Available at :

http://servicevoter.nic.in/
 Table of Contents

 Introduction-------------------------------------------------------------------------------------------------------5
 Purpose of the System------------------------------------------------------------------------------------------5
 Features-------------------------------------------------------------------------------------------------------------5
 Key Users-----------------------------------------------------------------------------------------------------------6
 Prerequisites------------------------------------------------------------------------------------------------------6
 System Work Flow-----------------------------------------------------------------------------------------------7
 System Details----------------------------------------------------------------------------------------------------9
 How to Login------------------------------------------------------------------------------------------------------9
 Officer Login--------------------------------------------------------------------------------------------------9
 ECI Login -----------------------------------------------------------------------------------------------------10

 User Roles & Responsibilities-------------------------------------------------------------------------------11

Overview-----------------------------------------------------------------------------------------------------11
1. ECI ADMIN----------------------------------------------------------------------------------------------15
1.1 Dashboard---------------------------------------------------------------------------------------15
1.2 Main menu for ECI----------------------------------------------------------------------------19
1.3 View Nodal Officers List---------------------------------------------------------------------20
1.4 Create Nodal Officer-------------------------------------------------------------------------22
1.5 Edit Nodal Officer Details-------------------------------------------------------------------24
1.6 Approve/Reject Finalized request--------------------------------------------------------24
1.7 Approve/Reject De-Finalized request---------------------------------------------------25
1.8 Deactivate Nodal Officer--------------------------------------------------------------------26

2. NODAL OFFICER--------------------------------------------------------------------------------------28
2.1 Dashboard---------------------------------------------------------------------------------------28
2.2 Main menu for Nodal Officer--------------------------------------------------------------29
2.3 View Profile-------------------------------------------------------------------------------------30
2.4 View Record Officer List---------------------------------------------------------------------34

2017 Page 2
 2.5 Create Record Officer------------------------------------------------------------------------34
2.6 Edit Record Officer Details------------------------------------------------------------------35
2.7 Finalize/ Definalize Record Officers request-------------------------------------------36
2.8 De-Activate Record Officer-----------------------------------------------------------------36

3. RECORD OFFICER--------------------------------------------------------------------------------------38
3.1 Dashboard---------------------------------------------------------------------------------------38
3.2 Main menu for Record Officer-------------------------------------------------------------39
3.3 View Profile-------------------------------------------------------------------------------------40
3.4 View the list of Unit officers----------------------------------------------------------------41
3.5 Create Unit Officer----------------------------------------------------------------------------41
3.6 Edit Unit Officer--------------------------------------------------------------------------------42
3.7 Finalize / Definalize Request---------------------------------------------------------------43
3.8 Deactivate Unit Officer----------------------------------------------------------------------43
3.9 View Forms--------------------------------------------------------------------------------------44
a) Incomplete Forms------------------------------------------------------------------------44
b) Request For Deletion--------------------------------------------------------------------45
c) Request for Transfer---------------------------------------------------------------------46
d) Application Status------------------------------------------------------------------------47
e) Accepted forms---------------------------------------------------------------------------48
f) Enrolled Voters----------------------------------------------------------------------------49
3.10 XML----------------------------------------------------------------------------------------50
a) Upload XML----------------------------------------------------------------------------------50
b) Download Acknowledgement----------------------------------------------------------51

4. UNIT OFFICER------------------------------------------------------------------------------------------53
4.1 Dashboard---------------------------------------------------------------------------------------53
4.2 View Profile-------------------------------------------------------------------------------------53

2017 Page 3
 5. CHIEF ELECTORAL OFFICER (CEO)-----------------------------------------------------------------56
6. DISTRICT ELECTION OFFICER (DEO)--------------------------------------------------------------59
7. ELECTORAL REGISTRATION OFFICER (ERO)----------------------------------------------------63
8. FORM 3 (For MEA)------------------------------------------------------------------------------------67

2017 Page 4
 Introduction
The purpose of this manual is to present a detailed description of the online Service Voter
Registration System (servicevoter.nic.in) and to facilitate all the users of the system by making
them aware of each and every system details and how it works in a step by step manner.

