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In this guide, you will get to know how to configure the Adonis Personnel Portal modules and make them operate based on your needs.

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Contents

General Settings

The general settings allow you to control some of the most basic configuration settings for the APP application.
To access the settings, use one of the tips below:

• On the workspace, navigate to Configurations > General Settings.

• On the main menu, select Configurations > General Settings.
  
  

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Before getting started, make sure you have selected the organization unit for which you want to define the settings. To do this, select an organization unit on the left-hand side pane of the General settings window by:

• Using a scroll bar to search through the list.

• Entering a text in the search field to filter records.

 

Email Server

You can configure an SMTP server that will take care of the email's delivery. To do this, first switch to the Email Server tab in the General Settings window:

Fill in the fields as described below:

• SMTP Server. Enter the server address used to send emails. If maintained by Adonis, enter the Adonis server address.

• Port. Enter a port number that specifies a way of transmitting an email between two mail servers. The default port number of an outgoing SMTP server is 25.

• Sender address. Enter an email address you would like to be used for sending emails to users.

• Sender name. Enter a name you would like to be used for sending emails to users.

• Connection security. In the drop-down list, select a certificate to enable an encrypted connection.

• Allow untrusted certificate. Select the option to accept untrusted certificates.

• Use credentials. Turn on the SMTP authentication and enter your account's SMTP Username and set SMTP Password.

• APP URL in the email. Enter the APP URL to be provided in the email.

• Send email to confirm changes in the Personal Details → Telecommunication. Select the option if you want to get notified once any Telecommunication data changes.

Yellow-highlighted fields are mandatory.

On completing, click SAVE to confirm the changes.

 

SQL Server

You can specify the SQL server as well as the database you are working on. To do this, switch to the SQL Server tab in the General Settings window:

Fill in the fields as described below:

• Server. Enter a server name you want to get connected to.

• Database. Enter a database name located on the specified server.

• Database user. Enter a database username.

• Connection Timeout. Specify seconds after which a connection request times out and a connection is thrown.

Yellow-highlighted fields are mandatory

On completing, click TEST to verify whether the connection is successful. If the connection is successfully established, click SAVE to confirm the changes. Once you click the button, you will see a confirmation dialog informing you that the settings have been updated but will take effect only after restarting the portal:

Click YES if you want to immediately restart the portal or NO if you want to restart it later.

 

Web Services

The Adonis architecture assumes the installation of two applications: web service and APP. Web service stores data and send it to APP by request.

Let us now cover the principles for name formations. On installing the application, the APP name consists of the following parts:

hostname/APP_InstanceName

InstanceName may be optionally defined while installing the application.

The web service name then acquires the following parts:
hostname/WebServices_InstanceName/CrewPortalWebService.svc

The WEB SERVICES tab is designed to set up a connection between the APP application and the web service:

To get started, in the Client-side requests section, define the web service URL for sending data requests:

• Relative URL. Select the checkbox if you want to send requests to the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated.

In the Server-side requests section, define the web service address where the security token is to be generated:

• Use the same URL for the server-side. Select the option to use the URL specified in the Client-side requests section.

• Relative URL. Select the checkbox if you want to generate the security token on the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated (preferred option).

The Electronic Service URL is read-only and depends on a Web Service URL setup. It will be updated accordingly in case any changes are applied to the Web Service URL. The Adonis_Esign_API password is stored in the WEB_CP_API_LOGIN and used to generate the authentication token for the Electronic Signature API methods.

Besides, you can define URLs to other web services:

• Adonis Integration Web Service (AIWS). Set the absolute URL to the web service.

• Gateway.API Routing Service. Set the absolute URL to the web service.

• POS (Point-Of-Sale) Gratuities Web Service. Set the absolute URL to the web service.

• SMS Gateway Web Service. Set the absolute URL to the web service and enter Login and Password.

• Adonis Upload Service (AUS). Generate the API key to access the selected methods in Adonis Upload Service (AUS). For more information, see Generate API.

