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:
...
For more information on how to add a new competence and to attach a certificate to it, see Competence Datagroup.
To add a new competency, click New on the toolbar. This opens the dialog:
...
On the dialog, fill in the fields:
...
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 To is an end date of the training 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.
Once completed, click OK to save the records.
As a result, a new record is created in the grid:
...
Travel Documents
A travel document is an identity document issued by a government. It allows crew members to facilitate movement across international boundaries. The most common example of a travel document is a passport.
...
For more information on how to attach a document, see Enclosed Documents datagroup.
Basket
Housekeeping
Basket
Setup
...
Default Document Type when Distribute section.
It is necessary to define a default document type that will be created at the moment of distribution to any datagroup. To avoid incorrect system behavior, please set this section up before you start working with the basket.
Attachment options section
Maximum Document Size. Please define size in KB. The system will automatically check every file that comes to the basket to comply with this size. No matter if you add it using a clipboard or scanning directly to the basket. If a file is larger than the permitted size, the system generates a warning message & stops adding the process.
Automatically convert to .pdf / Keep original document format. These options define the format given to the file when it is distributed.
If you choose to convert stored files to .pdf, the system will automatically perform its compression to reduce file size – to be in compliance with the maximum permitted in Global Options > Enclosed Documents:
...
| Info |
|---|
You should add all needed document codes in General Codes > Enclosed Document Codes beforehand. |
Functionality: Adding and Distributing
...
Travel;
Medical;
Competence;
Enclosed Documents;
Photo.
...
| Info |
|---|
To have access to the Basket you should have corresponding rights set for routine 305 Enclosed documents basket in ACC. |
...
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.
| Info |
|---|
Before proceeding, make sure the access rights for the 305 Enclosed documents basket routine are granted to you in Adonis Control Center. |
Upload Documents to Basket
To access the Basket functionality, open the Overview datagroup and select the Basket folder on the Documents left-side pane:
...
To upload a document that you want to distribute to various datagroups:
Click Add to Basket on the toolbar.
In the file manager, select a scan to be uploaded. Click OK to confirm.
The uploaded document becomes available in thegrid:
...
| Info |
|---|
Previewing a document in the Basket is only available in case the Show Preview option is enabled under Options on the ribbon. |
Distribute Documents to Datagroups
On uploading a document, you can now distribute it to datagroups. For this, proceed as described below:
Select the document to distribute.
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 datagroup view where you want to add the attached document. The list fetches the views predefined in General Codes.
Code. In the drop-down list, select the record code which you want to associate with the selected document. The list fetches the record codes predefined in General Codes.
Click the Link scan to existing button and confirm the association:
| Info |
|---|
Alternatively, you can associate a document with a new datagroup record. For this, in the Distribute section, click the Link scan to new button and fill in the fields on the displayed dialog. As a result, a new datagroup-specific record is added with an attached scan. |
As a result, the document is now attached to the selected record in the respectivedatagroup:
...
Basic Commands
Basket offers you a set of tools for processing documents. They are available on toolbar:
...
Scan allows scanning a document that will be added directly to the Basket. If you have several
...
scanners, please use Scan > Select Source
...
and select the scanner to use.
| Info |
|---|
The format of the |
...
scanned document is predefined in Global Options > Enclosed documents > Scan Setup |
...
:  |
Delete (enabled only in case a document is uploaded to the Basket). Click the button to remove the selected document from the Basket.
View (enabled only in case a document is uploaded to the Basket). Click the button to open the selected document in the Basket with the application set by default.
Options > Show Preview
...
enables a file preview in the
...
Preview section of the Basket.
...
Distribution from Basket
...
Housekeeping
When first launched, the Basket functionality requires a one-time setup. This section provides step-by-step instructions on how to get it set up.
| Info |
|---|
This section describes the setup for the Basket functionality only. For details on the setup of Competence, Travel, Medical or Enclosed Documents datagroups, refer to the respective chapters: |
Set Default Document Type
It is necessary to define a default document type that will be created at the moment of distribution to any datagroup. To do this, navigate to the Setup ribbon tab > Global Options > Enclosed Documents > Defaults and Mandatory:
...
On the Defaults and Mandatory tab, set the default document type for each datagroup: Competence, Travel, Medical and click OK to save the changes.
Set Attachment Options
You can specify the maximum allowed file size as well as set the preferred file type for the document uploaded to Basket. For this, navigate to to the Setup ribbon tab > Global Options > Basket:
...
In the Attachment options section, :
Maximum Document Size (KB). Set the maximum allowed document size. The system automatically checks every file that comes to Basket whether it fits the predefined size. If the document is above the file size limit, a warning message appears and the process is abrupted.
Automatically convert to .pdf / Keep original document format. Select the option based on your preferences.
| Info |
|---|
If you select the Automatically convert to .pdf option, the uploaded documents will be compressed to fit the maximum allowed size predefined in Global Options > Enclosed Documents:  |