 Purpose of the System

This software system will be a Web Application System for registration of Service Voters by the
Nodal Officer of concerned Forces. This system is designed to allow the Nodal/Record/Unit
Officers to register the Service personnel as a Service Voter online, they can regularly update
the information like: Update Record/Unit Office details of each service voter, modification of
service voter details, notifying those service voters who are about to retire or are no more in
service for some or the other reasons.

More specifically, this system is designed to allow State ECI Officials to keep and
maintain clean and up-to-date E-Roll of Service Voter. ERO’s can accept (“OK”) the forms online
and add the service voter to their last part in the E-Roll, as well as flag the forms as “NOT OK”
by mentioning the reason in case the form is found incomplete. In such case the
Nodal/Record/Unit Offices will be notified for providing the correct information which will be
again checked by the ERO’s.

 Features
 Processing of electoral forms
 Maintain electoral rolls
 Communication between EROs across ACs and States
 Simultaneous addition and deletion process

2017 Page 5
  Connected with single source of online forms acceptance (through servicevoter.nic.in), it
provides real time monitoring of progress of the form processing (Status of the forms
submitted )
 In case of deletion, proper records of deletion, notices are generated, issued and notice
served details captured.
 Easy to use Dashboard for DEOs, CEOs, ECI officials and EROs themselves for single
window view

 Key Users

The key users of the system include:

1. Administrator(ECI)
2. Chief Electoral Officer (CEO)
3. District Election Officer (DEO)
4. Electoral Registration Officer (ERO)
5. Nodal Officer
6. Record Officer
7. Unit Officer

 Pre-requisites
The system is web-based and requires PC with Internet connectivity and web browser
such as Internet Explorer or Google chrome to access the system. Simple internet
browsing knowledge is required on the part of the user. For printing certain forms and
acknowledgements the user will require a printer and to upload & forward them again a
scanner may be required

2017 Page 6
 System Work Flow
Workflow of the system is given below.

The workflow of the system starts with the creation of Nodal Officer(s) by ECI
Administrator.
The Nodal Officer creates Record Officer(s) of his wing. The Record Officer in turn
creates Unit Officer(s). In ETPBS e-postal ballot is sent to Unit Officer and e-pin to Record
Officer by the Returning Officer. So, record and unit officer plays important role in ETPBS.
Now, the record officer prepares XML as provided by ECI that contains list of Service Voter
to be registered. Each XML belongs to a single Unit Office and Record Office who receives
the e-postal ballot and e-pin for the registered servicer voter of their Unit Office during
election. After preparation of XML Record and Unit Office wise, the XML is uploaded on the
registration portal (servicevoter.nic.in) by the record officer. After uploading the XML an
XML Acknowledgement is available for download with Registration Number.
As most service voters are not aware of their Constituency Name, they only provide the
State name, District name and their address. These forms are then available on respective
DEO (District Election Officer) login. DEO then assign Assembly Constituency based on the
address provided by the service voter and the form is then visible to the concerned ERO. In
case the Assembly Constituency could not be identified due to some or the other reason

