While getting to know the working of the file movement tracking system, let us first take a look at what file movement actually is! It is a web-based centralized file tracking system that can be accessed over the internet.
For institutions that have the faculties located all over the globe, it becomes hectic to get the approval of the proposed plans. Consistent efforts are made for the faculties to get together and discuss and coordinate on issues. However, there is more to be done in this area. This is where; the new era of working with ease begins. “File Tracking System” comes to the rescue. This module is used to speed up the file movement in the departments and to know the up-to-date status of those files.
Making this tedious process simpler, MasterSoft ERP Solutions has developed a file tracking system. This lets the institute chop off the dreary wait of over weeks to sign a document. The process goes in the following manner. Every faculty member is assigned a login ID. As soon as one gets into the module, the page displays ‘Main Menu’.
File movement system provides certain features;
- It generates a unique number or id for a file, which makes it easy to
- A pdf file can be saved and used for the future references
- The date of the receipt of the file and that of approval and disapproval can be tracked
- The pending reports can be sorted
- A summary of the track is generated
There is a number of benefits of implementing file tracking system.
This system eliminates the third interference and deals with minor details of the file. The corrections done are easy and the quick access to the pending, approved and disapproved files make the use easy.
Following is a summary of the process of the file movement, offered by MasterSoft Solutions,
The ‘File Movement’ will be offered in the Administration option. File Movement offers three options, Master, Transaction, and Report.
This offers very basic functions, such as submit, edit or modify, browse, cancel, reset and view.
Again the tab Master will offer three options, Section Master, File Creation and Document Type. Once you select, Section Master, the Department will be listed, followed by a ‘user name’ and a ‘receiver name’. Followed by which there is a need to create the ‘document type’. It can be a file, letter, proposal file, purchase file or a note approval. The type of the document will convey the kind of approval required.
Once the file has been created by a particular user, he becomes the owner. A file number is given to the file and it is assigned to the concerned authority who is supposed to check the details.
Once all the details are entered, the document is attached, which is usually in a .pdf format. The interesting part about this module is it takes place from the user level. And user names are already assigned to all as mentioned above these can be teaching, non- teaching and admin staff. The involvement of actual user is the unique character of the module. The third party involvement in receiving the file is eliminated.
The module also offers multiple documents attach option, this helps in sending more than one file. The file once attached can be tracked by the owner. This is done through the ‘status’ that appears at the bottom.
Once the file is received by the user, the user downloads it, checks it. If the file is not appropriate, the user has the liberty to not approve the file and leave a remark for the owner. This second user can share the file with the owner (default) and another user. Once the owner receives it, he corrects the file then sends again. The user then when decides to approve it, sends back the approved, digitally signed file. This goes on for the number of users involved in the discussion.
MasterSoft offers 24 hours seven days support and makes sure the users are not hit by the eleventh-hour crisis. File movement eases the whole tedious process of the approvals and the makes it convenient for the staff to get on board with the final process.