Travel datagroup
Description
The Travel Documents datagroup allows viewing and adding crew members' travel documents such as a passport, a seaman book, etc.
Functionality
This section will walk you through the datagroup functionality:
view travel documents pertaining to a crew member
add new travel documents
add digital copies to travel document records
generate and print reports listing crew members' travel documents
Get Started
To access the Travel Documents datagroup, navigate to Datagroups > Travel Documents. This opens the Travel Documents datagroup workspace by crew member:
Before starting to work with the Travel Documents datagroup, make sure the access right for the 280 Travel documents routine is granted to you in Adonis Control Centre.
Add Travel Documents
To add a new travel document, click New on the toolbar. This opens the dialog:
In the dialog, fill in the fields:
Document Code. From the drop-down list, select a travel code. The list of travel codes is fetched from General Codes > Travel Documents > Travel Document Codes.
Document No. is a unique number issued by the travel document issuer.
Date applied for refers to the date when a crew member submitted an application for issuance of the travel document.
Time delay for issue is the number of days that have passed since the date defined in Date applied for.
Date issued refers to the date when the travel document was issued to a crew member.
Expiry Date is the document validity end date.
Issued Where is the place where the travel document is issued.
Issued By is the name of the travel document issuer.
Comment. Enter any comment you want to add.
Issue Country. 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.
Mandatory fields are visually indicated with a yellow triangle.
Once completed, click OK to save the records.
As a result, a new record is created in the grid:
The listed travel documents may be highlighted in the following colors:
Red: Indicates travel documents that have expired or are set to expire within the next 30 days.
Yellow: Indicates travel documents nearing expiration within the next 60 days.
The timeframes are set by default. To modify them according to your needs, go to Global Options > Expiry:
Add Attachment to Travel Document
On adding a travel document, you can enclose a digital copy of the travel document.
To attach a digital copy to the travel document record:
Select a travel document to which you want to add an attachment.
Click Open Enclosed on the ribbon to view the Document dialog:
Fill in the fields in the Document dialog:
Description: Enter a short description of the certificate.
Document type: From the drop-down list, select the document type. The list is fetched from General Codes > Enclosed Documents > Enclosed Document Codes.
Keywords: Enter the attachment keywords to facilitate quick and efficient searches.
New: Click the command to select a document or a URL to a document.
Scan: Scan documents directly from APM and add the digital copies to the Travel Documents datagroup.
Scanning a document requires a scanner installed on your workstation. To select a specific scanner, use the Scan drop-down menu and choose the Select Source option.
Once completed, click OK to save the changes.
As a result, the attachment is added to the selected travel document record. On the workspace, the Validity of Scan column is visually marked with a Y on the blue background for the corresponding record:
On adding an attachment, you can open it and check attachment properties by using the following buttons on the ribbon:
Print Travel Document Reports
To print out the list of travel documents a crew member or a number of selected crew members hold, follow the steps below:
Navigate to the Reports tab > Travel Docs > Travel Docs List.
In the dialog that appears select the print options that best fit your needs and click Print or Preview.
On the Adonis Report Preview dialog, click Print
Housekeeping
This section enables you to perform a one-time setup of the datagroup.
Define Document Codes
To set up travel documents, first, navigate to the Setup ribbon tab > General Codes > Travel Documents > Travel Documents Codes and proceed with the following steps:
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code.
In the Text field, indicate the name of a travel document code and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as dimmed. It is recommended to set a code to Passive if it is no longer in use.
In the APP Modules drop-down list, select the APP modules where you want to use the current travel document code.
Click OK to proceed.
Additionally, you can set your preferences for each document code. For more information, see Set Travel Documents Options.
Set Travel Documents Options
Travel documents preferences are grouped under the Options tab:
Country
Allocation
Valid In Country
In the Mandatory section, select the checkboxes that correspond to the fields required to be filled in while adding a travel document in the Travel Documents datagroup: Expiry Date, Issued date, Document No, Issue Country.
In the Document Type section, select one of the types in the list: Passport, Seamans, Other.
In the Options section, define the travel documents options as described below:
Only allow one document. Select the checkbox if you want to allow adding only one record with this code to the Travel Documents datagroup.
Restriction. Select the checkbox in case the travel document specifies limitations and restrictions caused by a medical condition, an impairment, illness or injury. In other words, a crew is not physically capable to perform some kind of work or is not able to operate on certain vessels. This information is then available in the Crew Change/Rotation Planning module.
In Default “Expiry Date” period spin box, set the default number of years/months/weeks/days (based on a measurement unit selected in the Measurement section) for the travel document validity end date.
In the Measurement section, specify the measurement unit for period defined in Default “Expiry Date” period: Days, Weeks, Months, Years.
If a validity duration is set, the system automatically calculates and fills in the Expiry date value while creating a travel document value.
Set Travel Documents Views
You can define grid views to group similar sets of travel documents.
To create a grid view, follow the steps below:
Go to the Setup ribbon tab > General Codes > Travel > Travel Documents View.
Click New on the ribbon to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as dimmed and, thus, they are unavailable to users.
In the Security Code field, enter a number larger than 0 to define the permission levels to the record.
In the Text field, provide the name of the code and its alternative name, if needed, in the Alternative field.
In the Include Groups field, specify Sort numbers defined in Travel Documents Codes that you want to be included in the view. For this, enter numbers separated by commas (e.g. 12,14, 90) or use a dash to indicate a range of numbers (e.g. 0-999).
In the Options tab, set the fields you want to display in the travel view. For this, use the Add Column button to display an additional column and select a value for the column heading.
Click OK to save the changes.
In case the Include Groups value is not defined, all travel documents codes will be shown in the current view.
As a result, a new travel view code is added to the list of codes:
