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FAQ's

  • CollabFiles is a web-based, cloud-enabled and scalable platform to create and manage Documents, Spread sheets & Presentations 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 and collaborating Documents, Spreadsheets & Presentations.

  • CollabFiles is a secured & scalable platform
  • Single sign on Parichay & JanParichay authenticated
  • Integrated with other government apps for ease of integration
  • Securely accessible as it is hosted in Government Data centre

  • A centralized platform for Govt. Officials and employees to create collaborated and manage office documentation such as documents, spreadsheets & presentations etc
  • Role-based access to share and collaborate on documentation
  • Integrated services of office documents through other Govt. Platforms such as Sandes, SMS, e-Office, NIC email, Gov-Drive, Tejas, eSign, AI Tools, NIC Forms & PDF Tools
  • Portability of documents to industry standard formats such as xml, txt, docx, xlsx,pptx, odt and so on
  • Keep a record of sharing of files
  • Collaborated edit of files
  • Secured access to files through Govt issued e-mail id
  • Preserve files and retrieve them for future usage and reference
  • Archival of files based on a prescribed archival policy
  • Highly available system with zero down time

  • Parichay & JanParichay Integration / Authentication
  • User Profile
  • Create, Manage Files & Folders
  • Create & Upload Documents, Spreadsheets & Presentations
  • Export & Import Files
  • 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
  • Search
  • Address Book
  • Gov App Stack Integration
  • User Feedback management
  • Mobile App
  • Archive Files
  • Delete Files

  • To create File (Document, Spreadsheet, Presentation), click on “CREATE NEW” 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”
  • To create Presentation, select “File Type as PPT”

  • Online Document module
  • Create, View, Format & Edit Documents
  • Auto-Save
  • Print
  • Share documents (Read-only or Edit mode)
  • Share document for specific period or permanent.
  • Share the file through Email ID / Address Book Id, Email Group Id, 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

  • Online Spreadsheet module
  • Create, View, Format & Edit Spreadsheets
  • Auto-Save
  • Print
  • Share Spreadsheet for specific period or permanent.
  • Share Spreadsheet (Read – only or Edit mode)
  • Share file through Email ID / Address Book Id, Email Group Id, Sandes and eOffice
  • Collaborated Spreadsheet Edit
  • Withdraw shared file
  • Protect spreadsheet (Entire workbook / select range of cells)
  • Export / Download to local system as xlsx, csv, pdf, jpg etc
  • Import xls, xlsx files from desktop

  • Online Presentation module
  • Create, View, Format & Edit Presentations
  • Auto-Save
  • Print
  • Share Presentation (Read-only or Edit mode)
  • Share Presentation for specific period or permanent.
  • Share the file through Email ID / Address Book Id, Email Group Id, Sandes and eOffice
  • Collaborated Presentation Edit
  • Withdraw shared file
  • Export / Download to local system as standard file formats including ppt, pptx, pdf, jpg etc.
  • Online Chat

  • 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 at times when file name is not known.
  • Keywords can be added / modified while creating the file or at any point of time after the file is created.

  • Entire Workbook or Sheet or specific Column or specific row or Single cell or range of cells can be protected
    • Protect Workbook to control user’s manipulations with the workbook and to prevent unwanted changes to the workbook structure.
    • Protect Sheet to control user’s actions within a sheet and to prevent unwanted changes to data.
    • Protect Range to protect ranges by restricting or prohibiting their editing. The editing rights can be granted to certain users. Users with no editing rights will be able to just view the protected range but they can edit the rest of the spreadsheet provided they have full access rights for the file.
    • Use the Protection tab checkboxes to lock or unlock quickly the sheet contents in a protected sheet.
  • To Protect Workbook
    • Click on “Protection” tab
    • Click on “Protect Workbook”
    • Enter Password
  • To protect sheet,
    • Click on “Protection” tab
    • click on “Protect Sheet” option
    • Sheet can be protected with
      • Allowing ranges
        • Use “Allow Edit Ranges”
        • Click on “New”
        • Select the range
        • Enter Password
        • Without Allowing any edit - Enter Password
  • To protect Range,
    • Click on “Protection” tab
    • click on “Protect Range” option
    • Allowing ranges
    • Click on “New”
    • Select the range
    • Assign the User (Users list will be populated only for the shared files)

