Setup

Define Enclosed Documents Codes

Before starting working with the datagroup you should set up Enclosed documents codes and Enclosed documents views.
To store enclosed documents, you need to input one or more Enclosed document codes in General Codes > Enclosed Documents > Enclosed Documents Codes.
You can create several Enclosed documents types to organize them in the way you like, for example, to distinguish between Licenses, Appraisals, and so on.
For all scans that are added for passports, medicals, certificates you can create one code called Scans.
Or if you like to separate them on different pages, create different codes like Travel docs, Certificates, etc.
Click  the button to add a new code:

Open

Input Code and Name/Text.
Code is a unique alphanumeric code for a document to be in use.
Sort is used for grouping records to views (see details in Defining Enclosed Documents Views section).
Is Passive - defines if the code is passive or not. Passive codes are shown in grey.

Security code is used for giving restricted access to the record.
When a security code other than '0' is defined, it is possible to set up access rights to this very type of an Enclosed Document in Adonis Control Centre > General Codes > Enclosed

Open

Documents > Enclosed Documents Codes:

So, the routine 300 Enclosed Documents is not enough. If a user should have Written or Read access to the Enclosed documents datagroup, he should have corresponding access to a needed Enclosed Documents type/code also.

Enclosed Documents types with Security Code = '0' are available for all users.

Available In section defines if a document is displayed in Documents module, in Enclosed Documents datagroup or both mentioned.
Codes with option Documents Module or Both will be groups of Mail Merge documents.

See separate Documents module manual.
You can find it – Modules ribbon > Documents > Contents icon under Manage menu.

Define Enclosed Documents Views

Next what is needed to define is one or several Enclosed Documents views.
These views will be the separate tabs with the columns you would like to see.

If no view is defined, default columns Number, Document Description, Created, Created By are shown on the Overview tab.

We advise you to create several views according to your needs and All view that will show all enclosed records.

Go to Setup > General Codes > Enclosed Documents > Enclosed Documents View, click button to add a new view.

1. Enter Code and Text (will be shown as a title of a corresponding page).
   Sort is the number that defines the order of the pages.
   Include Groups field indicates what enclosed codes will be shown in the view. You can input digits like "1-4" (codes 1,2,3,4 will be seen) or like "31,77" (codes 31 and 77 will be seen) or combine these 2 ways: "12,77-79".
   
   For example, 0-991 means that all documents with a Sort value between 0 and 991 will be included in the view.
   If included groups are left blank, all existing codes will be shown on that view. Usually, this is used for All views.
   
   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 the administrator in Adonis Control Centre > General Codes > Enclosed Documents > Enclosed Documents View:
   
   
   

   
   
   
   

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

   and select the Heading from the available list.
   Click

   to delete the unneeded column.

Click OK to save the view.

Filter Codes for Organization

It is possible to filter certain Enclosed document codes/views for an organization.
This can be done in General Codes using the diagram icon near the Code field :

The organization structure tree will be displayed from the Concern to Company level.
You can clear the checkbox for the level where you want the selected general code to be unavailable.
You can use the search field as well as Tag/Untag All buttons to simplify the procedure.

Click OK to save the settings.

A document type, that does not have a tick near its name, is not shown for the organization.
Click Apply when you are finished.

Store Enclosed Documents

It is necessary to define the method of storing enclosed documents.
Adonis represents two main ways:

• Link - to store a path to the document in the database;

• Attach - to store the file itself in the database.

1. Attach
   There are several advantages to storing the documents in the database.
   The documents are then protected by the database security and consistency tools.
   The way of attaching documents is necessary for companies that use Replicator. Only using this way of storing documents, the files are added to the database and will be sent to the other sites via Replicator.
   
   The only disadvantage with the attach method is that the size of the database will grow when byte-consuming documents are stored inside. 
   
   So, as mentioned above, Adonis recommends users to use the attach method, but to put a size limit for attached documents (define how much 'place' a single scan can take). 
   
   About 500 KB should be enough to get a good scan.
   The bigger the files are the quicker the database size will be growing.
   
   This setting controls the size of photos uploaded in Photo datagroup as well. 
   
   A user who tries to exceed this limit will be stopped and advised to reduce the size of the scanned document before proceeding.

2. Link
   On the one hand, the linking method means that the documents are not added to the database but can be stored on the server, shared drive, etc. 
   As a result, the database size is not growing, which is good.
   On the other hand, there can be a risk that the URL linking to a certain server/folder/file structure on the network can be broken.

3. Format of storing scans should also be chosen. PDF or JPEG/JPG formats are offered.
   The option Mail Merge: E-mail and distribute word documents as pdf (office 2010 only) gives a possibility to send merge documents as pdf files if the user has Microsoft Office 2010 installed.
   If the option is not set, the document is sent as word documents (doc, Docx files).
   
   If Link functionality is chosen, directories for Mail Merge and Scans should be defined.

Functionality

The Enclosed Documents datagroup allows you to view all attached files of a person in one place.
Adonis allows linking between different types of files: pictures or even movies.
All of them will be displayed here, no matter in what datagroup they were added.
Each attachment that was added to a medical, competence, appraisal, benefit or travel record in corresponding datagroups will be seen here.
You can open the Enclosed Documents datagroup from the main menu Datagroups >. icon or use Ctrl+0 hotkeys.
Also, you can click which shows all the documents datagroups including the Enclosed one.

Let's review an example screen.
The number of tabs in the upper part of the window depends on the setup made by an administrator (see Defining Enclosed Documents Views section).

On each tab, only records belonging to this group can be created and viewed (e.g. passport scan - on Travel Docs tab, etc.).
If no views were defined by an administrator, all the records will be shown on one Overview tab. 

On our example picture, you can see a passport scan that was added to the passport record in the Travel Documents datagroup.
However, it is also possible to create a record in the Enclosed Documents datagroup as well. 

Open, Edit, Delete Files

In the upper part of your screen, you can see the main commands under the Manage menu:

Select the file record that you would like to view and click . It will open the attachment if it exists. 

button or Del key will remove the selected enclosed document record.
will open a window, where you can check if the document type is inputted correctly, or you can edit the description.

It is also possible to view the attachment from the Document window (click the Open button).

You can edit Word and Excel documents directly from here. Open the file with the help of the Open Enclosed button and then click Open.

Make necessary changes. When the editing process is finished, you can save your changes in the Word/Excel program first, and then by clicking OK on the enclosed document record window.

Add New File and Scan

To add a new file, click New on the ribbon. Clicking the command makes the following dialog appear:

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 Enclosed Documents#_Adding_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 Enclosed 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. 
   
   If you do not see your scanner listed in the Select Source window, then your scanner driver has not been properly installed.
   
   After you added a file, you can observe its properties (name, location, size, etc.).
   Select the record and click

   under the Manage menu.

Print Scanned Documents

It is possible to print scanned documents for one or several crew members from Adonis.
The system locates scans of a defined type for a person/a batch of persons and export scans to a printer.
The functionality is located on the Reports ribbon > Crew list > Scanned Documents:

In the appeared window, you can see the following available options on the Parameters tab:

1. Set Crew Selection option. Choose Selected Person, Entire Crew Selection, Tagged Persons, or UnTagged Persons, depending on your needs.

2. Datagroup: defines which datagroup codes will be available in the Document codes list below. Select Travel if you need to print a passport scan, Competence if you need to print a certificate, etc.
   When you have selected the datagroup option, choose the correct Document code. This code will be checked by the system. Then the system will export all scans (linked to this code) to your default Printer.
   
   It is possible to select several document codes at once. This allows you to export numerous documents into one fil

3. Persons can have several documents/scans of the selected code. If you want to see the newest scan (newest passport, newest visa, etc.) set the Export the newest documents only option. The system will then pick up scans attached to a record with the latest Expiry Date.
   
   
   

Click the Print button and the system will fetch scans according to the settings you made and send them to the Printer.

• Also, the system will show a status message 'Export completed' or 'Export completed with exceptions' if any error(s) occurred.

Log tab displays additional information about the exported documents and status.

Click the Close button to quit Print Scanned Documents functionality.

Email Enclosed Document

From ver. 2017.3, we added the possibility to Send by Email any enclosed documentation.
This is very convenient when you are asked by a crew member to re-send his payslip or any other scanned copy of a document. Please note that a crew member should have a valid email defined in Personal Details, otherwise the button will be disabled.

It is also important that your APM user has an Email defined in his profile in Adonis Control Centre.

1. Select the document you'd like to send to a crew member.

2. Send by e-Mail is enabled for a tagged record. It will automatically generate an email with a selected document attached to it.

3. By default, the email from Personal Details is set.
   You can overwrite it or add other addresses to Copy.
   Input subject, message. Then click

   .