How To Merge Files In eOffice​? All About File Merge - Demerge

In this guide, I'll walk you through the entire process of merging files in eOffice, along with important considerations and related actions.

What is File Merging in eOffice?

File merging in eOffice allows you to combine two or more physical files into one main file. This feature helps streamline documentation, reduce redundancy, and improve file management. It's particularly useful when you're dealing with related subjects or ongoing matters that were previously maintained in separate files.

Important Points Before Merging Files

Before you begin the merging process, keep these key points in mind:

• File merging is only available for physical files (not electronic files)
• The physical file must be present in your Inbox (in the received state) or Created folder
• The main file and files to be merged must belong to the same dealing section as your logged-in user
• Files to be merged must not have any attached files/receipts or already merged files

Step-by-Step Guide to Merge Files in eOffice

Option 1: Merging from File Inner Page

1. Click to open a physical file from your Inbox/Inbox Folder/Created list
2. Click the "Merge File" submenu under the "More → Merge" menu to open the Merge File page
   

3. Select the files you want to merge from the panel showing a year-wise searchable listing of files
   

4. Click "ADD" to move selected files to the Merge File panel
5. Select the radio button adjacent to added files to change the Main File (by default, the opened file is selected as the main file)
   

6. Click the "Merge" button
7. Enter mandatory remarks in the "Reason for Merging" pop-up
   

8. Click "OK" to complete the process

What Happens After Merging?

Once the merging process is complete:

• The selected physical files will be merged into the main physical file
• Merged files will be removed from their current location
• Merge file details will be maintained in the Merge Details of the main file
• You'll have options to De-merge merged files of the same dealing section

Managing Merged Files

Viewing Merged File Details

To view details of merged files:

• Open the physical file to view the file's inner page
• Click the "Merged Detail" submenu under the "More → Merge" menu
• You'll see the list of all files merged with the main file

De-merging Already Merged Files

If you need to separate previously merged files:

Ensure the main file is in your Inbox/Inbox Folder/Created list
Files must be present as Merged File in the Merged Detail Page of the physical file
Only users from the dealing section of the main file can de-merge files

1. Open the physical file from Inbox/Inbox Folder/Created
2. Click the "Merged Detail" submenu under the "More → Merge" menu
   

3. Select the files you want to de-merge and click "Demerge"
   

4. Enter mandatory remarks in the confirmation pop-up
5. Click "OK" to complete the de-merging process

💡Demerge Files Detail will be maintained at the Merged/Demerged tab in File history Details of Main File. 

Merging with Another File

You can also merge already merged files with another file:

• Ensure the main file is in your Inbox/Inbox Folder/Created list
• Files must be present as Merged File in the Merged Detail Page
• The file is to be merged with another file, and the main file should be from the same dealing section

1. Open the physical file to view the file's inner page from Inbox/Inbox Folder/ Created
2. Navigate to the Merged Detail submenu under the More → Merge menu. 
3. Select files and click "Merge with Another."
   

4. Select the destination file from the list and click "Submit."
   

5. Enter mandatory remarks and click "OK."

Tracking Merge History

The eOffice system maintains a detailed history of all file-merging activities:

• Merged history is displayed under the Merged/Demerged tab of the File History section
• You can view details like which files were merged, when they were merged, and by whom
• Note that merged history may not be maintained if merged files are de-merged without any movement of the file

Final Thoughts

The file merging feature in eOffice is a powerful tool for organizing and managing related documents. By following the steps outlined above, you can efficiently combine physical files, track their history, and even separate them if needed. Remember that proper documentation is essential during the merging process, so always provide clear and descriptive remarks when prompted.

Keep in mind that this feature is limited to physical files and requires specific permissions, so ensure you have the necessary access rights before attempting to merge files in your eOffice system.