 

Generate API

Third-party customers can generate their own API Key to access Adonis Upload Service (AUS). The key is required for security purposes as well as for managing the usage of the endpoints:

• CREATE

• UPDATE

• READ

To generate an API key, in Adonis Administrator Portal, navigate to Configurations > the WEB SERVICES tab and scroll down to the bottom of the page. In the Generate API Key section, fill in the fields:

• API. From the drop-down list, select PersonDataImport.

• API Name. Enter your API name.

• Interface. From the drop-down list, select an interface to be used.

The list of interfaces is fetched from the one defined in APM. To access it, navigate to the Setup ribbon tab > General Codes > Miscellaneous > Interfaces.

In the Choose Scopes table, select the API methods and their end points to be used.

Once done, click GENERATE API KEY.

The API Key is displayed once it is generated and stored as a hashed value in the database:

Make sure to store the generated API key since it is unrecoverable. Only a hash of the key is stored in the database.

 

Adonis Learning Management System

The ADONIS LMS tab allows you to configure access to the Learning Management System via Adonis Administrator Portal:

To do this, simply provide the following information:

• Adonis LMS URL. Enter the link to the Adonis Digital Learning platform.

• Adonis LMS API Token. Enter a unique identifier used to authenticate an application to access the API.

• Adonis LMS Enroll API token.

When done, click SAVE to proceed.

Log

You can view the log events that provide useful information and error messages intended primarily to help troubleshoot your solution. To do this, switch to the LOG tab:

You can filter data by the events listed in the grid. To do this, from the LogEvent drop-down menu, select one of the following :

• FATAL is an error that causes an application to terminate without any warning.

• ERROR is a significant problem, such as loss of data.

• WARNING is an event that is not necessarily significant but might indicate a possible future problem.

• INFO describes the successful operation of a service.

• DEBUG events are used by developers to troubleshoot issues with their programs.

 

License Server Access Configuration

The LICENSE SERVER tab allows you to configure access to License Service via Adonis Administrator Portal:

To do this, simply provide the following information:

• Company ID. Enter the company identification number defined in Adonis License Service.

• Password. Enter the password for accessing License Service via Adonis Administrator Portal. The password has been defined in Adonis License Service.

When done, click SAVE to proceed. For more information, see License Server.

 

Privacy Policy

In the PRIVACY POLICY tab, you can attach the privacy policy to be accepted by users on logging in.

To do it, follow the steps below:

1. Select the Enable privacy policy checkbox to enable the functionality.

2. Click the SELECT POLICY button and pick a PDF document containing the privacy policy to be populated.

3. Click SAVE.

The privacy policy file size is limited to 5 MB.

All users will be prompted to accept the privacy policy when logging into APP for the first time.

 

Multifactor Authentication

To enable the multifactor authentication to Adonis Personnel Portal and Adonis Crew Portal, switch to the MULTIFACTOR AUTHENTICATION tab:

Now, follow the steps below:

1. Select the Enable MFA checkbox. This opens the dialog:
   
   

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2. Click OK and relog in for the changes to take effect.

You are then redirected to the login page:

 

General

The GENERAL tab provides you with the following options:

• Set max file size for upload (mb). In the spin box, click up or down controls to set a size limit for files upload.

• Onshore Crew Portal. Select the checkbox to enable Onshore Crew Portal.

Once completed, click SAVE to apply the changes.

 

Gangway Control

To enable the possibility for crew to change the activity from Planned to Current on the sign-on date directly on the panel, navigate to the GANGWAY CONTROL tab and click the ACTIVATE GANGWAY ACTIONS button:

Once activated, the system informs you about successful activation.

The ACTIVATE GANGWAY ACTIONS button is active if there are no gangway actions for the selected Organization unit. Once the actions are created, the button becomes inactive.

