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Enclosed Documents datagroup

Enclosed Documents datagroup

 

Description

The Enclosed Documents datagroup maintains a list of files attached (scans) within various datagroups, including Competence, Travel, Medical, Appraisal, and Benefit.

Functionality

This section will walk you through the datagroup functionality:

  • view attachments pertaining to a crew member

  • add new attachments

  • print attachments

  • send attachments

 

Get Started

To access the Enclosed Document datagroup, navigate to Datagroups > Enclosed. This opens the Enclosed Documents datagroup workspace by crew member:

 

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Before starting to work with the Enclosed Documents datagroup, make sure the access right for the 300 Enclosed documents routine is granted to you in Adonis Control Centre.

 

Add Scanned Documents

You can add digital copies to the the list of enclosed documents. For this, follow the steps below

  1. Click New on the ribbon to view the Document dialog:

    enclosed_documents_datagroup_functionality_add_attachment.png

  2. 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 digital copies to the Enclosed 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.

  1. Once completed, click OK to save the changes.

As a result, a scan is added to the list of enclosed documents.

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On adding a scan, you can open it and check its properties by using the following buttons on the ribbon:

Competence_datagroup_open_enclosed_document.png


Send Enclosed Document

You can send enclosed documents to crew members by email.

Before getting started, ensure a recipient has a valid email address in the Personal Details datagroup and proceed with the following steps:

  1. In the list of scanned documents, select a document that you want to send to a crew member.

  2. Click Send by e-Mail on the ribbon. Clicking the button will automatically generate an email with a selected document attached to it.

  3. Click Send.

The current APM user must have a valid email address registered in their profile within the Adonis Control Centre.

 

Print Enclosed Documents

To print the enclosed documents a crew member or a number of selected crew members have, follow the steps below:

  1. Navigate to the Reports ribbon tab > Crew Lists > Scanned Documents.

  2. In the dialog that appears select the print options that best match your needs:

    • Crew Selection: Select whether you want to print scanned documents for a single crew member or a multiple of them.

    • Datagroup: Specify the datagroup from which you want to print scanned documents.

    • Document codes: Based on the selected datagroup, choose the specific document codes to print.

    • Print the newest documents only: Enable this checkbox to print only the most recent documents. For example, if a crew member has multiple copies of a passport, the system will select only the latest version and exclude older ones.

  1. Once completed, click Print. The system will fetch scans according to the configured options and send them to the printer. Upon processing, click the Log tab to view the status of the print job. The Log tab provides details on the processed documents, including any errors encountered during printing.

 

Housekeeping

This section enables you to perform a one-time setup of the datagroup.

Define Enclosed Document Codes

To set up medical records, first, navigate to the Setup ribbon tab > General Codes > Enclosed Documents > Enclosed Document Codes and proceed with the following steps:

  1. On the ribbon, click New to make the dialog appear:

enclosed_documents_datagroup_housekeeping_add_codes.png

  1. Enter a Code (mandatory field), a unique alpha-numeric APM code.

  2. Click the diagram icon next to the Code field if you want to restrict access to the current document code for specific organizations. For details, refer to Filter Enclosed Documents Codes/Views.

  3. In the Text field, indicate the name of an enclosed document code and its alternative name, if needed, in the Alternative field.

  4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

  5. 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.

  6. In the Security Code field, enter a number larger than 0 to define the permission levels to the records.

  7. In the APP Modules drop-down list, select the APP modules where you want to use the current enclosed document code.

  8. Click OK to proceed.

If the Security Code is set to a numeric value other than 0, different user levels can be assigned the Read, Write, or None access to the view. The administrator can manage this in Adonis Control Centre > General Codes > Enclosed Document > Enclosed Document Codes.

enclosed_documents_datagroup_housekeeping_enclosed_document_codes_control_center.png

Additionally, you can set your preferences for each enclosed document code. For more information, see Define Enclosed Documents Options.

