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:

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:

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.

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:

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:

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.

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.

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.

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.

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:

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 the grid:

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:

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 respective datagroup:

overview_datagroup_travel_documents_distributed_document.png

Basic Commands

Basket offers you a set of tools for processing documents. They are available on toolbar:

Scan allows scanning a document that will be added directly to the Basket. If you have several scanners, please use Scan > Select Source and select the scanner to use.

The format of the scanned document is predefined in Global Options > Enclosed documents > Scan Setup:

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 enables a file preview in the Preview section of the Basket.

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

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:

overview_datagroup_housekeeping_general_options_basket.png

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.

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:

overview_datagroup_housekeeping_general_options_enclosed_documents_general_tab.png