What is a Document Management Centre?
Answer: The Document Management Centre allows Requesting Parties (ex., Charterers) to configure their Document Requirements so the Document Provider (ex., Ship Manager) can subscribe, manage, and submit vessel-related documents efficiently.How does a Requesting Party configure their Document Requirements?
Answer: Document requirements are configured at the Customer Level. By enabling the permission, a Customer and RightShip are able to configure their document requirements within the ‘Setting’ tab > ‘Document Management Requirements’.
The Requesting Party will be able to add and manage document requirements via the Add Requirements button within the tab. The requirements can be either a request for an attachment upload or a Form. RightShip handles and predefines the list of available attachment types and forms. Reach out to the RightShip Service Desk if you need additional types.
How does a Document Provider subscribe to the Requesting Party Requirements?
Answer: Given you have access to the RightFleet Starter ‘Home’ tab, you will notice the introduction of a new widget on the far right of the top banner.
Clicking on Manage opens a list of Requesting Party document requests, displayed as cards clearly showing the Name of the Requirement, the number of documents needed to satisfy such request, and the Customer Name requesting such information.
If you wish to subscribe to any requests, proceed with the ‘Add to Watch list’. Here, you can read more about the requirements and link the vessels of the same group type for which you’d like to provide such documents.
Adding to the watchlist will create a new task for you in your pending task to be able to proceed with submitting the Requesting Party Requirements and remain alerted when an update is required.
Additionally, you can also proceed with fulfilling the Requesting party requirements from the left side Vessel Filter ‘View Documents’ link.
4. Why is it that I cannot see any Requesting Party Requirements.
Answer: To view Requesting Party Requirements you need to have the vessels under your management added as part of your monitored vessels by clicking on Manage on the monitored vessels widget within Home tab.
Additionally, Requesting Party Requirements are linked to specific vessel types. If none of your monitored vessels match the required type, you will not see the request.
5. How can I manage document access as a Document Provider?
Answer: Access management to documents if fully in your control. You can decide to give a default access rule to a specific document or alternatively managed access per-request party basis. You can configure access rules like "Access on Demand," "Access Allowed," or "Deny Access" for each document.
6. As a Document Provider, I want to understand each access rule.
Answer: You can set up access rules per document. You can choose between three access rules:
-Access Allowed - RightShip can access this document but does not have the rights to share it. Other platform users will be able to see this document listed and access it without the need to submit a request.
-Deny Access - RightShip can access this document but does not have the rights to share it. Other platform users will not be able to see this document listed or access it unless configured otherwise.
-Access on Demand - RightShip can access this document but does not have the right to share it. Other platform users can see this document listed but can only access it after submitting a request for your approval.
7. As a Requesting Party, where can I find the Documents provided?
Answer: If you are a paying customer, and if a document has been provided you will be able to access same from the respective Vessel Document tab. You can navigate to this tab from the respective vessel’s document tab or access it from the Vessel Overview page via the widget located on the right side of the page.
8. As a Requesting Party, how can I request access to a document set up as Access on Demand by the Document Provider?
Answer: If a document is set to "Access on Demand," you can request access by clicking the "Request Access" button on the respective Vessel Document within the Vessel Document tab. This will send a notification to the Document Provider to grant or deny access.
9. How are access requests approved or denied?
Answer: Document Providers receive notifications for access requests and can approve or deny them. Approved requests make the document available to the requesting Customer, and the requestor is notified via email. If denied, the requestor is also informed via email.
10. As a Document Provider, how do I handle expired or pending documents?
Answer: Expired or pending documents will automatically appear at the top of your document list in the DMC clearly marked in red. Additionally, in the 'Home' tab, a card will appear in your pending tasks when a document expires, prompting you to take necessary actions such as re-uploading or updating the document.
For expired documents an email will also be sent to the submitter of the expired document on the day of expiry.
11. How are document expiry dates managed in the DMC?
Answer: Document providers can assign issues and expiration dates when submitting documents. Requesting Parties can also set a validity period for documents, which is calculated based on the issue date provided by the Document Provider. The system uses the nearest expiry date to determine validity.
12. How does the DMC integrate with RightFleet Starter Home?
Answer: Documents submitted and configured in the DMC are visible within the RightFleet Starter Home. Document Providers can monitor document requirements and pending tasks related to their vessels directly from the Home tab.
13. As a Document Submitter, can I audit a document's activity?
Answer: At the customer level of the Document Submitter, an audit log will be available for each document provided. This log can be accessed through the ellipsis menu in the DMC. It provides detailed, time-stamped records of actions such as who uploaded the document and who requested, granted, or denied access. The audit logs are automatically deleted when the document is deleted. Only the Customer of the Document Submitter has the right to delete a document.
14. As a Document Submitter, how can I delete a document?
Answer: At the customer level of the Document submitter, you will have the right to delete the document through the ellipsis menu (...) in the DMS. Additionally, a RightShip user also has the right to delete documents on behalf of a customer.
15. How can I contact the document submitter if I have a question?
Answer: The Document Management Centre includes an integrated Message Centre, allowing you to communicate directly with the document submitter. To ask a question, click on the "Inquire About Document" feature within the Document Management Centre. This opens a dialogue box where you can select the specific document(s) in question and type your inquiries.
The document submitter will receive an email notification with your questions. Additionally, a new pending task card will appear on their RightFleet Starter Home page, alerting them to the pending inquiries. They can respond to your questions directly within the platform, ensuring seamless communication.
16. How can I mark a document as reviewed?
Answer: If you are the recipient of a document and have access to it within the Document Management Centre, you can mark it as reviewed to prevent duplication of work within your organization. To do this, click on the ellipses menu (...) and select "Mark as Reviewed." Once marked, the document will display in the Review column, showing who reviewed it, when it was reviewed, and any comments associated with the review.
If needed, you can reverse this action by clicking the ellipses menu (...) again and selecting "Mark as Unreviewed." This ensures flexibility in managing document reviews.
