1

FILE LIFE CYCLE MANAGEMENT (FLM)

USER MANUAL

2

INDEX

Sl.No. Subject Page No.

01. Introduction 03

02. How to access FLM 03

03. Types of files and basic definitions 06

04. Creation of workflow 08

05. Creation of Draft file/Letter/Memo 14

06. Taking action on ‘Intray’ file 16

07. Search file 16

08. Print file 19

09. Note file 22

10. Contact details 24

3

Introduction.

APTRANSCO introduced FLM application to conduct all its office correspondence in electronic form duly

avoiding paper correspondence to have transparency, speed in decision making, avoid redtape, save bundles

of paper etc..

FLM is already under implementation in Corporate office, Vidyut Soudha, Vijayawada from 24-06-2017.

File Lifecycle Management:

It is the application which deals with file management such as creation of file, tracking movement of

the file and retrieve it at times it was asked, thus managing the file life cycle. SAP FLM application is

customized to suit AP Transco office needs.

HOW TO ACCESS FLM

Go to AP transco official website www.aptransco.gov.in.

Click on SAP file life cycle management.

Login screen appears as follows.

4

Or

Access the URL http://eccprdapp.hec.aptransco.gov.in: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 below.

5

One tile named as FLM ‘Office Intray’ appears, click on the tile, next screen appears as follows.

❖ File:

It is a written communication whether it is in draft format or approved letter format.

What are various types of files in FLM.

1. Draft file : It is a “Draft for approval”. It may be a note or

Letter or Memo etc.. which are in draft stage.

2. Letter

3. Memo

4. Note

5. Continuation note

6. U.O.Letter

7. Inward Daak

8. Outward Daak

6

9. T.O.O.

10. D.O.Lr

A unique seven digit number is generated to each file. Each file number begins with as follows.

Sl.No Name of the file File number begins with

01. Draft file 1

02. Letter 2

03. Memo 3

04. Note 4

05. Continuation Note 5

06. U.O.Lr 6

07. Inward Daak 7

08. Outward Daak 8

09. T.O.O. 9

❖ 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.

Note or Continuation Note are generally used in Vidyut Soudha offices. Consequence of Note or

Continuation Note may be a Letter, Memo, or U.O.Lr..

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 inchrge 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.

7

Definitions, Tabs and their functions:

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.

6) Add template : It is predefined processors of workflow. By clicking on it, it will add a default

workflow, a list of predefined officers. This list can be edited.

Users can create their own ‘Template’ through SAP GUI using the T-code ‘zflm_wftmp’.

7) Track : It shows the current position of a file.

8) Workflow : It is hierarchy of officers arranged though which the file moves for processing and approval.

9) 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).

How to create workflow

Basic precaution in workflow is one should define the flow of file from the initiator of the file to top boss and

return path of the file also. Otherwise file will be closed at the final approver if he click on “send” it.

In the workflow screen, click on the tab “Add new workflow”, then select ‘Add in sequence’, you will be

moved to another screen.

There are broadly two options to select a processor. One is selecting from the organization unit other is using

person name or employee ID.

i) On that screen, click on ‘Organization unit’ and select the required processors in an order, put tick marks

on right section of the screen and click on ‘→’ then the earlier selected processors will be moved to the right

section of the same screen.

8

9

10

11

Otherwise

12

ii) On right section of the screen, put tick marks and Click on ‘Add processor’ and will be moved to ‘Add

processor screen’ and select processor as ‘SAP user’ and in ‘sent to’ type name or employee ID of the

processor and select activity and click on ‘ok’, and then click ‘Ok’ again. In the same way any number of

processors can be added. Now you are moved back to original screen. Save the file.

One can add or delete any processor in the workflow just by clicking/selecting the above name where to

insert a processor or officer.

Processors can also be added in parallel or deleted who are in parallel by selecting them.

13

Case1 : How to create a file (Draft file)?

14

The Superintending Engineer/Nellore wrote a letter to the Chief Engineer/Z/Vijayawada to allot

220KV SF6 gas CB for replacement of old Pneumatic CB in Manubolu SS.

Existing procedure is as follows.

◆ Draft Letter for that purpose is prepared by the AE and then the Draft Letter will be circulated up to CE.

If there are any corrections, it will be corrected at various levels and again circulated from AE to CE.

