Use the Add New button in the action row of Documents → Overview or of any category page. You only see the button if you have edit permission. On a category page, that means edit permission for that category.
Uploading
The modal opens on the upload area. You can drag files onto it or use one of two buttons:
- Upload and extract using AI: Nauticare reads the file and fills in the document's details for you.
- Upload without extraction: the file is attached and you type the details yourself.
Any kind of file is accepted. A phone photo of a paper document works as well as a scan or a PDF: photos are read for extraction and previewed like any other image.
You can select several files at once to create several documents in a batch (to attach extra files to a single document, add them from the document's own page after saving). With a single file you go straight to the details form. With several files you first see a list of everything you selected, headed Add documents. Each file shows its status as a chip: Extracting..., Ready, Extraction failed, Added or Skipped.
In that list:
- Review and Save opens the first file that still needs a decision.
- The bin button next to a row removes a file you did not mean to include.
- Once every file has been saved or skipped, the list shows a Done button.
While a file's details are still being extracted, the modal shows Analysing.... In a batch you can go Back to list and return to that file later. Every file in a batch starts extracting straight away, so later files are usually ready by the time you reach them.
If your company has used up its monthly AI allowance, extraction fails with a message saying so. You can still fill in the details by hand and save the document.
The details form
A preview of the uploaded file appears below these fields (for images, you can rotate the preview before saving):
- Category (required): where the document is filed. On a category page this is already filled in. Categories you cannot edit are listed but cannot be selected.
- Name (required): when the selected category has required documents configured, this field suggests their names (missing ones first) so you can pick one or type a name of your own.
- Description.
- Expiration Date and Issue Date.
- Last endorsement and Next survey due: optional dates for documents or certificates that undergo periodic surveys between issue and expiry. Next survey due cannot be after the Expiration Date and must be after Last endorsement when both are set.
- Remind Days Before: how many days before the next due date (next survey due if set, otherwise expiration date) the reminder window opens. It starts at 90 and offers a few common intervals, or you can type any positive number up to 365.
- Document Number and Issuer.
- Tags: choose a tag already in use or type a new one.
After AI extraction, the fields it filled in are highlighted and the fields it could not read are flagged, so you can see what still needs your attention. When the file matches a document name in your company's database, AI uses that standard name; if it detects a periodic survey endorsement, it also fills in Last endorsement and suggests Next survey due. Always check the values before saving, especially the dates. Re-run extraction reads the file again, and Clear empties the form.
Nauticare may also recognise which category the document belongs to. If you opened the form from Overview and have not picked a category yet, it selects that category for you. If you have already chosen a different one, it points out the mismatch so you can double-check.
Duplicate warning
When you upload with AI extraction, Nauticare checks whether this vessel already has a file with exactly the same content. If it does, the form shows a warning with Open Document links to the existing records. The warning does not stop you from saving. It is there so you can check before creating a second copy.
Saving
With a single file, the button reads Save and Finish and closes the modal. In a batch it reads Save and Next while other files are still waiting, and moves you on to the next one. Skip leaves the current file unsaved and moves on. A document cannot be saved without a file attached.
When you add a document from the Missing tab, the name and category come from the required document and cannot be changed, and only one file can be uploaded. The article on required documents explains the Missing tab.