1. 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 (e.g., Ship Manager) can subscribe, manage, and submit vessel-related documents efficiently.
2. How does a Requesting Party configure their Document Requirements?
Answer: Document requirements are configured at the Customer Level. By enabling this permission, a Customer and RightShip can configure their document requirements within the ‘Settings’ 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. If you need additional types, please reach out to the RightShip Service Desk.
3. How does a Document Provider subscribe to the Requesting Party Requirements?
Answer: With access to the RightFleet ‘Home’ tab, you will notice a new widget introduced 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 the request, and the Customer's 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 in your pending tasks, allowing you 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's requirements by clicking the ‘View Documents’ link on the left side of the Vessel Filter.
4. Why can I not see any Requesting Party Requirements?
Answer: To view Requesting Party Requirements, you must have the vessels under your management added as part of your monitored vessels by clicking on Manage on the monitored vessels widget within the 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 be able to view the request.
5. How can I manage document access as a Document Provider?
Answer: Access management to documents is entirely in your control. You can decide to give a default access rule to a specific document, or alternatively, manage access on a per-request basis. You can configure access rules, such as "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 right to share it. Other platform users will be able to view and access this document without needing to submit a request.
-Deny Access - RightShip can access this document, but does not have the right 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 the 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 requester 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, providing 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 and a prompt resolution.
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 organisation. 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.
17. Can I view an overview of all subscribed document requirements and their fulfilment status as a Document Submitter and Requestor?
Answer: Yes, both Document Submitters and Document Requestors can access an overview of all subscribed document requirements and track the fulfilment status of each request:
As a Document Submitter, navigate to the Home page and locate the My Document Requirements widget. Click the “View Document Requirements Overview” button at the top right corner of the page.
As a Document Requestor, you can access a similar overview by navigating to the Settings tab and selecting "Document Requirements"—the same section where you initially set up your document requirements.
18. Can I upload documents without fulfilling specific requirements?
Yes, the Document Management Centre allows you to upload documents both to fulfil specific requirements and independently of any requirements.
Simply navigate to My Uploads and proceed with uploading the document.
When uploading a document without linking it to a specific requirement, it will be stored in the same repository but will remain visible only to you and your company, not to any other customers. If needed, these documents can be provided, they are labelled correctly.
19. Can I bulk upload documents?
Yes, the My Upload feature enables you to upload multiple documents simultaneously. During the upload process, you can label each attachment accordingly and choose whether the documents should be used to fulfill specific requirements or not.
As a Document Submitter, if you choose to fulfil requirements during a document upload via My Uploads, you will also have the option to configure access permissions, ensuring the appropriate stakeholders have visibility.
As a Requesting Party (i.e. the one who has set up the requirement), you can also fulfil the requirement yourself. However, in this case, the uploaded documents will be visible only to you and your company.