 

Onshore Login

On the ONSHORE LOGIN tab, select the organization units (vessels) you want to be considered along with the current vessel when accessing Adonis Crew Portal.

This functionality allows a single login for all crew members who have an active sea service-activity and assigned to different organization units (vessels) selected on the ONSHORE LOGIN tab. The organization unit name is stated in the Vessel Name column:

The Access Control > Users page displays only crew members currently onboard (those who have the Current activity).

Time Zone Settings

When sailing around the world, a vessel crosses several time zones which an administrator must take care of beforehand. This setup is necessary to correctly process time registrations. To access the setup, use one of the following tips:

• On the workspace, navigate to Configurations > Time Zones.

• On the main menu, select Configuration > Time Zones.

Within the displayed Time Zone Settings page, click New to view the fields to be filled out:

• Vessel. Select a vessel for which you want to add a time zone.

• New time zone. Specify the UTC offset you want to apply.

• Date of change. Select the date from which to apply the time zone change. The date of time zone change applies at midnight considered the start of a new day.

Yellow-highlighted fields are mandatory.

On completing, click Save and view the newly added time zones in the grid:

 

Timeline Crossing

Double Day

A vessel may cross the UTC+12 and UTC-12 time zones which cover the same area, but the time zones are 24 hours apart. This causes a double day to appear in the time registration report.
The example below illustrates how to correctly set up the duplication.
Let us suppose that a vessel crosses the UTC+12 and UTC-12 time zone on 05/15/2021. Then you need to make the following setup:

1. Set the UTC+12 time zone to 05/14/2021 (the date which comes before the double day):
   
   

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2. Click Save to update the time zone grid.

3. Set the UTC-12 time zone to 05/16/2021 (the date which comes after the double day):
   
   

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4. Click Save to update the time zone grid.

As a result, the time zone grid shows the double day which corresponds to 5/15/2021:

 

Skip Day

Crossing the UTC-12 and UTC+12 time zones, which cover the same area, causes a skip day to appear in the time registration report. The example below shows you how to correctly set up the day to be skipped under the time zone with such offsets.
Suppose that a vessel crosses the UTC-12 and UTC+12 time zone on 05/22/2021. Then you need to make the following setup:

1. Set the UTC-12 time zone to 05/21/2021 (the date which comes before the date to skip):
   
   

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2. Click Save to update the time zone grid.

3. Set the UTC+12 time zone to 05/22/2021 (the date to be skipped):
   
   

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4. Click Save to update the time zone grid. 

As a result, the time zone grid shows the skip day which corresponds to 5/22/2021:

 

WDA & Travel Expense Settings

The WDA and Travel Expense module is specifically designed for registering expenses incurred when traveling away from home on business.
Before starting to work with the module, it is recommended to configure the settings. To do this, log into the Administrator Portal and use one of the following tips:

• On the workspace, navigate to Configurations > WDA & Travel Expense.

• On the main menu, select Configuration > Travel Expense & WDA.

Within the module, you can:

• Set allowance rates for transportation, meals, lodging, and others. See Define Rates.

• Define different reasons for traveling. See Set Travel Reason.

• Define accommodation types that may be used when traveling. See Define Accommodation.

• Set any additional expenses which a traveler may incur when traveling. See Set Various Types.

• Change the preset summary titles. See Define Settlement Types.

• Create outbound and inbound travels for non-onboard activities. See Define Travel Activities.

• Add currency records. See Define Currencies.

• Define the module options. See Set Module Options.

 

Define Rates

To access travel allowance rates use one of the tips below:

• On the toolbar, click Rates.

• On the main menu, select Travel Expense & WDA > Rates.

Before getting started, define the organization and period for which you want to define the rates.
To define a period, click the New period button. This opens the New rates period dialog:

Within the dialog, define the following fields:

• Create a template. From the drop-down list, select one of the following options:

  • New. Select to create a period from scratch.

