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FAQ's

  • 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
  • Keywords are the meta data of the file and these should be related to the content of the file
  • Keywords helps to search / fetch the file even after sometime if you forgot the file name
  • Keywords can be added / modified
  • 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
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