Description

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

Basket

Basket is a special tool for distributing uploaded documents to various datagroups:

• Travel

• Medical

• Competence

• Enclosed Documents

• Photo

Once distributed, the documents are added as enclosed documents pertaining to a crew member.

Upload Documents to Basket

To access the Basket functionality, open the Overview datagroup and select the Basket folder on the Documents left-side pane:

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To upload a document that you want to distribute to various datagroups:

1. Click Add to Basket on the toolbar.

2. In the file manager, select a scan to be uploaded. Click OK to confirm.

The uploaded document becomes available in the Document in the Basket grid:

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Distribute Documents to Datagroups

Now, proceed as described below:

1. Select the certificate to be affected.

2. In the Distribute section, fill in the fields:

   • Datagroup. In the drop-down list, select the datagroup where you want to distribute a scan.

   • View. In the drop-down list, select the Competence datagroup view where you want to view the attached certificate. The list fetches the competence views predefined in General Codes > Competence > Competence View.

   • Code. In the drop-down list, select a competence code which you want to associate with the selected certificate. The list fetches the competence views predefined in General Codes > Competence > Competence Code.

3. Click the Link scan to existing button and confirm the association:

   Image Added

As a result, the certificate is now attached to the selected competence in the Competence datagroup:

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Housekeeping

Basket

Setup

Go to Global Options > Datagroups > Basket:

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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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