Not everything under SMS is a controlled document. Some SMS categories are part of the vessel's own document library: files uploaded on board, each with its own details and expiry date. You can tell which kind of page you are on at a glance — an uploaded-document list has expiry dates, filter tabs and an Add New button, whereas a controlled-document list has All, Confirmed Reads and Missing Reads tabs and only View and PDF on each row.
The list
Open SMS and pick one of these categories. The page shows an Items count and three tabs:
- All — every document in the category.
- Expiring — documents whose reminder date has been reached but which have not expired yet. The reminder date is the expiration date less the Remind Days Before value you set on the document, so a document with no expiration date or no reminder days never appears here.
- Expired — documents whose expiration date is in the past.
You can search by name, and use Filter to narrow the list by tag; Show archived switches the list to the archived documents and back. Columns cover Name, Tags, Doc. number, Expiration date and Next survey.
Adding a document
Add New opens the upload window. Besides the file itself, you can record a name, description, expiration date, issue date, how many days before expiry to be reminded, a document number, an issuer and tags. You can let Nauticare read the file and fill these in for you to check, and upload several files in one go and review them one by one — see Adding a Document in the Documents section for the details. Adding documents needs permission to edit documents in that particular category — without it, the button is not there.
Working with a document
Clicking a row (or View Details) opens the document page, showing the file preview alongside its details. From there you can Download it, Open in new window where the file type allows it (not on a phone), Edit its details, or Archive it. The list rows offer the same Download and Archive actions directly. Editing and archiving need permission to edit documents in that category.
Archive takes a document out of the active list without deleting it. Archived documents can be brought back with Restore, and permanently deleted with Remove — deleting requires a separate delete permission on the category.
How this differs from a controlled document
| Uploaded SMS document | Controlled document | |
|---|---|---|
| Created | on the vessel | in the company office |
| Changing it | edit or replace it directly | new revision, reviewed and approved |
| Expiry tracking | yes | no |
| Required reading tracking | no | yes, when a policy is set |
| Withdrawn by | archiving on the vessel | archiving or unassigning in the office |
Both appear side by side under SMS, and which categories exist is decided by your company.