CollabFiles

Collabfiles
Suite

National Informatics Centre

Telangana State Centre
Ministry of Electronics & Information Technology
Government of India
 CollabFiles
Collabfiles Suite

1. USER MANAGEMENT
User Management section describes

User Login
User Profile

1.1. User Login

User can login into the “CollabFIles” with the PARICHAY & JANPARICHAY user ids.
Enter “USER NAME” , “PASSWORD” & Click on “NEXT” button
System will redirect to the Home Page of the CollabFIles after successful login.

1.2. Update User Profile

The following User details can be updated using “Update Profile” option
o Organization
o Ministry
o Country
o State
o District
o City
o Address and
o Pincode

2. CREATE & MANAGE (Files & Folders)

Files & Folders can be created in CollabFiles
Files such as “Document, Spreadsheet & Presentation” can be created using “Create File” option
“Create Folder” option can be used to create folders
Files can be uploaded from the local desktop to CollabFiles platform using “UPLOAD” option

2.1. Create Document

New Document can be created by using “ ”radio button under “Create File” option
Enter “File Name”, Select “File Type  Document”, and Select “Under Folder” from dropdown.
“ROOT” is the default folder location
Enter “Key Words” & Click on “Create File” button & after successful creation of the document,
document will be opened in edit window.

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Collabfiles Suite

2.2. Create Spreadsheet

New Spreadsheet can be created by using “ ”radio button under “Create File” option
Enter “File Name”, Select “File Type  Spreadsheet”, and Select “Under Folder” from dropdown.
“ROOT” is the default folder location
Enter “Key Words” & Click on “Create File” button & after successful creation of the spreadsheet,
spreadsheet will be opened in edit window.

2.3. Create Presentation

New Presentation can be created by using “ ”radio button under “Create File” option
Enter “File Name”, Select “File Type  Presentation”, and Select “Under Folder” from dropdown.
“ROOT” is the default folder location
Enter “Key Words” & Click on “Create File” button & after successful creation of the presentation,
presentation will be opened in edit window.

3. Manage Folders
The following options can be done using “Manage Folders” option
o Create Folder – New Folder can be created
o Open Folder – Existing Folder can be opened / viewed
o Share Folder – Folder can be shared with the recipients for Permanent period / Limited
period
o Withdraw Folder – Shared folder (either in Permanent / Limited) can be withdrawn
o Rename Folder – Folder name can be modified
o Move Folder – Folder can be moved from one folder to another folder
o Delete Folder – Folder can be deleted

4. Dashboard
Dashboard consists of System Folders (Blue Coloured) & User Created Folders (Yellow Coloured)
System Folders
o ROOT – Default Folder. If the user creates any file without specifying any folder (user
created), such files will be stored in Root folder
o Received Folders – Consists of the Folders received from different users categorized by the
sender name
o Received Files – Consists of the Files received from different users categorized by the sender
name
o Transferred Files – Consists of Ownership transferred files

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 CollabFiles
Collabfiles Suite

Abstract consists of
o Total Files – Total created Documents, Spreadsheets & Presentations
o Documents – Total created Documents
o Spreadsheets – Total created Spreadsheets
o Presentations – Total created Presentations
o Shared – Total Shared Documents, Spreadsheets & Presentations
o Received – Total Received Documents, Spreadsheets & Presentations
o Collaborated - Total Collaborated Documents, Spreadsheets & Presentations
Action Items

Author of the files can perform the following Actions on the file.

o Open – Opens the file

o Copy – Creates a duplicate copy of the file in Same / Different folder
o Share – Allows the user to share the file to other users.
o Public Share - Creates Public shareable link for a given file and sends E-Mail
notification to the author of the file for ready reference. Deactivation of already
existing Links can be performed with this option.
o Key words – Add / Modify / Delete keywords
o Move – File can be moved from one folder to another folder.
o Rename – File can be renamed
o Transfer
Transfer action button enables the author to transfer the ownership of the file to
another user. Once the transfer is enabled the author cannot perform any actions on
the file except Revoke. The Revoke also is possible till the other user to whom the file
is transferred accepts the file. Once the file is accepted by the user to whom it is
transferred then the transferee dash board will not display the file. If the transferred
file is revoked by the Author before the User to whom it is transferred then the file
will be retained in the Author’s dash board.
o Delete – File can be deleted and user can restore whenever required or can delete
permanently
o Archive – Unused / rarely used can be archived and can be moved to dashboard and
start working whenever user required
o Withdraw – The file sharing can be withdrawn from all/selected users by the author at
any point of time irrespective the Share type i.e., Permanent or Limited.

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Collabfiles Suite

o Send reminder – A reminder can be sent as an E-Mail notification to all/selected users.

o Revise Permissions - The file shared in different modes can be revised from all/selected
users by the author at any point of time i.e., Permanent to Limited or Editable to Read –
Only and vice versa
o Notifications

E-Mail notification and SMS notifications will be sent to the author as well as the users
in the following cases:
When the file is shared
When the file is renamed
When the file is deleted
When the file is archived
When the file is transferred
When the Public Shareable Link is created, in this case the notifications will be
sent to Author only.
When the file Share is Withdrawn
When the Reminder is sent
When feedback submitted by the user is replied by the CollabFiles team.

5. Search
Files can be searched using
o Email id of the Author
o Keywords
o File Name
o File Type
o Under Folder
o Between Dates (From & To)

6. Import and Export

Files created in the CollabFiles application can be exported to local System in
different formats. The files which are available in the Local system can be imported to
CollabFiles application.
a. Documents
The Documents created in CollabFiles platform can be exported to local system in
different Industry Standard Formats like .docx, .pdf,txt etc.
Version History will be created with a gap of 10 second after exiting of all the users
working on the document synchronously.

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Collabfiles Suite

b. Sheets
The Sheets created in CollabFiles application can be exported to local system in to .xls,
.xlsx etc., formats.
c. Presentations
The Presentation created in CollabFiles platform can be exported to Local System in
different Industry Standard formats .ppt, .pptx, .pdf, .jpg, .png etc.
d. PDFs
The PDFs received from other Users in CollabFiles platform can be exported to local
system.
e. Upload
 Files can be uploaded from local system to CollabFiles using “UPLOAD” option.
 Maximum allowed file size is 50 MB to upload and then content can be added to
the uploaded Document, Spreadsheet or Presentation
 Allowed formats are DOC, DOCX, XLS, XLSX, PPT, PPTX and PDF

7. Gov Apps Integration

The files which are created in CollabFiles platform can be seamlessly transferred to
GovApps which are Parichay authenticated viz., e-Office, Tejas, GovDrive, Sandes, NIC Forms,
AI Tools & eSign for further activities in the respective applications. CollabFiles platform is
integrated with NIC E-Mail and NIC SMS.

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