SMS
How to Use the SMS Module
Overview The SMS (Safety Management System) module is a digital safety management solution that ensures compliance with maritime safety regulations. It provides tools to store and manage essential safety documents, maintain an indexed structure, and utilize pre-built templates for operational efficiency.
Key Features
Library – Upload and store safety-related PDF documents.
Index – Maintain a structured index of all SMS-related documentation.
Templates – Predefined blank safety documents that can be filled in.
Populated – A document management system for completed safety forms and reports.
Feature 1: Library Overview The Library feature allows users to upload and store safety documents, ensuring they are easily accessible to relevant crew members.
Key Function
Enables secure storage of safety-related PDFs.
Allows easy retrieval and organization of compliance documents.
Step-by-Step Guides
Go to the SMS module in the left-hand side bar.
Select "Library" to access uploaded safety documents.
Click "Add" to add a new file.
Organize and categorize documents for easy retrieval.
You can also view/edit/delete and download any of the uploaded files by scrolling to the action bar on right hand side of a document
FAQs
Q: Can I restrict access to safety documents? A: Yes, permissions can be set at the user or role level.
Q: What file formats are supported? A: PDF is the primary supported format.
Feature 2: Index Overview The Index feature provides a structured reference system to manage all SMS-related documentation.
Key Function
Allows users to categorize and structure SMS-related files.
Provides an organized overview of all uploaded safety documents.
Step-by-Step Guides
Navigate to "Index" in the SMS module.
Click on the available index to view the SMS structure.
FAQs
Q: Can I search for a document in the index? A: Yes, the index includes a search and filter function.
Feature 3: Templates Overview Templates provide standardized safety documents that can be quickly filled in for compliance and operational procedures.
Key Function
Provides predefined blank documents for safety management.
Ensures consistency in SMS documentation.
Step-by-Step Guides
Go to "Templates" in the SMS module.
Select a template from the list of available documents and fill it out by clicking on the document plus icon. Once completed, click submit and then it will move to the populated folder
Fill in required fields manually or use auto-fill options.
Save, print, or send the completed document.
FAQs
Q: Can I modify an existing template? A: Yes, templates can be edited or duplicated as needed. By your yacht manager if you have a Fleet Plan or by an HOD if you have a Superyacht Plan.
Q: How do i send a document to a user to fill out without giving them access to the whole sms template folder? A: You can send them the document personally via whatsapp or email by clicking on the 'copy link' icon in the right hand side action column.
Feature 4: Populated Overview The Populated feature provides a centralized location for managing completed safety documents, ensuring secure storage and retrieval.
Key Function
Stores filled-in safety documents for easy access.
Allows categorization and prioritization of safety reports.
Enables search and filtering for quick retrieval.
Step-by-Step Guides
Go to "Populated" in the SMS module.
Select a completed document to view, edit, or share by using the icons in the ACTION column.
Apply filters or search keywords to locate documents quickly.
Download, print, or archive documents as needed.
FAQs
Q: Can I restrict access to completed safety reports? A: Yes, access permissions can be configured per user.
Q: How long are documents stored? A: Document retention policies can be customized based on operational needs.
Q: How do I prevent future edits of a document? A: You can change the status of a document to Archived. This will prevent any future edits or revisions and will make the document read-only.
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