◆ Then a fair Letter is prepared by the case worker and that fair Letter will be moved with the signature of

CE to the Chief Engineer/ Transmission.

How to execute the above case in FLM application.

Step 1: Draft Letter preparation by concerned case worker or AE or ADE.

After accessing FLM,

➢ Click on ‘Create’ on the left bottom of the screen. (Clear the “Cache” daily).

Click on ‘Create file’, click on ‘AP Transco’ and select the file type

‘Draft file’. (If the initiator feels that there will be no correction at all in that

file, initiator can directly open ‘Letter’ file.

➢ Then you will be moved to Draft file screen. There, fill in all the blanks of basic information of the file

and ‘Save’ it. Then a file number will be generated to that file.

➢ Type or copy and paste draft Letter in the ‘Description’ and save it. //signature// is to be written where

CE’s signature should appear. (I.e above the designation of CE). put //dispatch// where dispatch number

should appear.

➢ Click on Documents attachment symbol (Paper pin symbol) and attach all the required supporting

documents if any and save it.

➢ Then add processors in workflow screen. Save all the action and write comment if any in the ‘notings’

area and ‘post’ it.

➢ Write notings/Private note in specified area and click on ‘Post’. Your Notings/ comment is saved on your

name below the Notings box. Attach any documents further required. Save it by clicking on ‘Save’

button.

➢ Now there are 4 options in the bottom right corner such as PRINT, SAVE, SEND, CLOSE FILE . Click

on SEND and then on ‘SEND FILE’. Then that file will be displayed in the ‘Sent’ folder in the main

screen.

➢ Now file is moved to the next processor and so on file moves to the CE. Any corrections proposed

cannot be done in the ‘Description’ since ‘Description’ is not editable. Corrections are to be proposed

using ‘Notings’ box. CE will consolidates all the changes proposed in the Notings area by various

officers and suggests final corrections. CE should change the ‘File user status’ as ‘Final signature’. Then

15

only the signature will appear where //signature// written and dispatch number will appear where

//dispatch// is written. If CE approves the draft file, he sends back to the initiator to run a fair Letter.

Step 2:

Based on the approved comments, case worker such as AE/T or ADE/T or DE/T will create a ‘Letter’ and

sends directly to the CE adding in workflow.

➢ CE after perusing the file, he will write his notings in ‘Notings’ box, and click on ‘Post’. CE should

change the ‘File user status’ as ‘Final signature’. Then only the signature will appear where

//signature// written and dispatch number will appear where //dispatch// is written. Then CE will send the

‘Letter’ to CE/Transmission by adding him in the workflow. Copies can also be sent to the

SE/OMC/Nellore by adding him in the workflow.

➢ But all marked copies should be sent in parallel with a copy also to the CE’s office.

Step 3:

➢ If that letter is addressed to the outsider of AP Transco, we can’t send it through FLM. One has to send it

through ‘India post’ or other mode.

➢ Before sending it to the outsider, create an ‘Outward Daak’ , attach saved PDF copy of letter to ‘Outward

Daak’. It is not necessary to add workflow to “Outward Daak’’ since we cant send any Daak to the

outsiders using FLM.

How to take action on a file which was received to you in the ‘Intray’

Whenever you Login, your Intray folder will be directly opened, latest file will be displayed on the top row.

⚫ Click on that file name which you want to take action.

⚫ There you will see ‘Basic information’, ‘Notings & Documents’ , ‘Work flow’ , ‘Attribute history’.

⚫ After file is opened, file’s basic information will be opened directly. Current file will be seen by clicking

on Description area. If you want to put some Notings and want to see the file attachments, click on

‘Notings & Documents’. Click on ‘Documents’ button to see the attached documents, you can attach

more documents by clicking on attach documents symbol. Write any Notings/Private Notings on

specified area and click on ‘Post’. Then your comment/Notings will be recorded.

⚫ You can see all the Notings put by processors of that file. If want to incorporate any changes in the

basic file (Not attachments), just copy it from the ‘Description’ into ‘Notings’ box and make required

changes otherwise save the content in the Description separately on your computer and attach the

modified document by naming it as “Modified document” in the direct attachments or add as new

version by clicking on ‘Add new version’. See workflow also to be acquaint that whether the processors

are correct or not.

⚫ If you want to add or delete any processor you can do it. Save it and go for next action such as PRINT,

SAVE, SEND.

