov App Stack Integration
Feedback
To create File (govdocs(Document) AND / OR govsheets (Spreadsheet)), click on “Accordion Menu” on the left side and click on “CREATE FILE” button
To create Document, select “File Type as Document”
To create Spreadsheet, select “File Type as Sheet”
Create, View, Format & Edit Documents
Auto-Save
Print
Share documents (Read-only or Edit mode)
Email, Sandes and eOffice
Collaborated Document Edit
Withdraw shared file
Export / Download to local system as standard file formats including doc, docx, pdf, xml etc.
Import (text import from doc, pdf , txt formats)
Online Chat
Gov Sheets is Online Spreadsheet module
Create, View, Format & Edit Spreadsheets
Auto-Save
Print
Share Spreadsheet (Read – only or Edit mode)
Email, Sandes and eOffice
Collaborated Spreadsheet Edit
Withdraw shared file
Protect spreadsheet (Entire workbook / select range of cells)
Export / Download to local system as xlsx format
Import xls files from desktop
A centralized platform for Govt. Officials and employees to create and manage office documentation such as documents, spreadsheets etc
Role-based access to share and collaborate on documentation
Integrated services of office documents through other Govt. Platforms such as Sandes, digilocker, e-Office, NIC email, Gov-Drive
Portability of documents to industry standard formats such as xml, txt, docx, xlsx,odt and so on
Keep a record of sharing of documents
Collaborated edit of documents
Secured access to documents through Govt issued e-mail id
Preserve documents and retrieve them for future usage and reference
Archival of documents based on a prescribed archival policy
Highly available system with zero down time
Entire spreadsheet can be protected or Column or row or Single cell or range of cells can be protected
To protect sheet,
click on “More” option and then
click on “Protect the Sheet” option
Check the “Protect the sheet and the contents of locked cells” checkbox
Click on “NEW” button
Enter user id
Select Range of cells or sheet to be protected
Enter Password and click on OK
File (Document / Spreadsheet) can be shared using SHARE option
File can be shared via
Email
Sandes
govDrive
Click on Share button and
Select “Email” as sharing type
Enter Email ID / Group Name consists of emails
Select “Sharing Period”
File can be shared directly through the mail PERMANENTLY or within LIMITED PERIOD in EDITABLE / READ – ONLY mode by providing the recipient mail(s)
If Sharing Period is PERMANENT, file will be available in the recipient dashboard permanently
If sharing Period is LIMITED, file will be available in the recipient dashboard till the mentioned period
File can be shared to SINGLE / GROUP of Users at a time.
NOTE: At a time a file can be shared in EDIT Mode AND / OR READ – ONLY mode to the DIFFERENT users
Enter Message and click on SEND button
SANDES is Government Instant Messaging system which is just like Whatsapp
It runs on any Android, IoS or in web browser. It can be easily downloaded from Google Playstore
File can be shared to the SANDES Mobile App, provided SANDES APP is installed on the mobile number for whom we are sharing the file
Click on Share button and
Select “SANDES” as sharing type
Enter Mobile Number or Group Name consists of mobile numbers
Enter Message and click on SEND button
Document will be shared in PDF format
Spreadsheet will be shared in XLS format
Note: File can be shared to SINGLE / GROUP of Users at a time.
File can be withdrawn at any time from any user
File can be withdrawn from ALL users or Selected User(s)
To withdraw a shared file, click on “Withdraw” option
Select User(s) and
Click on Withdraw button
An email alert can be send to the Selected User(s) or All the Users on a particular file for work status or any update
Click on Send Reminder Bell icon.
Select all users to whom Reminder has to be sent.
Type a message and click on Send Button
Ownership of a file can be transferred at any time by the owner / author of the file
Use “Transfer” option to transfer the ownership
Owner / Author should identify the user to whom the ownership should be transferred
Ownership of this file will be changed permanently once the receiver accepts the request.
Till the receiver accepts the ownership transfer request, Original owner / author can REVOKE the transfer request
Access to file will be withdrawn from all recipients, in case shared by you
Time Slider shows "Who did What"
Version History can be find out using "Time Slider" option in Document
Address Book is used to create Email Id groups (for sharing file via email) and Mobile number groups (for sharing file via sandes)
Address Book helps to share file with Multiple or Group of Users at a time
While sharing file to other users, a comma separator should be used to enter multiple users and each email id / mobile number should be entered. To avoid entering the same list of email ids/mobile numbers, We can create Email id group or mobile number group if we are sharing the files every time to same set of email ids or mobile numbers
An email group with multiple users can be created and similarly mobile group also can be created and that group name can be provided as email / mobile number so that file can be shared at a time to all the emails or mobile numbers
