Workflows: Using Document Blocks

Within a Workflow, click on the Add Documents button and the Document block modal will open up.

We know how complicated maritime compliance can be so we have built a number of pre-defined blocks to help you out.

You can always build your own rules (and we are here to help so please reach out on [email protected]).

By selecting a document block you will add what we call a "placeholder" to your Workflow. When your Workspace Users or Crew access a Workflow, they will be prompted to add a document to the placeholder to satisfy the rule.

You can create any number of placeholders for documents. The placeholders prompt your users (whether that is Crew Members, or your Workspace Users) to add a document to satisfy the block or rule.

You can collect any type of document (including photos) provided they are in pdf, png, jpeg format but not word processing files.

The blocks are set to non-mandatory by default, meaning that crew can submit a Workflow without adding a document to that block. You can change the setting to mandatory when you add the block (simply toggle to "required field")

You can add as many document blocks as you like

The templates that we have built mean you don't have to build the rule yourself.

For example, by selecting the block "STCW Basic Safety" the Workflow will automatically ask that a Crew Member provides all 4 qualifications.

We are continually adding blocks but please get in touch if you would like us to build any further blocks.

Alternatively you can choose to build your own block with its own rules through the "Custom" block.

Set up

Title: this will be displayed on the Workflow. We would suggest you add something like "Please add your Medical Fitness certificate"

Required field: If this is selected, the crew member will not be able to submit a Workflow without a document being added to this block.

Defining the rules

You decide how you want a block or rule to be satisfied by the Crew Member or your Workspace Users.

All of these: means that all of the documents specified will need to be provided. Use this when you need all of these documents to be added to a workflow for the block or rule to be considered satisfied

One of these: means the rule can be satisfied by one of a number of options being uploaded. For example if you would accept a Master 3000GT or a Master 5000GT you could select "One of these" and then add both certificate types.

Anything: adding an "anything" document block allows any additional documents, photos, certificates. You can give your users some guidance about what you would expect to see here. For example

"If you have any RYA Watersports qualifications add them here"

"Please provide your references"

"If you have additional certificates that you would like to provide, please add them here"

If someone adds a maritime certificate to an "Anything" document block, our scanner will recognise what it is and auto profile it for the crew and for you!

Explaining the "Add option" section

This functionality allows you to use a combination of "all of these" documents or "one of these" documents to satisfy a rule. Most blocks or rules can be built using just one option so your use of this function might be limited.

As an example we have used this section in our STCW Basic Safety document block to say that the rule can be satisfied by a user providing:

• "all of these" (ie a combined certificate with all 4 qualifications listed or 4 separate certificates) or

• "one of these" being a combined certificate that does not list all of the 4 qualifications

Document Type

You can choose between:

Certificate: This will link to our certificate list. The certificate list contains a wide variety of maritime qualifications - if the one you need is not there please contact us on [email protected]

Passport or

Other Use this document type for collecting items such as CVs, cover letters, references or photos.