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Overview datagroup

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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:

  • accessing all documents available in the Competence, Travel, Medical, and Enclosed Documents datagroup in one place

  • uploading scans and distributing them to the corresponding datagroups

Functionality

Getting Started

To access the Overview datagroup, switch to the Datagroups ribbon tab and click Overview:

overview_datagroup_competence_tab.png

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.

Competency Documents

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:

  1. Open the Overview datagroup and select the Competence folder on the Documents left-side pane:

    overview_datagroup_competence_tab.png

  2. On the workspace, select the Competence tabbed views that might be available on the top of the grid.

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.

To add a new competency, click New on the toolbar. This opens the dialog:

overview_datagroup_competence_details_dialog.png

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 From is the document validity start date or a start date of the training aimed at obtaining the certificate (competency document).

  • 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:

overview_datagroup_competence_tab_new_record_added.png

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:

  1. Open the Overview datagroup and select the Travel folder on the Documents left-side pane:

    overview_datagroup_travel_tab.png

  2. On the workspace, select the Travel tabbed views that might be available on the top of the grid.

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:

  1. Open the Overview datagroup and select the Medical folder on the Documents left-side pane:

    overview_datagroup_medical_tab.png

  2. On the workspace, select the Medical tabbed views that might be available on the top of the grid.

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:

  1. Open the Overview datagroup and select the Enclosed Documents folder on the Documents left-side pane:

    overview_datagroup_medical_tab.png

  2. On the workspace, select the Enclosed Documents tabbed views that might be available on the top of the grid.

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.

Upload Documents to Basket

To access the Basket functionality, open the Overview datagroup and select the Basket folder on the Documents left-side pane:

overview_datagroup_basket_tab_empty.png

To upload a document that you want to distribute to various datagroups:

  1. Click Add to Basket on the toolbar.

  2. In the file manager, select a scan to be uploaded. Click OK to confirm.

The uploaded document becomes available in the Document in the Basket grid:

overview_datagroup_basket_tab.png

Distribute Documents to Datagroups

On uploading a document, you can now distribute it to datagroups. For this, proceed as described below:

  1. Select the document to distribute.

  2. 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.

  3. Click the Link scan to existing button and confirm the association:

    overview_datagroup_basket_tab_link_scan_to_records.png

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-dependent record is added with an attached scan.

As a result, the document is now attached to the selected record in the respective datagroup:

overview_datagroup_travel_documents_distributed_document.png

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.

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:

overview_datagroup_housekeeping_general_options_enclosed_document.png

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

overview_datagroup_housekeeping_general_options_basket.png


Go to Global Options > Datagroups > Basket:

  1. 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.

  2. 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:



    Only picture files can be converted (jpg, png).


Go to Global Options > Datagroups > Enclosed Documents > Scan Setup section and define the format of file to be created by scanner:


 

You should add all needed document codes in General Codes > Enclosed Document Codes beforehand.


Functionality: Adding and Distributing


Basket functionality allows you to add multiple enclosed documents per person.
The scans can be placed into the Basket and then distributed to the following datagroups:

  • Travel;

  • Medical;

  • Competence;

  • Enclosed Documents;

  • Photo.


Open Datagroups > Documents section > Overview:

It will display tabs for each document type and Basket as well.
 

To have access to the Basket you should have corresponding rights set for routine 305 Enclosed documents basket in ACC.

  1. Basket offers you a batch of tools for processing documents.

    Add to Basket - use this button or option from right-click menu to browse the file from your PC and add it to the Basket.
    Permitted maximum size can be set up in Global Options > Basket (see Basket Setup section). The system will not allow you to add a file of larger size, showing you a warning instead. 

    It is also useful to know that Basket provides compression of stored documents to reduce their size. It is automatically performed once a document is added. If a compressed file is larger than allowed (in Global Options > Basket) - it will not be added to Basket & a warning will be shown.

    The scan button allows you to use your Scanner so that a newly scanned document will be added directly to the Basket. If you have several Scanners: please use Scan > Select Source to choose the one you will work with. 

    The format of the file to be created by Scanner is defined by settings in Global Options > Enclosed documents > Scan Setup (see Basket Setup section). 

    Delete - use this button or option from right-click menu to delete an element that already exists in the Basket. 

    View - this button is enabled only if there exists any document in the Basket. It calls the default application for the extension of the selected file and views it using this application. 

    Options > Show Preview - enables a file preview in the right-hand side section of the Basket. 

    Paste Files to Basket - available only in right-click menu. You can paste a file from the clipboard to the Basket.

  2. Distribution from Basket

    The main mission of the Basket is to provide distribution of existing files to proper datagroups.
    This is performed using Distribute section.
    Please select the correct Datagroup (Competence, Medical, Travel OR Photo).

    If the scan does not relate to any of them, select Enclosed Documents datagroup.


    Choose the view & code that you want your scan to be linked to.

    Link scan to new / Link scan to existing - only one of these buttons is enabled depending on if there already exists a documented record that fits selected parameters.
    If yes - then the system offers you to link the selected scan to existing entry.


    If not - it will let you create an entry in the corresponding document datagroup: the input form that corresponds to the certain datagroup will be opened, so that you can create a full description.

    In both cases, the record will disappear from the Basket and will be further stored as an attachment to the entry in the linked datagroup.
    Please, pay attention:

    If you use Link scan to the existing option and there already exists an attachment: the new file will overwrite the existing one. So, the earlier scan will no more be available;


    If there exist several documents with the selected code: scan will be linked to the one with the latest Expiry Date (or to the one with maximum sequence number if expiry is not set);


    When the option Automatically converts the document to .pdf in Global settings is ON then you can select several .jpg documents to be distributed. When distributing, they will be merged into single multi-page pdf document;

    When the option is OFF: multi-selection is not possible, file size is not reduced.


    The file size is verified according to the maximum permitted in Global Options > Enclosed Documents.

    You will not be able to distribute a file of a larger size:


    Also, you can add scans to the Basket and distribute them to the correct Datagroups later.
    They will be saved in the Basket and will be available for other users, too.




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