2017 Page 7
 (such as Incomplete Information in the form etc.) then DEO returns back the form to the
respective wing. Or if the address corresponds to some other district within his state then
DEO may forward to other district.
After assigning Assembly Constituency, the form is then visible to ERO. ERO then
examines the form. If he found the form incomplete (due to missing information) then the
form is returned back to respective wing on just a single click. There may be a case where
the Assembly Constituency assigned by DEO may not belong to the ERO then, ERO may
return the form back to DEO stating the reason. In case, the address mentioned on the form
belong to some other Assembly Constituency within the same District, then ERO my
forward to other Assembly Constituency mere by selecting the AC from dropdown stating
the reason as well. And if, the details mention in the form is found to be correct, then ERO
may accept enrolment. The final registration is not yet complete yet. The form accepted by
ERO is then visible to the Record Officer. The Record Officer the view the form accepted by
ERO and prints the form (2, 2A or 3) there and signs the form. Then record officer scans the
form and upload there itself. The signed forms is then visible to ERO, ERO then checks and
verifies the form and pass order for enrolment. The same is notified to Record Officer about
the final enrolment of the service voter.
The record officer can view the incomplete form and update the information and submit
back to DEO or ERO. The record officer can also select the list of service voter from enrolled
voter and mark them for deletion in case the service personnel retires or is no more in
service or any other reason which restrict the personnel form being service voter. In case of
request for deletion the record officer will mark the service voter and take a print of the list
of the service voter and sign and upload the list. This list will be visible to ERO under the
request for deletion tab; there ERO can download the uploaded signed form for deletion
and accordingly delete the registered service voter from the last part of the E-Roll. Record
officer can also transfer service personnel from one record to another record officer or from
one unit to another unit office.

2017 Page 8
 System Details
The system starts with the below screen and there are two ways for login asshown below.

For Nodal/Record/Unit

For ECI Admin/CEO/DEO/ERO

 How to Login
There are 2 ways:
1. Officers Login

It is for Nodal, Record & Unit Officer. As you click on the “Officers Login”, following screen
appears. The nodal officer or the service voter will enter the ID and password and click on the
Login button for login.

2017 Page 9
2. ECI officials Login
This login is for CEO, DEO & EROs. The users may login using their respective IDs and
passwords.

2017 Page 10
 User Roles & Responsibilities

As this system has 7 main users, their role, responsibilities and actions have been definedin a
step by step manner below.

OVERVIEW

 ECI Admin
Creates Nodal Officer Login for each Forces

 Nodal Officer
Nodal officer is a single authorized officer of a Force in its Head Quarter who is in direct
contact with the ECI who will be providing all required details of its Force.
Actions
a. Update Nodal Office Profile (To be filled by nodal officer and then approved by Signing
authority through ECI Admin and then freeze the details- To be updated before 1st Jan and
1st July every year else block access. Will be unblock only after receiving the Letter from
the signing authority)
b. Specify Number of Record and Unit Offices (Static information, in case for update, need
permission from ECI Admin). In addition, specify number of Minimum and Maximum Unit
Offices under each Record offices.
c. Created Record Office
d. Approve Unit Office(s)

 Record Office:
Record Office maintains the data of all the Unit Offices and the service personnel of the
Unit Office. Record officer will upload the service voter of each Unit. In case Unit officer
uploads data of service voter, it needs to get approved by Record Officer. (All the action
performed by Unit Officer must be approved by Record Officer)

2017 Page 11
 Actions
a. Update Record Office Profile
b. Creates Unit Office (To be approved by Nodal Officer and then creates Login Id after
approval from Nodal Officer)
In case the number of unit officers exceeds the number of unit officer specified by Nodal
Officer, then record officer must intimate to increase the count of the Unit Offices through
his login.
c. Upload XML
d. Download Acknowledgement: After uploading the data through XML,
acknowledgement can be downloaded on a single click.
e. Confirm Accepted records by ERO: The forms accepted by ERO must be accepted by
Record Officer in order to include forms in the final E-Roll.
f. Update and Submit the form marked “NOT OK” by DEO/ERO
g. Flag the service voter who is about to retire after 6 Month or is no more in service
h. Update the Record/Unit Office in case the service personnel are transferred from one
record/unit office to another.

 Unit Office

Each service personnel reports to a Unit Office. All changes made by Unit Office must be
verified by the Record Officer

Action
a. Update Unit Officer Profile (To be verified by Record Officer)
b. Upload XML (To be verified by Record Officer)
c. Update and Submit the form marked “NOT OK” by DEO/ERO (To be verified by
Record Officer)
d. Update the Record/Unit Office in case the service personnel are transferred from
one record/unit office to another. (To be verified by Record Officer)

2017 Page 12
  DEO: District Election Officer

Action
a. Assign Assembly Constituency:
b. Mark as “NOT OK”
c. Transfer to other DEO

 ERO: Electoral Registration Office

Action
a. Accept the form
b. Mark as “NOT OK”
c. Transfer to other AC of same District
d. Transfer back to DEO

 CEO: Chief Electoral Officer

Input/Data

a. View the total Forms Received

b. View the total Forms Accepted
c. View the total Forms marked as “NOT OK”
d. View the overall status of the forms received

These functions and actions taken by every user have been explained below in detail.

