Where templates come from
Form templates are built and published centrally by your company under Database → Form Templates, not on the individual vessel — see the Database section. A vessel can only use a template once two things are true: the template has a published version, and it has been assigned to that vessel.
That is why a category can appear empty even though the company has forms for it — the templates simply have not been switched on for this yacht yet.
Assigning templates
Open Vessel Settings — the gear icon in the top bar, or the gear icon at the foot of the menu on a phone — choose Controlled Documents, and stay on the Forms tab. The tab is there when the vessel's subscription includes the ISM (All Forms, SMS Module) module. You start at a list of the form areas — Operations among them — and drill down through your company's categories to the templates inside.
Each template row shows:
- Form Template — the template's name.
- Required Action Policies — for an assigned template, how many rules make this form compulsory on this vessel, or No policies.
- Assigned? — a switch. Turn it on to make the template available to this vessel; turn it off to withdraw it.
Only templates that are published and still active are offered here, because those are the only ones a submission can be created from.
Assigning a template is what puts it in the New form window and gives its category a place in the Operations menu. Withdrawing a template stops new submissions being created from it; submissions already made from it stay in the list and keep their history.
Turning the switch requires the Company Admin or Company User role; for everyone else it is greyed out. Company users can also assign vessels from the template itself under Database → Form Templates on its Vessels tab.
Making a form compulsory
An assigned template is available but not obligatory. To make it required, open Manage policies on the template's row (or click the row) and press Add Policy. The policy asks for:
- Policy Name — a name for the rule.
- Who must complete this — either Each crew member or At least one crew member.
- Apply to all ranks, or a selection of Applicable Ranks and Applicable Departments (labeled Responsible Ranks and Responsible Departments when At least one crew member is chosen).
- Frequency — Once, Recurring (then Every so many days, weeks, months or years), or Yearly in specific month.
- Enabled — switch it off and the rule is ignored.
Existing policies are listed with their Policy name, Who?, Ranks / Departments, Frequency and a Status of Active or Disabled, and can be changed with Edit or removed with Delete.
Adding, editing and deleting policies in Vessel Settings needs Edit rights on Vessel Settings; without them the policies are shown read-only.
Once a policy is enabled, the app works out when the form is overdue and lists it on the Missing tab. See Missing forms and how they are worked out.