How To Fill In And Run An Electronic Form

1.    Click [Ship] – [Forms & Procedures]
2.    Locate the Form to fill out and select it in the top right-hand side grid “Form Templates”.
3.    Click the   [Run Form] button or double click the form.
4.    If the form is of type “Electronic Form” the following dialog will open: 

5.    Fill in the Meta data details as required:
5.1.    Form ID: Will show the Form ID for the form selected. (Not editable)
5.2.    Form Type: Will show if the selected form is considered a “manual” form or “Electronic” form. The workflow connected to the two differ. The field is not editable.
5.3.    Form name: Is the name given to the selected the form. The field is not editable.
5.4.    File Name: This is the name of the original form template file. The field is not editable.
5.5.    Performed date: By default, the date is set to <today>, but can be back dated if needed.
5.6.    Status: This status will indicate if the form\document is still being worked on. If the form has not been “submitted”, it will remain “Open”.
5.7.    Performed by: By default, set to the current logged on user, but it is possible to select another person, from either the “Contacts”, “Crew” or “User” list. 
5.8.    Unit Name: Name of the unit the form is filled out for/on. The field is not editable.
5.9.    File Name: When initially opening this dialog, there is no actual document linked to this entity, so this field will be empty. A document\file will be created as a copy of the form template file once the [Open Form] button is clicked. The document\file created will be named in the following manner <Todays date(YYYYMMdd)> “-“<Day Counter> “-“ <Original Form file name>. I.E: “20201110-01-DepPortAnch.docx”, if a document with this name already exists, as the form can have been run once before “today”, the <Day counter> is increased by 1. 
5.10.    Comment: This comment is linked to this filled out version of the document.
5.11.    Submitted by: Will show the username of the user that click the [Submit form] button, until the form has been submitted this field will remain empty. (Not editable). The field to the right of this field is the “Submitted date and time”.
6.    Click the [Open Form] button. This will generate a copy of the original form and open it.
If a document has already been created, the file will be opened. This will require that a third-party software to edit the file is available on the current computer. For example: If the file is a word or excel file Word or Excel (or equivalent software) needs to be installed and accessible.
7.    Enter details into the document\file using the third-party software.
8.    When the document\form has been filled out, then save, and close the file.
9.    Click [Save & Close] in the . Once saved it will appear in the grid lower grid, where all filled out documents are listed. The form\document can be opened and edited multiple times until completed.
10.    Once completed click the [Submit] button. When submitted, the document will be write-protected. When the [Submit] button is clicked a message will inform the user the following:

11.    Form status will be updated to “Submitted”