2017 Page 13
2017 Page 14
1. ECI ADMIN
If the ECI will login following dashboard will appear.
1.1 Dashboard
It shows all the counts for nodal officers, record offices, unit offices and also the Number of
forms submitted, accepted, signed forms uploaded, enrolled voter registered, incomplete
forms, forms for deletion etc.

The first section of the dashboard has 3 counts corresponding to number of nodal officer,
record officer & Unit officers
Total number of
record officers

Total number of nodal

Total number of unit
officers including all
officers in all forces
the forces
In the second section there are 6 counts available for:
a) Forms Submitted

2017 Page 15
 b) Form 2
c) Form 2A
d) Form 3
e) Form for Correction
f) Form Accepted by ERO
g) Signed forms uploaded
h) Enrolled service voter

With each count two links are given to view further information. ECI can view the information
on dashboard in two ways:

To view force wise To view state

Information wise, district wise
or AC Information

a) Force wise flow

To see further details of the nodal officers the user may click on More Info link
And they can see the individual counts of different forces.

2017 Page 16
If he further wants to see which nodal officers are there then click again on the More Info link
to get the following details.

The list of all nodals will appear as shown. Similarly he can follow for all the record officers,
units and different form counts.

2017 Page 17
b) State wise flow
To view the statewise information the user will click on the link “State wise Info”. Similarly for
each link given on the forms he may view counts of different states.

To view for different districts, click on “View District info” and district list of given state will
appear.

2017 Page 18
Further to this AC list is available on the link “View AC details”. The user can download all these
lists if he wants using the “Download button”.

There are two windows available to see:

a) Request foe deletions
b) Request for unit transfers
This information can also be viewed further at Force Level or at State level.

1.2 Main menu for ECI

 Home –This will take you back to the home page.

 Dashboard -To view the different counts of form in one window, Click on the
Dashboard.
 Nodal Officer – To view nodal officers from all the forces in one list.

2017 Page 19
  Contact – Gives the contact details of Election Commission of India along with the map
given below.

 Change Password – Gives you an option to change the password after first time login.
 Log Out – If you no longer want to use the application log out first and then close it.

ECI can perform following functions:

1.3 View Nodal Officers List

ECI can view the list of Nodal officers as shown by using the menu in black.

Click here to view the list of

nodal officers

The list will appear as shown below. It contains all the information of the nodal officer such
as name, designation, category, letternumber, letter signed by, letter date, official address,
mobile number and force name.

2017 Page 20
 There is also an action abutton given against each row which can be used to edit the record.

Action button to
edit the record of
nodal officer

To create a new record click on the following button “Create Nodal RECXOCORD”

Click here to
create new
nodal officer

With the dropdown on the left you can filter how many entries you want to see. For
example, if we select 10, it will show first ten entries in the list

2017 Page 21
1.4 Create Nodal Officer
ECI creates Nodal Officer Login for each Wing in service voter registration.

For doing this, he will enter the input data as shown below and click on “Create button”.

Input/Data

 Officer Name
 Designation
 Letter number
 Letter signed by
 Letter Date
 Mobile Number
 Email
 Force name

To view the list of

all nodal officers
click here

For creating new Nodal Officer, when

you click on Create button the
information will be entered in the
database

2017 Page 22
There are checks on each field that the user is going to enter. For eg. If the Mobile number or
the Email Id entered is not correct, the fields will appear in red color indicating “Please enter
valid data.”