  • File can be shared using SHARE option
  • File can be shared via
    • Email Id / Address Book Id
    • Email Group Id
    • Sandes
    • govDrive
    • eOffice

  • Click on Share button and
  • Select “Email Id” as sharing type
  • Enter Email ID / Group Name consists of emails (Address Book Id)
  • 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 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 to 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
  • Note: File can be shared to SINGLE / GROUP of Users at a time.

  • File can be withdrawn at any time from any user
  • To withdraw a shared file, click on “Withdraw” option
  • Select User(s) and
  • Click on Withdraw button

  • An email & sms 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, shared by the author

  • Version History shows "Who did What"
  • Version History can be seen using "Version History" option under Collaboration tab in Document / Spreadsheet / Presentation

  • 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 to a Group of Users at a time
  • While sharing the file to individual users, a comma separator should be used to enter multiple users i.e. email id / mobile number. To avoid entering the same list of email ids/mobile numbers, We can create Email id group or mobile number group to share all the group 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

  • Sandes (Government Instant Messaging System) – where a user can share the files created on CollabFiles platform to the user mobiles which are installed with Sandes App (downloadable from Play Store)
  • Tejas (A visual Intelligence Tool) – The sheets created on CollabFiles platform can be seamlessly shared with Tejas Platform and different Visuals in the form of Graphs can be created
  • e-Office (A Digital Work Place Solution) – The files created on the CollabFiles platform can be shared to e-Office platform and further process of Receipt creation etc. can be performed by attaching the files received from CollabFiles platform
  • NIC E-Mail - Notifications on the activities carried on CollabFiles platform such as Share, Rename, Ownership Transfer etc. will be sent to the specified Mail-Ids
  • SMS - Notifications on the activities carried on CollabFiles platform such as Share, Rename, Ownership Transfer etc. will be sent to the specified Mobile No.s
  • Gov Drive (Work Space where Users can store their files) – The files created on CollabFiles platform can be seamlessly shared to Gov Drive.
  • AI Tools (Tool to translate the text from source language to target language) – Using the AI Tools embedded in the CollabFiles platform text can be translated from language to another and can be pasted to the Documents, Spread Sheets and Presentations.
  • eSign - PDF Files can be electronically signed for further authentication

  • a. Open File
    Opens the file
  • b. Copy
    When a file is copied the new file will be created in the same folder with the contents of the source file.
  • c. Share
    For sharing the file to users.
  • d. Public Share
    Creates Public shareable link for a given file and sends E-Mail notification to the author of the file. Deactivation of already existing Links can be performed with this option.
  • e. Key words
    Entering or editing / deleting the keywords associated with the file.
  • f. Move
    The Move action button move the source file from one folder to another folder.
  • g. Rename
    File can be renamed using Rename action button.
  • h. 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.
  • i. Delete
    The Author can delete the file by using appropriate Action Button which moves the file in to trash. The author can further delete the file permanently from the Trash or restore the file to the folder from which it is deleted.
  • j. Archive
    The Author can Archive the file by using the appropriate action button. The file will be moved in to archived folder and will not appear in the dash board. Usually the files which are not used for a quite long time either, or which are only used for a specific period can be archived. A policy may get framed to Archive the files automatically from the User Dash board which are not accessed for a specific period. The period of inactivity will be defined in the policy. Or an option may be given to the user to specify the period of Inactivity so that the files which are inactive for the specific period mentioned will be moved to Archive folder. The Author cannot perform any activity on the Archived file. The Archived file can be brought back to the dash board by the author at any time and after doing so can perform different actions on the said file.
  • k. Withdraw share
    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.
  • l. Send reminder
    A reminder can be sent as an E-Mail notification to all/selected users.
  • m. 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.

