Manage documents

dms_0

Go to "Documents".

•To add a new document click "Add new" and specify details/information about the document as well as the settings. (see below)

•To edit a document, select the document, click "Edit", edit the details/information about it and settings and click "Save".

•To delete a document, select the document and click "Delete". (you can not delete global documents).

•To view a document, select the document and click "View".

•To download a document, select the document and click "Download".

Columns in need of explanation	Explanation
GloD	Global document No edit, no delete!
Origin	Shows if the document was added in office or on vessel You can only edit or delete documents that are loaded by the office!
Expiration Date	This date is used to ascertain the number of expired documents, which is shown by Business data at a glance. Certificates that are to be renewed are highlighted red in the DMS screen.
Sync. Type	After upload of a document the sync type cannot be edited anymore.
Revision	The revision number or code of the respective document or form.
Last Revision	The date of the last/actual revision of the document or form. This date entered in a form template is automatically saved to a form when it is filled.

dms_metaData_0

Fields in need of explanation	Explanation
Category	This field is very important to filter and search for documents. Some categories have specific restrictions: - Only work instructions are to be assigned in the office version to a PMS activity. - Form templates are only uploaded in the office version.
Expiration Date Expiration Tolerance (-)	Some documents like certificates may expire and need to be renewed. You can enter the date of expiration. With Expiration Tolerance (-) you define in which time frame before expiration a document will be shown when you filter for "To be renewed only". When the end of the Expiration Tolerance (+) is reached, the will still be shown as to be renewed. A document that reached the tolerance (-) will also be counted in "Business data at a Glance" and highlighted red on DMS screen if it is a certificate.
Sync. Type	Documents uploaded on board the vessel have always Sync. Type "CD". It needs a "Complete sync" to get them to the office. This is also the case for details about a document like a certificate expiration date. In office you can choose between: •"CD" (it needs a offline sync file to get the document and its details or changes in the details to the vessel) •"Office usage only" (the document will not be synchronised) • "Over satellite" (the document will be synchronised with the next synchronisation)

Best Practice: Keep the costs for data transfer over satellite in mind and use the synchronisation type "Over Satellite" only in urgent cases and for small documents. The maximum size for files to upload is 10mb.

Manage documents (add/edit/delete/info/settings)