Here the mobile number is

not valid indicating a
correction to be made from
user end

The e-mail ID entered is not

correct. Therefore requires a
correction.

After corrections are done you may submit the form again by click on “Create Button”.

2017 Page 23
1.5 Edit Nodal Officer Details
ECI also has the authority to edit the details of already existing nodal officer. After correcting
the given detail, he will click on the “Update button” and record will be updated. The screen for
updating details is given below:

1.6 Approve/Reject Finalized request

The nodal officers will send the request to ECI for approval and finalizing data. After the
approval of ECI the request will be finalized. ECI will approve the request by clicking on
“Approve button”.
The list of finalized requests can be viewed using the grey button “View finalized Profile”.

To view the list of finalized

profiles ECI will click here

List of all the finalized officers

Approve Button
for approval request Reject Button

2017 Page 24
After the ECI clicks on the “Approve button”, he will get the following message
which means Finalized request has been approved successfully.

If it rejects the given request following message will appear.

As soon as the request is approved the count in the tab will decrease by one.

1.7 Approve / Reject De-Finalized request

Similarly the nodal will senddefinalize request to ECI which the ECI will Approve or Reject.
This can be done by click on “Accept” or “Reject Button”.The list of definalized requests can
be viewed using button “View DefinalizeRequest”. Also the count of requests can be seen.
As the ECI will approve or reject, the count of requests in the tab will decrease.

To view the list of Definalized

profiles ECI will click here

Approve button
List of all the DeFinalized
Reject button
officers for approval request

After the ECI clicks on the “Approve button”, it will get the following message which means
Definalized request has been approved successfully.

2017 Page 25
 If it
rejects the given request following message will appear.

1.8 Deactivate Nodal Officer

ECI may also deactivate a particular nodal officer, if there is a need to do so. He can view the list
of all Nodal Officers by using the button “View Nodal Officer” and can deactivate any particular
officer by using “De-Activate button”.
Asking for
confirmation

DeAactivate button

You will be asked for confirmation before deactivation. If the user clicks on “OK” button, the
Nodal officer will be deactivated.

2017 Page 26
2017 Page 27
2. NODAL OFFICER:
Nodal officer is a single authorized officer of a Force in its Head Quarter who is in direct contact
with the ECI who will be providing all required details of its Force.

2.1 Dashboard

If the nodal officer will login,he will view the details of all the counts of forms submitted,
accepted, deleted etc. according to the force to which he belongs.
Download the
list of all the
Number of
counts
Record Officers
in the force Number of unit
officers in the force

To view more information of record officers he may click on record officer “More Info link” and
list will appear.Nodal officer can view the count for Forms Submitted record wise and similarly
other counts also.

To View details
Download button to Unit wise
download the given list

2017 Page 28
2.2 Main menu for Nodal Officer

 Home –This will take you back to the home page.

 Dashboard -To view the different counts of form in one window, Click on the
Dashboard.
 Record Officer – To view Record officers from the force to which the nodal belongs, in
one list.

 Contact – Gives the contact details of Election Commission of India along with the map
given below.

 Change Password – Gives you an option to change the password after first time login.
 Log Out – If you no longer want to use the application log out first and then close it.

2017 Page 29
Nodal officer can perform following functions:

2.3 View Profile

Nodal Officer can view his profile. He can view his personal details like Mobile Number or E-
mail. He can also update the given profile and edit following details such as:

 Official Address
 Jurisdiction
 Mobile Number (Personal)
 E-mail (Personal)
 In Service Since
 Service Buckle Number

Nodal officer can also upload a different photo if he wants by using choose file option given.
After updating the details he will click on the update button to update the record.

He will then send a request for finalizing the data to ECI by clicking on Finalize button.

The Nodal Officer can also update his profile picture by choosing another profile photo from the
system.

2017 Page 30
When he clicks on the “Choose file” button he can browse and select the photo from the
system and upload it as shown.

2017 Page 31
The profile picture will appear as shown above.
After viewing the profile the nodal officer may send finalize request to the ECI to finalize his
given data by clicking on the “Finalize button”.

