Description

The Overview datagroup is designed to store all the documents e.g. competence certificates, medical, travel and enclosed documents, pertaining to crew members. By following these guidelines, you will be well on your way to:

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• Document Code. From the drop-down list, select a competence code. The list of competence codes is fetched from General Codes > Competence > Competence Codes.

• No. is a unique number issued by the certificate issuer.

• Date From is the document validity start date or a start date of the training aimed at obtaining the certificate (competency document).

• Date To is an end date of the document validity end datetraining aimed at obtaining the certificate (competency document).

• Expiry Date is the document validity end date.

• Issued By is the name of the certificate issuer.

• Issued Where is the place where the certificate is issued.

• Valid In. From the drop-down list, select the country where the current certificate is valid. The list of countries is fetched from Setup > Tables > Region Editor.

• Comment. Enter any comment you want to add.

• Rank. From the drop-down list, select the rank name for which the certificate is required. The list of ranks is fetched from General Codes > Personal Details > Ranks.

• Vessel Location. From the drop-down list, select the vessel location where the certificate might have been issued. The list of values is fetched from General Codes > Vessel > Vessel Location.

• Organization/Company. Click the three dots to select the organization and company names.

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Medical documents are records which contains contain information relating to the physical or mental health or condition of a crew member.

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1. Open the Overview datagroup and select the Medical folder on the Documents left-side pane:

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2. On the workspace, select the Medical tabbed views that might be available on the top of the grid.

For more information on how to add a new medical document and to attach a certificate to it, see Medical datagroup.

Enclosed Documents

The Enclosed Documents folder stores all documents attached to a medical, competence, appraisal, benefit or travel record in the corresponding datagroups.

To view the list of attachments pertaining to a crew member:

1. Open the Overview datagroup and select the Enclosed Documents folder on the Documents left-side pane:

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2. On the workspace, select the Enclosed Documents tabbed views that might be available on the top of the grid.

For more information on how to attach a document, see Enclosed Documents datagroup.

Basket

Housekeeping

Basket

Setup

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1. Basket offers you a batch of tools for processing documents.
   
   Add to Basket - use this button or option from right-click menu to browse the file from your PC and add it to the Basket.
   Permitted maximum size can be set up in Global Options > Basket (see Basket Setup section). The system will not allow you to add a file of larger size, showing you a warning instead. 
   
   It is also useful to know that Basket provides compression of stored documents to reduce their size. It is automatically performed once a document is added. If a compressed file is larger than allowed (in Global Options > Basket) - it will not be added to Basket & a warning will be shown.
   
   The scan button allows you to use your Scanner so that a newly scanned document will be added directly to the Basket. If you have several Scanners: please use Scan > Select Source to choose the one you will work with. 
   
   The format of the file to be created by Scanner is defined by settings in Global Options > Enclosed documents > Scan Setup (see Basket Setup section). 
   
   Delete - use this button or option from right-click menu to delete an element that already exists in the Basket. 
   
   View - this button is enabled only if there exists any document in the Basket. It calls the default application for the extension of the selected file and views it using this application. 
   
   Options > Show Preview - enables a file preview in the right-hand side section of the Basket. 
   
   Paste Files to Basket - available only in right-click menu. You can paste a file from the clipboard to the Basket.
   
   

2. Distribution from Basket
   

   The main mission of the Basket is to provide distribution of existing files to proper datagroups.
   This is performed using Distribute section.
   Please select the correct Datagroup (Competence, Medical, Travel OR Photo).
   
   

   If the scan does not relate to any of them, select Enclosed Documents datagroup.
   
   
   Choose the view & code that you want your scan to be linked to.
   
   Link scan to new / Link scan to existing - only one of these buttons is enabled depending on if there already exists a documented record that fits selected parameters.
   If yes - then the system offers you to link the selected scan to existing entry.

   

   
   

   If not - it will let you create an entry in the corresponding document datagroup: the input form that corresponds to the certain datagroup will be opened, so that you can create a full description.
   
   In both cases, the record will disappear from the Basket and will be further stored as an attachment to the entry in the linked datagroup.
   Please, pay attention:

   If you use Link scan to the existing option and there already exists an attachment: the new file will overwrite the existing one. So, the earlier scan will no more be available;
   
   
   

   If there exist several documents with the selected code: scan will be linked to the one with the latest Expiry Date (or to the one with maximum sequence number if expiry is not set);
   
   
   

   When the option Automatically converts the document to .pdf in Global settings is ON then you can select several .jpg documents to be distributed. When distributing, they will be merged into single multi-page pdf document;
   
   When the option is OFF: multi-selection is not possible, file size is not reduced.
   
   

   
   

   The file size is verified according to the maximum permitted in Global Options > Enclosed Documents.
   
   You will not be able to distribute a file of a larger size:

   

   
   Also, you can add scans to the Basket and distribute them to the correct Datagroups later.
   They will be saved in the Basket and will be available for other users, too.
   
   
   

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