The main certificates page offers several features to help you manage the certificates for your fleet.
The following image is a screenshot of the main certificates page. This is the standard interface that is used across many of the modules and offers several key enhancements that allow better access to manage and view your certificates.
If you have your vessels split into multiple fleets, then the ‘All Fleets’ dropdown list will be displayed in the upper-left of the page. Selecting a fleet from the dropdown list will refresh the view for the vessels in the selected fleet.
The ‘All Certificates’ menu allows you to select from a predefined list of ‘System’ views of your fleets’ certificates. You also have the ability to create your own ‘Custom’ views. See the following sections, Selecting Views and Creating Custom Views, for more information.
You can see a quick overview of certificate expiry day(s) coming due. Click on the date parameters, and the system will display the certificates that are due:
Click the plus button “Add New Certificate” to add a new certificate. Refer to Adding a New Certificate/Document for more details.
Any certificate that has a document attached will show a paperclip next to the vessel name, which you can click to view the certificate. See the following explanation for the paper clip colors.
The “Actions” button contains several options which can be performed from this page, shown in the following image.
Export to Excel: Exports the current list of certificate records to Excel.
Email Documents: Allows you to select and send documents from Q88 by email.
Packages: Allows you to create a group (package) of certificates and documents to email out together at once.
Summary Report: Creates a summary report in (Excel) for all selected certificates.
Email Offline Form: Sends offline form to the vessel and gets the Master to assist in updating the certificates/documents' date.
Scheduled Report: Schedule a report of any view (system or user-created) to be emailed to you.
Settings: This page allows you to adjust the settings to the Certificates module.
Refresh Data: Refresh the underlying data from the database.
Reset View: Resets the sorting and filtering for the selected View.
User’s Guide: Download the User’s Guide to the certificate module.
Columns: Click here to see a list of the available columns.
1.2 Selecting Views
The “All Certificates” dropdown list allows you to select different ways to display the certificate information for your fleet. By default, the system provides several ‘System’ views. You can choose from the following views.
System Views: Visible to all people in your company, fixed default views created for all accounts.
All Certificates: All certificates for your vessels.
Due Certificates: All the certificates which are due.
Expired: All the certificates which have expired.
Favorites: Customize the list of certificates that are commonly used.
Missing: List of all the certificates which are missing.
Valid: Lists all certificates which are not missing
1.3 Creating Custom Views
In addition to the ‘System’ views, the certificate module allows you to create your own custom views.
Two types of custom views can be created:
· Company Views: Visible to all people in your company that have a login under your account. (Only users with account admin permission will be able to create these views)
· User Views: Only visible under an individual login
Click the ‘Add New View’ link to add a new Company or User view.
The ‘Add New View’ page will now be displayed:
Criteria columns that are available to filter records on
· Certificate/Document: Name of the certificate
· Code: Internal document code you can specify for each certificate
· Comments: This field contains the remarks entered for a certificate
· Due: The next due date for the certificate; this can be the next annual, next intermediate, or expiration date, whichever occurs first.
· Expires: Date the certificate expires
· Has Attachment: Use to filter on a certificate and have or do not have the certificate file attached
· Is Favorites: Use to filter on certificates that are under your favorite list
· Is Missing: Use to filter on certificates that are missing
· Issued: Date the certificate was issued
· Issued/Certified By: Company that issued or certified the certificate
· Last Annual: The last annual renewal date of the certificate
· Last Intermediate: The last intermediate renewal date of the certificate
· Next Annual: The next annual renewal date of the certificate
· Next Intermediate: The next intermediate renewal date of the certificate
· Reference: The reference information for the certificate (ex. “SOLAS 1974”)
· Reminder: To filter the certificates base on the reminder date that you had set. It will be the date on which the window alert commenced.
· Type: This is the Document Type field
· Vessel: Use to filter the list of certificates that you want or do not want to see for certain vessels.
· Window: Use to filter the list of certificates showing specific window range
Editing the Criteria Pattern
Use the Criteria Pattern editor to modify how the criteria logic is handled. The Criteria Pattern editor allows the following text to be entered:
· Parentheses/Round Brackets '(' and ')': Use to group criteria together
· AND Operator: Use between two criteria where the records should match both criteria
· OR Operator: Use between two criteria where the records should match one or both criteria
· Criteria Row Number: #
Please note the following:
· If the brackets do not match, it will display an error.
· The number of criteria entered must match the numbers given in the criteria pattern editor.
· If any of the criteria numbers are missing in the Criteria Pattern editor, then an error will display.
Below is a list of example criteria that can be entered:
· 1 and 2
· 1 or 2
· (1 and 2) or (3 and 4)
1.4 Column Selection
The certificate grid supports custom column selections.
Click the ‘Columns’ button to see a list of the available columns.
Once the Column is added for the selected View it will remain n the grid until removed. Each View will have its own set of columns that each user can customize.
Note: The ‘Export to Excel’ function will export the columns that have been selected in the current View.
1.5 Column Ordering
The grid supports column reordering. You can drag and drop the columns to change the order in the grid.
Left-click and drag the column to another location and drop the column. The grid will automatically refresh with the new column ordering set.
Each view will have its own column ordering, which you can customize.
1.6 Column Resizing
The grid supports custom column resizing.
Please the mouse cursor between two columns, and the resize icon will be displayed
Drag the column left or right, and the size will be automatically adjusted.
Each view will have its own column ordering, which users can customize.
1.7 Column Sorting
The grid supports multi-column sorting. An arrow is displayed next to each column that has been sorted. To sort by a specific column, click on the column header. To sort by multiple columns, hold down the Shift key and click each column you wish to sort by.
The screenshot below shows the sorting by Vessel Name (ascending order) and Certificate (ascending order).
1.8 Filtering the Data
The grid supports column filtering. This is similar to the filtering available in Microsoft Excel® or SharePoint® (if you are familiar with those software applications).
To filter the data, click the grey triangle in the column header you wish to filter on. A popup menu is displayed, letting you select the items you wish to filter on. Click the ‘Apply Filter’ link to filter the selected items.
Once a filter has been applied, the ‘filter icon’ is displayed in the column header, and a dark-grey bar is shown across the top of the grid, indicating which column has been filtered on (shown in the following image).
By default, the grid will display 15 records per page. You can change that option in the lower-right of the page to 25, 50, 100, or 200 records per page.
The paging buttons, shown at the bottom of the page, allow you to browse through the pages.
1.10 Certificate Settings
The “Certificate/Documents Settings” page allows you to adjust the settings for each certificate. You can find the link to the “Settings” page under the “Actions” menu.
The Settings feature is accessible only for account admin users.
When you click the “Settings” link, the following page will display:
Here you can adjust the settings for each certificate. The fields that can be customized are as follows:
· Not Used: Checking this box will hide the certificate for your entire fleet (unless you have already entered the data for a vessel). This is useful if you want to hide a certificate that does not apply to your fleet.
· Type: By default, the system will assign each certificate a ‘Document Type’; you can change the ‘Document Type’ for each certificate and even add your own document types
· Code: This is an internal reference code that you can assign to each certificate.
· In offline form: Customize the list of certificates to be shown in the offline form.
When you have made the necessary changes, please be sure to click the ‘Save’ button at the bottom of the form.
1.11 Creating a favorite list
A Favorite list can be created for a list of certificates that will be commonly in use. This speeds up the viewing/updating process.
A Favorite list can be created by clicking on the greyed-out star (see the following image) shown next to the certificate/document name.
Once the certificate/document is listed as a favorite, it will be highlighted in yellow.
You can access your favorite list by clicking from the “All certificates” dropdown list under system views.