Nodal Officer can also send the request for Definalize. For doing this he will click on “Request
Definalize”.

A pop up will appear when DeFinalize request is clicked.

2017 Page 32
The nodal officer will also have to give a reason for De-finalization in the pop up shown below
and then submit it.

After submitting the reason the request is sent to ECI and nodal officer will be updated with the
status of request sent.

2017 Page 33
The nodal officer can see if the request is pending or has been rejected.

2.4 View Record Officer List

Nodal officer can view all the record officers present under him by viewing Record Officer List
as shown.

2.5 Create Record Officer

Nodal officer will create the profile for Record Officer. He can create a record officer by filling
the details in this form. The Input data includes:

 Record Officer ID
 Record office Name
 Record Office Address
 Record Officer Name
 Record Officer Designation

2017 Page 34
  Office Mobile Number
 Email (Official)
 Number of Unit Offices

After entering the details click on Create button to create Record Officerprofile.

A link “Back to list” is given to view all record officers list.

2.6 Edit Record Officer Details

Nodal Officer can also edit records using this screen. He can edit the name, address, phone
number, designation, email id & number of unit offices if wants to and then click on update
button to update the record.

2017 Page 35
 2.7 Finalize/ Definalize Record Officer’s request

Nodal Officers can approve &finalize the request sent by the record officer. Record officer can
view his profile and send a finalize request to the nodal officer. The Nodal Officer can accept &
reject the request using “Accept/ Reject button”.

2.8 De-Activate Record Officer

Nodal can de-activate the record officer using De-Activate button. This can be done if in case
the record officer retires or has been transferred.

2017 Page 36
2017 Page 37
3. RECORD OFFICER

Record Office maintains the data of all the Unit Offices and the service personnel of the Unit
Office. Record officer will upload the service voter of each Unit. In case Unit officer uploads
data of service voter, it needs to get approved by Record Officer. All the action performed by
Unit Officer must be approved by Record Officer.

3.1 Dashboard

Record officer will see the following dashboard when he logs in where all the counts will be
displayed. He can also download the list of counts if he wants.

He can view further information regarding different units using “More info” link in each tab.
Unit wise information will appear as shown below.

2017 Page 38
3.2 Main menu for Record Officer

 Home –This will take you back to the home page.

 Dashboard -To view the different counts of form in one window, Click on the
Dashboard.
 My Profile –The record Officer can view his own profile
 View forms – On the click of this following options will appear to view different types of
forms:

 Unit Office – The list of Unit Offices under the given record officer will appear.

 XML- Further two options appear as:

1. Upload XML – For uploading XML data
2. Download XML – For downloading acknowledgement

2017 Page 39
  Contact – Gives the contact details of Election Commission of India along with the map.

 Change Password – Gives you an option to change the password after first time login.
 Log Out – If you no longer want to use the application log out first and then close it.

3.3 View Profile

Record officer will view his profile. He can view his personal details as shown. He can upload a
different photograph if he wants.

For sending
For updating
Finalize
the record
Request

After viewing and updating the record officer can send “Finalize Request” to the nodal officer.

2017 Page 40
3.4 View the list of Unit officers

The Record Officer can view the list of all the unit officers.

3.5 Create Unit Officer

Record officer will create different unit officers under him which is to be approved by Nodal
Officer and then creates Login Id after approval from Nodal Officer. In case the number of unit
officers exceeds the number of unit officer specified by Nodal Officer, then record officer must
intimate to increase the count of the Unit Offices through his login. Record officer will input the
given data.

 Unit Office Name

 Unit Office Address
 Unit Officer Name
 Unit Officer Designation
 Unit Officer Office Mobile
 Unit Officer Office E-Mail Id

2017 Page 41
3.6 Edit Unit Officer

Record officer can also edit the details of unit officer as shown by updating details like name,
address, designation , mobile, email id etc. using update button.

