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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Functionality
Getting Started
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Contains person's Competence documents.
See Competence section.
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Contains person's Travel documents.
See Travel Documents section.
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Contains person's Medical documents.
See Medical section.
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Contains person's Enclosed documents.
See Enclosed Documents section.
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Basket
Setup
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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:
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You should add all needed document codes in General Codes > Enclosed Document Codes beforehand. |
Functionality: Adding and Distributing
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Travel;
Medical;
Competence;
Enclosed Documents;
Photo.
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To have access to the Basket you should have corresponding rights set for routine 305 Enclosed documents basket in ACC. |
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To access the Overview datagroup, switch to the Datagroups ribbon tab and click Overview:
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In the datagroup, the documents are stored in the respective folders located on the Documents pane:
Competence. For more information, see Competency Documents.
Travel. For more information, see Travel Documents.
Medical. For more information, see Medical Documents.
Enclosed Documents. For more information, see Enclosed Documents.
Basket. For more information, see Basket.
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A competency document identifies the specific capabilities required to perform a particular role or task.
To view the list of competencies pertaining to a crew member:
Open the Overview datagroup and select the Competence folder on the Documents left-side pane:
On the workspace, select the Competence tabbed views that might be available on the top of the grid.
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Based on user’s preferences and setup, competency documents might be grouped under views. For more information, see Competence Datagroup. |
For more information on how to add a new competence and to attach a certificate to it, see Competence Datagroup.
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.
To view the list of travel documents pertaining to a crew member:
Open the Overview datagroup and select the Travel folder on the Documents left-side pane:
On the workspace, select the Travel tabbed views that might be available on the top of the grid.
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Based on user’s preferences and setup, travel documents might be grouped under views. For more information, see Travel datagroup. |
For more information on how to add a new travel document and to attach a certificate to it, see Travel datagroup.
Medical Documents
Medical documents are records which contain information relating to the physical or mental health or condition of a crew member.
To view the list of medical documents pertaining to a crew member:
Open the Overview datagroup and select the Medical folder on the Documents left-side pane:
On the workspace, select the Medical tabbed views that might be available on the top of the grid.
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Based on user’s preferences and setup, medical documents might be grouped under views. For more information, see Medical datagroup. |
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:
Open the Overview datagroup and select the Enclosed Documents folder on the Documents left-side pane:
On the workspace, select the Enclosed Documents tabbed views that might be available on the top of the grid.
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Based on user’s preferences and setup, attachments might be grouped under views. For more information, see Enclosed Documents datagroup. |
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.
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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:
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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:
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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:
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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:
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Basic Commands
Basket offers you a set of tools for processing documents. They are available on toolbar:
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Scan allows scanning a document that will be added directly to the Basket. If you have several
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scanners, please use Scan > Select Source
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and select the scanner to use.
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The format of the |
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scanned document is predefined in Global Options > Enclosed documents > Scan Setup |
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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
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enables a file preview in the
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Preview section of the Basket.
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Distribution from Basket
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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.
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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:
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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:
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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.
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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:  |