 

Define Enclosed Documents Options

Preferences for enclosed documents are managed under the Options tab. Here, you can specify where the current enclosed document code applies by selecting one of the options:

  • Document Module

  • Enclosed Documents Datagroup

  • Both

enclosed_documents_datagroup_housekeeping_add_codes.png

 

Define Enclosed Documents Views

You can define grid views to group similar sets of enclosed documents.
To create a grid view, follow the steps below:

  1. Go to the Setup ribbon tab > General Codes > Enclosed Documents > Enclosed Documents View.

  2. Click New on the ribbon to make the dialog appear:

    enclosed_documents_datagroup_housekeeping_add_view.png

  3. Enter a Code (mandatory field), a unique alpha-numeric APM code.

  4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

  5. 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.

  6. In the Security Code field, enter a number larger than 0 to define the permission levels to the record.

  7. In the Text field, provide the code name and its alternative name, if needed, in the Alternative field.

  8. In the Include Groups field, specify Sort numbers defined in Medical 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).

  9. In the Options tab:

    • Select All Documents to display all enclosed documents records in the current view.

    • Set the fields you want to display in the enclosed documents view. For this, use the Add Column button to display an additional column and select a value for the column heading.

  10. Click OK to save the changes.

In case the Include Groups value is not defined, all enclosed documents codes will be shown in the current view.

If the Security Code is set to a numeric value other than 0, different user levels can be assigned the Read, Write, or None access to the view. The administrator can manage this in Adonis Control Centre > General Codes > Enclosed Documents > Enclosed Documents View.

enclosed_documents_datagroup_housekeeping_enclosed_document_views_control_center.png

As a result, a new enclosed document view code is added to the list of codes:

enclosed_documents_datagroup_housekeeping_added_view.png

 

Filter Enclosed Documents Codes/Views

All enclosed document codes and views are accessible across all organization units unless specifically restricted. To make the current document code or view unavailable for an organization, follow the steps below:

  1. Navigate to the Setup ribbon tab > General Codes > Enclosed Documents > Enclosed Documents View or Enclosed Documents Codes and open an enclosed document view or code.

  2. In the Enclosed Document Codes / Views dialog, click the diagram icon

    next to the Code field.

  3. When the organization tree structure is displayed, select the organization unit for which you want to apply the restriction.

    enclosed_documents_datagroup_housekeeping_filtering.png

  4. Click OK to save the changes.

 

Filtering enclosed document codes and views by organizations is also available in Organization Structure. To apply the filtering:

  1. Navigate to Setup > Organization Structure.

  2. On the Structure pane, select the organization which you want to apply filtering.

  3. Select Properties > General Codes > Enclosed Document Codes or Enclosed Document Views:

enclosed_documents_datagroup_housekeeping_filtering_views_codes_organization_structure.png

  1. Clear the checkboxes for the enclosed documents codes or view that you want to restrict for the selected organization.

  2. Click Save on the ribbon for the changes to take effect.

 

Enclosed Documents Options

You can configure various options for the enclosed documents, including:

  • Method of storing enclosed documents

  • Default format for storing scans

  • Merging several word documents into a single PDF before distributing

To access the options, navigate to Global Options > Enclosed Documents > General:

enclosed_documents_datagroup_housekeeping_global_options.png

The following storing methods are available:

  • Attach stores a file in the database. By using this method of storing documents, any files added to the database can be seamlessly sent to the other sites via Adonis Replicator.

This method can be resource-intensive since documents are stored directly in the database. To optimize performance and storage efficiency, ensure that an appropriate document size limit (in KB) is set.

  • Link saves only the document path in the database while keeping the actual files on the server. This approach minimizes database space usage. However, links may become broken if the file is moved, renamed, or deleted from the server.

In the Scan Setup section, select the format for storing files: PDF or JPEG/JPG.

The Mail Merge checkbox, when selected, allows merging several Microsoft Word documents and converting them into a single PDF document before distribution. This functionality is supported only in Microsoft Office 2010.