16

⚫ If you want to send file, Click on SEND and then on ‘SEND FILE’, then the file will be moved to the

next processor in the work flow.

⚫ Like this file will be moved to the last or final processor for final action. If the file is approved, that will

be moved to the Initiator or some other other officer who was prescribed in the workflow.

*Draft file, Letter and Memo all are created and sent in same way.

** For any type of file Basic precaution in workflow is one should define the flow of file from the initiator

of the file to top boss and return path of the file also. Otherwise file will be closed at the final approver if he

click on “send” it.

How to search a file?

✓ Click on ‘Search’. Click on ‘Search file’. At ‘attribute’ File number, change ‘is’ as ‘contains’ and enter

file number in the box and click on ‘Search’ below that line.

✓ That file will be displayed there. Click on it and peruse it if any.

✓ There many search criterion not only using ‘File number’. But also with ‘Created by user’, ‘File user

status’, ‘subject’ etc…

17

18

How to move a file to cabinet?

Access the required file.

Click on ‘Move to cabinet’.

Give ‘Resubmission date’. Then file will be moved to the ‘Cabinet’

How to take print of a file?

✓ After accessing the required file, you will find ‘Print’ on the right of the bottom of the screen. Click on

‘Print’ and Click on ‘Notings with private(HTML)’, file will be opened in new tab in same browser.

Click ‘Ctrl+P’, then a ‘print preview’ will be opened. Now one can take a print or save a PDF copy etc..

19

20

Click ‘ctrl+P’, then appears as follows.

21

Case2 : Note file?

The Chief Engineer/Telecom& IT wanted to procure SAP software from M/s SAP India

Existing procedure is as follows.

◆ Draft Note for that purpose is prepared by the AE and then the Draft Note will be circulated up to CE. If

there are any corrections, it will be corrected at various levels and again circulated from AE to CE.

◆ Then a fair note is prepared by the case worker and that fair note will be moved with the signature of CE

and circulated among Board members. Usually Note will be approved.

◆ After note approval, note effect such as “Letter” is to be written. A Draft letter will be prepared by the

case worker or AE and circulated among ADE,DE,SE and up to CE. After necessary corrections,

CE/Telecom will write a ‘Letter’ to M/s SAP India and sends copies to the concerned.

How to execute the above case in FLM application.

Step 1: Draft note preparation by concerned case worker or AE or ADE.

22

After accessing FLM,

➢ Click on ‘Create’ on the left bottom of the screen. (Clear the “Cache” daily).

Click on ‘Create file’, click on ‘AP Transco’ and select the file type

‘Draft file’. (If the initiator feels that there will be no correction at all in that

file, initiator can directly open ‘Note’ file. In that case initiator should be CE or HoD or his/her assigned

officer)

➢ Then you will be moved to Draft file screen. There, fill in all the blanks of basic information of the file

and ‘Save’ it. Then a file number will be generated to that file.

➢ Type or copy and paste draft note in the ‘Description’ and save it.

➢ Click on Documents attachment symbol (Paper pin symbol) and attach all the required supporting

documents if any and save it.

➢ Then add processors in workflow screen. Save all the action and write comment if any in the notings area

and ‘post’ it.

➢ Write noings/Private note in specified area and click on ‘Post’. Your Notings/ comment is saved on your

name below the Notings box. Attach any documents further required. Save it by clicking on ‘Save’

button.

➢ Now there are 4 options in the bottom right corner such as PRINT, SAVE, SEND, CLOSE FILE . Click

on SEND and then on ‘SEND FILE’. Then that file will be displayed in the ‘Sent’ folder in the main

screen.

➢ Now file is moved to the next processor and so on file moves to the CE. Any corrections proposed

cannot be done in the ‘Description’ since ‘Description’ is not editable. Corrections are to be proposed

using ‘Notings’ box. CE or HoD or his/her assigned will consolidates all the changes proposed in the

Notings area by various officers and suggests final corrections, approves the draft file and sends back to

the initiator to run a fair note.

Step 2:

Based on the approved comments, Initiator creates now a new file type ‘Note’.

➢ After generation of file number to the ‘Note’, fair note is put in the ‘Description’. Initiator should not

write comment in Notings section for the file types ‘Note’ and ‘Continuation note’ and sends to the CE

directly without putting designation of CE in the ‘Description’. Earlier draft file or fair of the above

‘Note’ outcome file such as Memo, U.O. or Letter or any other relevant document can also be attached.

➢ CE will put a comment ‘Submitted for approval’ in Notings area and save the action. Then CEs

designation and signature appear in the fair note and then it will be sent to the concerned director and

then circulated among board, sent back to the CE. All comments, signatures can be seen only by clicking

23

on ‘print’ , then ‘Notings with private’. Can take a print by clicking ctrl+P or can save PDF copy of the

Note. CE again send it to Initiator or immediate lower officer.

➢ Now the note is approved and note outcome such as Letter, or Memo,.etc is be written.

Step 3:

➢ Initiator again opens a new file type ‘Draft file’ to prepare outcome of the above approved note to

prepare a Draft for approval to prepare a fair copy of ‘Letter’ and runs in the same manner as that of

‘note’ except initiator can write comment in Notings area. Initiator should also write Designation of CE

and should indicate with //signature// in the ‘Description’ where the CEs signature should be placed by

the system.

➢ When CE changes the file user status as ‘Final signature’ and saves action, CEs signature will be put in

the fair letter and description will freeze and signature cannot be changed. Fair copy with signature can

be seen only by clicking on ‘print’ , then ‘Notings with private(HTML)’. Can take a print by clicking

ctrl+P or can save PDF copy.

➢ CE sends that letter to the initiator and initiator attach all the processors in parallel to whom that letter is

marked.

Step 4:

➢ If that letter is addressed to the outsider of AP Transco, we can’t send it through FLM. One has to send it

through ‘India post’ or other mode.

➢ Before sending it to the outsider, create an ‘Outward Daak’ , attach saved PDF copy of letter to ‘Outward

Daak’. It is not necessary to add workflow to “Outward Daak’’ since we cant send any Daak to the

outsiders using FLM.

Caution:

1) In the ‘Description’ of file types ‘Note’ and ‘Continuation Note’, should not write Designation of HoD.

Designation and signature are appended to the ‘Description’ when that HoD write a comment in Notings,

post and save it.

2) For the file types ‘Note’ and ‘Continuation Note’, file initiator should not write any comment in note area

if the file initiator is other than HoD. If he/she writes in note area, his/her signature appears in place of HoD

signature. If HoD himself send a ‘Note’ to the board members, then HoD must write comment in ‘Notings’

area.

3) In all file types except ‘Note’ and ‘Continuation Note’, who ever changes the ‘File user status’ as ‘Final

signature’ and save it, that officer’s signature will appear in the ‘Description’ at //signature// and document

will freeze. That signature can’t be seen directly in the ‘Description’, but in Print preview.

4) Initiator only can ‘Close’ any file. But do not close ‘Note’ or ‘Continuation Note’ since it may have

recurring function.

24

5) If any FLM user is relieved or joined, it should be intimated immediately by the incumbent or by the

controlling officer to the HCM core team and TECHNICAL core team. Otherwise designation will not

change to new position.

6) A file created but not sent to anyone will be in ‘Draft’ folder.

**Note: 1) Use Mozilla Firefox browser for working with FLM.

2) Every FLM user should have installed ‘Team Viewer 12’ software in

his/her desktop or Laptop for remote access facility by FLM core team

to clear doubts.

CONTACT DETAILS

For any FLM user joined to new post or attained superannuation or relinquished charge, it should be

intimated immediately by the concerned controlling officer with relevant orders to

V.V.Narayana, PO, HCM team Cell: 8500200153.

E-mail: hcmone@aptransco.gov.in

For any queries regarding Forgot password or reset/resend password, please contact

SriKameswara Dev, ADE, Technical team Cell: 8500200106.

Jaya Balakrishna, ADE, Technical team Cell: 7386953914.

E-mail: techlead@aptransco.co.in

For any queries regarding functioning of FLM, please contact

T.V.Krishna Rao, EE, Team Lead Cell: 9440811016.

V.Narendra Babu, ADE, FLM core team Cell: 9676741690.

U.Krishna, AE, FLM Core team Cell: 9490154079.

E-mail: flmsupport@aptransco.gov.in

❖ All the manuals, FAQs and Videos are loaded in the FLM initial screen.

❖ Videos can be played using VLC player.

25

Regadrs

FLM Core Team