  • Central Government Ministries & Departments
  • State level Departments
  • Administration in Union Territories
  • Public Sector Undertakings
  • Districts and Sub-District offices Urban & Rural Local bodies
  • Scientific Departments and R & D Institutions
  • Universities &NKN connected institutions

  • Use “Create New” option
  • Click on “Upload” option
  • Select Folder
  • Click on Upload button
  • Select the file and upload
  • Similarly file can be drag & drop on to the selected or opened folder

  • .doc, .docx,.xls,.xlsx , .ppt, .pptx and .pdf 

  • 50 MB is the maximum allowed size to upload and then content can be added or deleted in documents or spreadsheets or presentations

  • Translate – Text can be translated from one language to another language
  • Transliterate – Text written in phonetic can be converted into English language
  • Document Summary – Provides summary of the document

  • ROOT - Root is the default system folder. Files created without specifying any folder will be available in the root folder
  • Received Files - The received files contain all the files received from various users categorised by the sender name
  • Received Folders - The received folders contain all the folders received from various users categorised by the sender name
  • Transferred Files - The transferred files contains all the ownership transferred files.

  • In case the author choses to keep the file ready for sharing at a later point of time. This option can be used. The author generates and shares the public link over a mail to the trusted contacts

  • Yes, System asks for user profile updation in very first login

  • File / Folder Name length allowed is 100 characters

  • Yes, Use “SELECT” check box to select the multiple files

  • Move
  • Archive
  • Delete and
  • Transfer

  • Select Cells / Columns / Rows
  • Right Click and Set column width as AUTO ADJUST

  • Use “Download As” option under FILE menu from any editor

  • Yes, The author has the permission to withdraw any file at any time whether the file is shared for Permanent period or for limited period

  • File Search can be done by
    • Email Id of the author
    • Keywords
    • File Name
    • File Type
    • Under Folder
    • Between dates

  • User will be notified with an Email & SMS for the following file actions
    • Share
    • Public Share
    • Rename (if the file is shared)
    • Withdraw
    • Delete
    • Archive
    • Send Reminder
    • Transfer of Ownership

  • File deleted will be available in TRASH folder.
  • User can Restore or Delete Permanently

  • No, file will be withdrawn automatically if file deleted or archived

  • Yes, multiple users can edit a file at the same time. Edits are updated in real-time, and user can see the cursors and edits of others as they happen.

  • Highlight the text you want to comment on.
  • Click the Add Comment button under Insert tab
  • Type your comment and click Comment.

  • Yes, different elements can be added into the document
  • To insert Images: Go to Insert > Image.
  • To insert Tables: Go to Insert > Table and select the size.
  • To insert Links: Highlight the text, then go to Insert > Hyperlink.

  • Go to Plugins
  • Use Speech Input option

  • Use the toolbar at the top to bold, italicize, underline, or change fonts and sizes.
  • You can also apply headings, bullet points, and alignment through the toolbar.

  • Click on a cell where you want to input the formula.
  • Type an equal sign (=) followed by the formula
  • Press Enter to execute the formula.

  • Highlight the cells you want to format.
  • Click on Conditional formatting icon
  • Set the formatting rules based on the requirement
  • Choose the formatting style and click Ok.

  • Yes, select the date
  • Select Insert tab and click on Chart option
  • Select the Chart type from the dropdown as per the requirement

  • Yes, Use Plugins tab for different add-ons

  • Select the data you want to filter.
  • Go to Home tab
  • Click on Filter icon
  • You can then use the filter icons to sort or filter specific data points.

  • Select the data range
  • Go to Insert tab
  • Click on Pivot table option
  • Set up the rows, columns, and values in the Pivot Table Editor to organize and summarize your data.

  • PDF file can be authenticated with Author based eSign
Copyright 2023 CollabFiles. All rights reserved Version: 2.2.4 Last Updated : 30 Nov 2024
Copyright 2023 CollabFiles. All rights reserved.