2017 Page 42
3.7 Finalize / Definalize Request

Record Officers can approve or reject finalize- definalize request sent by the unit officer. Unit
officer can view his profile and send a finalize request to the record officer. The Record Officer
can accept/ reject the request using “Accept/ Reject button”.

3.8 Deactivate Unit Officer

Record officer can de-activate the unit officer by using De-Aactivate button. This can be
done if in case the record officer retires or has been transferred.

DeActivate button

2017 Page 43
3.9 View Forms

The record officer will view forms given at the top menu.

a) Incomplete Forms

The Record Office will come selected in the dropdown. The record officer will select the unit
office from the dropdown and then click the search button. The incomplete forms will appear.
Record officer can view or delete these forms.

When the record officer will click on the “View Form” link button the following form will
appear.

2017 Page 44
b) Request For Deletion

Record officer can select the unit office from the dropdown and click on “Search button” to
view the list of deletion requests. The record officer can add the voters for deletion and their
count is displayed. On the other side count of pending upload signed forms will be visible.

Voters added by
record officer for
deletion

Forms signed for deletion

but pending for upload Add button for
adding records
for deletion

The record officer willkeep adding forms for deletion using the Add button shown. The he will
take a print and sign all the forms and upload it.

2017 Page 45
The given screenshot shows how to sign and upload the form again.

c) Request for Transfer

Record officer can view the requests for transfer or unit change by selecting Unit
Office from the dropdown, enter service number and name and clicking on
Search button, the list will appear for unit change requests. The record officer
will then approve the requests.

2017 Page 46
 On the click of “show”, pop up will appear, the record officer will select unit office and submit
it.

d) Application Status

By clicking on this link the Record officer can view the status of applications for unit change ,
deletion etc. The list will appear when he selects unit office and clicks Search button.

2017 Page 47
e) Accepted forms

By clickin on the link Accepted forms the record officer can see the list of forms that have been
accepted. He can either view the form or upload form by given action links.

View Form

Upload form

The record officer will view the form and print it. He will then manually sign the form and then
upload the signed copy using upload form link.

2017 Page 48
f) Enrolled Voters

On the link of Enrolled voters he can view all the voters that have been enrolled as a general
voter and their details as given below.

2017 Page 49
3.10 XML

On the link in top menu XML dropdown the record officer can upload XML and download the
Acknowledgement XML.

a) Upload XML

Record Office Selected already

Select unit office

Choose XML

Upload Records

Input / Data
 Automatically selected Record Office from dropdown
 Selects corresponding Unit Office of the selected Record Office
 Checks the checkbox stating “The uploaded data of service voter is authenticated
by the Record/Unit Office and the declaration has been obtained and signed by
each of the service voter and the same will be posted to the concerned CEO
office within 45 Days of uploading
 Choose XML File of service voter
 Check the records and upload the data to ECI Server (In case of duplicate data, it
has to be notified to the user)

2017 Page 50
b) Download Acknowledgement

After uploading the data through XML, acknowledgement can be downloaded on a single click.

2017 Page 51
2017 Page 52
4. UNIT OFFICER

Each service personnel reports to a Unit Office. All changes made by Unit Office must be
verified by the Record Officer.
4.1 Dashboard
When the unit officer will login he will see the following screen where he can see the
different count of form submitted, accepted, deleted etc.

4.2 View Profile

Unit officer can view his profile as shown below. He can view the details as given below:

 Name of Unit Officer

 Designation
 Office Mobile Number
 Personal Mobile Number
 Office E-Mail Id
 Personal E-Mail Id

2017 Page 53
  Photo

The Unit officer can update his information using update button and may send a finalize
request to the record officer.

2017 Page 54
2017 Page 55
3. CHIEF ELECTORAL OFFICER (CEO)
Chief Electoral officers belong to different states. The responsibilities of Chief Electoral
Officers include:

Actions:

a. View the total Forms Received

b. View the total Forms Accepted
c. View the total Forms marked as “NOT OK”
d. View the overall status of the forms received

To accomplish all these actions CEO can view and monitor all the details through a single
window dashboard as shown below.