  • Copy from the company. Select to duplicate the rates defined for a certain company. Selecting the option offers you to select the company from which you want to duplicate the rates. To do this, in the Organization field, select the company.

  • Copy from the previous period. Select to duplicate the rates defined in the previous period.

• Organization. Select which organization the new rates will be applicable.

• Period start date. Select the start date of the period. By default, the current date is defined.

As a result, a newly created period will be available in the Rates period start menu.
To define an organization, select it on the left-hand side Organization pane.

Transportation

In the application, you can view the transportation types defined by default. To do this, switch to the Transportation tab:

The default settings are subject to modifications and deletions. For this, click Edit or Delete, accordingly.

Besides, you can add the transportation means to be used when traveling. For this, in the Transportation types grid, click New. On clicking, the following fields become available:

Fill in the fields as described below:

• Code is a unique alpha-numeric APP code.

• Type contains a list of predefined transportation types based on which you can specify the rates for calculating the amount of compensation. For more information, see Transportation Types.

• The description is a name of a transportation means.

• SortNo is an order number of a record in the grid (where 0 means the first record in the list).

• Alternative is an alternative name for a transport mean. An alternative name is typically used if a description name is specified in a language other than English.

• Allow for user groups. From the drop-down list, select the user groups for which specific reasons will be accessible.

• Allow for reasons. From the drop-down list, select the reason(s) you want to be available for the selected user groups.

• Is Passive, if selected, makes the record unavailable. It is recommended to select the option if you consider the transportation type will no longer be in use.

• Is Scan Mandatory, if selected, makes the document scan mandatory to be attached.

• Payroll Category is a unique alpha-numeric code that serves as a binding component between the APP entries and Entry Codes in APM.

Yellow-highlighted fields are mandatory.

On completing, click Save to proceed.

Rates are inherited from the parent level to all the child nodes. Inherited rates are not subject to editing.

 

Transportation Types

A transportation type may be specified for a transportation mean. Selecting a transportation type enables you to define type-specific rates. Below, you will find the description of all transportation types as well as the associated rates.
Ticket Specification is a type defined in case an employee can present a ticket confirming the expense incurred:

Yellow-highlighted fields are mandatory.

Own car is a transportation type that enables you to define various rates at which the charge will be calculated:

• Up to 10.000 km. Enter a rate for the distance of up to 10.000 km.

• Over 10.000 km. Enter a rate for the distance of over 10.000 km.

• Forest road. Enter a rate for the travels through a forest road.

• Driving Abroad. Enter a rate for overseas travel.

• Passenger. Enter a rate per passenger.

• Tromso. Enter a rate for traveling in Tromsø.

• Trailer. Enter a rate for riding in a trailer.

Yellow-highlighted fields are mandatory.

The Motorboat rates are defined based on the motorboat capacities:

• Up to 50 hp. Enter a rate for a boat having up to 50 hp.

• From 50 hp. Enter a rate for a boat having from 50 hp.

Yellow-highlighted fields are mandatory.

 

The Motorcycle rates are defined based on the motorcycle engine capacities:

• Until 125 ccm. Enter a rate for a motorcycle with an engine capacity up to 125 ccm.

• Over 125 ccm. Enter a rate for a motorcycle with an engine capacity of over 125 ccm.

Yellow-highlighted fields are mandatory.

Other allows defining rates for various transportation means:

• Scooter. Enter a scooter rate.

• Electric Car. Enter a rate for an electric car.

• Other. Enter a rate for any other transportation means.

Yellow-highlighted fields are mandatory.

Allowances

The allowance rates are established per country and must meet specific documentation requirements stipulated in the Tax Payment Regulation. Depending on the travel type, whether domestic or overseas, you can define different allowance rates. Domestic travel is travel performed within the travelers' own country; an abroad travel – outside the travelers' country.
To get access to the allowances and define the rates, click the Allowances tab:

Rates are inherited from the parent level to all the child nodes. Inherited rates are not subject to editing.

Domestic Rates