Setup

Adding Document Codes

Before working with the datagroup you should set up Travel documents codes and Travel documents views.

• Go to Setup > General Codes

  Open

  

• Continue to Travel Documents > Travel Document Codes

  Open

  

• Add the travel document codes that will be used by clicking the  button to add a new code.
  Adding a document code, you should provide detailed data describing its peculiarities:
  
  

   

  • Enter Code and Text (description).
    Sort is used to define the order according to which the documents will be sorted in the datagroup.
    Is Passive. Set this option for the code that you do not want to be in use anymore.
    All linked documents will be kept but it will not be possible to add a new record with this code.

  • Passport/Seaman's Book/Other - please define what document type you're adding.

  • Mandatory section - please set the checkbox for the field(s) that must be obligatory filled when adding the corresponding document in the datagroup.

     

  • Only Allow One Document. Set this option to make it not possible to add more than 1 travel document with this code for every single person.

  • Restriction. If the crew member has a Medical, Travel, and Competence record with restriction option set. It means that he/she is not physically able to perform some kind of work or is not able to operate on certain vessels, or should be located close to the port in case his health condition gets worse, etc. This information will be seen in Crew Change/Rotation Planning module. So, if a crew member is assigned onboard, and he has a medical, travel or competence document with this option enabled, the system displays a warning.

  • Default 'Expiry Date' period - please define the number of time units that will be added to your document Issue Date and set it as Expiry Date by default. Please also define the Measurement that should be used.
    
    E.g. if you set Period = 10 & Measurement = Days, then add a document & set its Issue Date as Jan 3, 2017, you will be offered the Expiry Date as Jan 13, 2017.

  • Click OK to save the code.

Defining Travel Documents Views

After creating Travel document codes, you need to define one or more Travel document views.

Each view will be shown as a separate page in the Travel Documents data group.

For every view, you can define what travel documents will be shown on a corresponding page.
Go to Setup > General Codes > Travel Documents > Travel Documents View, click  button to add a view.

We recommend you create at least one view - ALL - to show all the travel documents.

1. Enter Code and Text (will be shown as a title of a corresponding page).
   Include Groups. Please define what travel documents codes will be included in the view.
   
   0-999 means that all the travel documents with a Sort value between 0 and 999 will be included in the view.
   If nothing is defined in this field, all travel documents codes will be shown in this view.
   
   Security Code field. When a security code other than '0' is defined, it is possible to set up different access rights (Read, Write, None) to this view for different users' levels.
   
   This can be done by an administrator in Adonis Control Centre > General Codes > Travel Documents View:

   
   
   
   

2. View Grid > Columns Definition - in this section you can specify what columns will be shown in the view.
   
   Click  

   and select the Heading from the available list.
   Click

    to delete the column.

Click OK to save the view.

See Enclosed Documents section. 

Functionality

You can open the Travel Documents datagroup from the main menu Datagroups >. icon or press Ctrl+8 hotkeys.

Also, you can click  which shows all the documents data groups including the Travel one.

The Travel Documents datagroup allows you to store travel documents for each person.

So, you can easily find a person who has a travel document required using the Adonis Query tool (see Adonis Query chapter).

Let's consider an example screen:

The travel documents that expired or are going to expire within the next 30 days are highlighted in red.

Those that are about to expire within the next 60 days - in yellow.

The details of the expiry can be defined under Global Options > Expiry tab. Administrators can change these settings according to the company’s needs.

The number near the page title indicates how many expired records exist for this page. In our example: there is one document in a view that is expired (highlighted red).

Creating New Documents

To create a new record, click  button under Manage menu and input required information in the Details form that will appear:

You should input as much information as necessary

It's possible to search the Document Code by Code/Name:

You can start typing the code in the Document Code field and the system will suggest you the code.

From ver. 2017.2, for Passport it is now possible to store native names in Unicode symbols.

Some information for a document can be required as mandatory defined by admin setup (see Adding Documents Codes section). You will not be able to save a document unless it is in place. 

Enter Document No., Date Issued (when the document was issued), Expiry Date (the final date when a document is valid).

Click OK to save the record.

Adding a Scan

To link/attach a scanned copy of a document, click . This opens the Document dialog:

1. Fill in the fields as below:
   
   Description. Enter the name of an attachment.
   
   Document type. From the drop-down list, select one of the types defined in Enclosed Document Codes (see Define Enclosed Documents Codes).
   
   
   

2. Click New to choose between the options which allow you to attach:
   
   File. Click to indicate the path to the file.
   WEB link. Enter the link to be attached. In case the link protocol is not specified, the system uses the HTTP:// protocol by default.
   
   
   

3. You can scan documents directly from APM and add the digital copies to the Travel Documents datagroup. To do this, use one of the tips below:
   
   Click the Scan button. APM will try to automatically detect an installed scanner and will start scanning.
   Click the down arrow on the Scan button and select the Select Source option if you want to manually select your scanner.

A special field Validity of Scan (Scan OK) is available in a view grid.

This field with the letter 'Y' is painted blue if a scan is valid or red with the letter 'N' if a scan is not valid:

When you first add a scan, it is considered as valid. But when you change any data for the travel document, the status becomes invalid.

There is also a possibility to edit enclosed Word and Excel documents directly in the datagroup.

Please click  in the Details window and click  on the next screen.

The document will be opened, and you can edit it as you like.

When the editing process is finished you can save your changes or revert them by answering Yes or No to the question if you like to save the changes or not.
The same functionality is available under the Manage menu >  button.

Reports

On Reports tab > Travel Docs you can print the Travel Docs List report (for tagged or all crew selection):