The count lists can be

downloaded using
“Download” button

Request for Deletion

Requests for unit transfers

2017 Page 56
In the above section there are 6 counts available for:

a) Forms Submitted
b) Form 2
c) Form 2A
d) Form 3
e) Form for Correction
f) Form Accepted by ERO
g) Signed forms uploaded
h) Enrolled service voter

2017 Page 57
2017 Page 58
4. DISTRICT ELECTION OFFICER (DEO)
When the District Election Officer (DEO) will log in he will see the following dashboard.

The role and responsibilities of DEO will include:

Action

a. Assign Assembly Constituency:

Input / Data

Assign Assembly Constituency by clicking on ”Assign AC” and selecting one of

the AC from dropdown of his/her District depending upon the address of the
service voter

b. Mark as “NOT OK”

Input /Data

If the form is found incomplete then DEO may mark the form as NOT OK by
clicking on “NOT OK” button and mentioning the reason for the same, such as
improper address due to which AC could not be identified

2017 Page 59
 c. Transfer to other DEO

Input /Data

In case the address does not pertain to his/her district, the form may be
transferred to another DEO by clicking on “Assign DEO” and selection DEO from
the dropdown list

When the DEO will log in he will see the following screen where list of new forms will appear.
The menu given in black can help the DEO to traverse all the tabs where he can see :

6.1 New Forms

The DEO can view the forms using action button “View Forms”.

2017 Page 60
He can take any action given in the dropdown below:

6.2 Forms Received from other DEO’S

Other DEOs can forward the forms which can be seen here.

6.3 Received back from ERO

6.4 Received updated form by Nodal Officers

2017 Page 61
2017 Page 62
5. ELECTORAL REGISTRATION OFFICER (ERO)

ERO can see the following dashboard on his login where all the counts are available at a single
glance. He can also download the list if he wants to.

Roles and Actions of the ERO are given below:

Action

a. Accept the form

Input/Data

If the form is complete the ERO may accept the form by clicking on “Accept”
button. (After which the accepted form will be visible to Nodal/Record/Unit
Officer for their acceptance only after which the service voter will be included in
the E-Roll)

b. Mark as “NOT OK”

2017 Page 63
 Input/Data

If the form is found incomplete then ERO may mark the form as NOT OK by
clicking on “NOT OK” button and mentioning the reason for the same.

c. Transfer to other AC of same District

Input/Action

In case the address does not belong to the AC assigned, then the form may be
transferred to another AC of same District in which it belongs to by clicking on
“Assign AC” button

d. Transfer back to DEO

Input/Data

In case the address in the form doses neither belongs to the AC assigned nor in
the AC of the same district, then the form may be transferred back to DEO
mentioning the reason for the same by clicking on “Transfer to DEO”

When the ERO will log in he will see the following screen where list of new forms will appear.
The menu given in black can help the ERO to traverse all the tabs where he can see :

1. New Forms
2. Accepted forms
3. Accepted by force
4. From other DEO
5. Uploaded form by force
6. Requested for deletion
7. Enrolled Service voter

2017 Page 64
On the click of view forms, the ERO can view the form as shown

He can take the required action from the dropdown given below:

2017 Page 65
2017 Page 66
6. FORM 3 (For Ministry of External Affairs)

Form 3 is for persons employed under Government of India but on post outside India. They can
click on “For MEA” Link to log in and fill Form 3.

Users from Ministry of

External Affairs can click here
to see Form3

Click here to fill form 3

As you will click on the given link Form 3 will be opened. Users are required to fill all the details
as all fields are mandatory.

Details like Personal details, Address Details, Service Details are available. User can also upload
a profile picture in the form as shown below.

2017 Page 67
 Submit form

After filling all the details the User will click on the “submit” button and all the filled details will
be visible in the form shown below.

2017 Page 68
 Print form

At the end of the form “Print Form” button is given. You can take a print out of the complete
form and save it and mail to your Nodal Officer printed on the form.

2017 Page 69