# IMS Current User Guide ## October 2026 Navigation And Appearance All IMS pages use the shared teal-grey navigation and header. On narrow windows, use Navigation to expand or collapse the menu; Escape closes it. The header shows the company and context. Appearance selects Marine light, Harbor light or Night; Deployment theme restores the configured default. The choice is saved in this browser for this app origin and does not affect permissions. The migrated document, form, crew/certificate, operational and reporting screens now share the Marine/Night content styles. Open a document using its number in the list; returning to Library retains its search/filter and List/Folders state while viewing that document. Folders group only the current result page by Manual > Chapter; Type remains document metadata. This guide explains how to use the current IMS mockup for office, vessel, and admin workflows. Last updated: 2026-10-09 ### Finding Work And Returning To Lists `Documents & Forms` groups Library, Detail, Confirmations and Form Workflows. Crew, Crew Certificates, Vessel Certificates, Work & Rest Hours, Permit To Work, ATR, Garbage Record, Management Visits and Reports remain separate operational entries, subject to context and access. Use a record number or name to open its detail. Task tabs separate registers, creation and record processing; a disabled detail tab requires a selected record. Use the workspace's Back or register control to return. Pagination applies to the current filters; an empty result does not mean the tenant has no records. Tab retention is not a saved draft: save through the provided action before changing context or leaving a workspace. ### Offline Read Cache After An Update Sign in online and refresh vessel data before relying on cached reads. Cached vessel data belongs to the signed-in user and selected vessel and must match the deployment tenant. Older caches without a user identity need an online refresh. Another user cannot recover your read cache simply by using the same browser. An expired session or denied request must be resolved by signing in or contacting an administrator; it does not restore cached data as a successful response. Network/server failures may recover a matching read cache. Clearing read caches preserves queued work. Queue sharing and actor attribution on shared vessel devices still require operational acceptance; do not treat cached reads as proof that every action supports offline replay. ### Screenshot Example Synthetic test data, Marine appearance, 1440px desktop capture from 2026-10-08. This illustrates navigation, not a live customer record or evidence of approval. ![IMS document library with separate navigation and register](ui-standardisation/ticket-7c-screenshots/ims-library-desktop.png) Dashboard, office/vessel summaries, reports and offline package/queue surfaces now follow the shared Marine/Night content styling. The existing sidebar is unchanged. ### Ask IMS `Ask IMS` opens a drawer without widening the page. Close it with the close button or Escape to return to the screen. A failed request restores the question so it can be retried. Closing and reopening keeps the conversation in the current context; changing context resets it. Replies and source citations still come from the existing AI service; this UI update does not add new AI tools or offline AI access. ### Reports Open `Reports`, choose a report, then filter its records. The shared row count and Previous/Next controls page through server results. `Open record`, CSV and PDF actions retain their existing permissions and behaviour. `Report library` returns to the available reports. ### Configuration Availability The IMS Settings component remains hidden from the current navigation. Its working PDF branding controls are separated from a clearly labelled planned-configuration reference. Sample retention/session values are not proof of deployed policies. Use the separate Settings application for the currently exposed administration tasks. Local IMS URL: ```text https://m-ims-mockup.myonyunt.online ``` ## 1. Login and Context 1. Open the IMS mockup. 2. Sign in with your Supabase user account. 3. IMS loads your available context: - Admin - Main Office - Vessel 4. If more than one context is available, use the context selector in the header. The active context controls which records and actions are visible. Vessel users normally see vessel-assigned work. Office users can manage controlled documents, dispatch forms, review submissions, and follow up on confirmations. Use the `Log out` button in the header to leave IMS. IMS records the logout event when the backend is reachable, then clears the browser session. ## 2. Dashboard Use the Dashboard to see the current IMS workload: - controlled documents - read-confirmation status - form workflow and return status - certificate and crew status - records needing review - document search indexing and follow-up work when enabled - management vessel visit coverage, overdue visits, and next planned vessel visit when enabled Open the related module from the left navigation to complete the work. Recommended use: - Office users should start here each day to identify overdue reading, form returns awaiting review, expiring certificates, and management visit coverage gaps. - Vessel users should start here to find forms, confirmations, controlled records, and the next planned management visit assigned to their vessel. - Admin users should use it as a setup and health-check page before investigating access or workflow issues. ## 3. Document Library The Document Library is the controlled document register. Use it to: - search documents by number, title, manual, department, owner, or tag - search processed file text when the document has been indexed - switch search scope between metadata, processed file text, or both - filter by status, type, file availability, manual, department, chapter, and review due date - open a controlled document detail page - review status, revision, review date, and ownership - see content-match snippets when file content search finds a result - create or update controlled document records when your account has permission Typical office flow: ```text Document Library -> Select document -> Open Document Detail -> Review current revision -> Manage metadata or versions if needed ``` ### Search Scope Use the Document Library search panel when the register becomes large. | Scope | Use when | | --- | --- | | Metadata only | You know the document number, title, manual, department, owner, tag, or other register details. | | Processed file text only | You remember words inside an uploaded document but not the document number or title. | | Metadata and processed file text | You want one search across register details and indexed document text. | The primary search, scope, status, type, file, and sort controls stay visible. Use `Advanced filters` for manual, department, chapter, and review-date filtering. Processed file text search depends on background indexing. If a file was just uploaded, it may appear after the worker has extracted and indexed the text. Open Document Detail to see the current indexing status for the selected document. ## 4. Document Detail Document Detail shows the current controlled document record. Use `Back to library` to return to the retained search and List/Folders selection. Folders remain grouped by Manual > Chapter for the current results page; Type is document metadata, not a folder level. Detail tabs are `Overview`, `Metadata` and, for office/admin users, `Versions & Actions`. Versions & Actions separates `Version history`, `Edit metadata` and `Upload version`. A failed version-history load shows Retry rather than an empty history. Archive asks for confirmation; existing publication and deletion rules still apply. Create document opens a protected drawer. Closing a changed drawer asks before discarding; while a request is pending its fields and closing controls are disabled. Failed creates retain the entered data. Backend permissions continue to govern actual actions. Main actions: - Open current document - View document metadata - Edit metadata if you have office/admin permission - Publish or manage versions if you have office/admin permission - Send or review read confirmations when enabled - Check whether uploaded content has been indexed for search ### Open Current Document Click `Open current document`. If the current version has an uploaded file, IMS opens the file through a secure signed link. If the current version has no uploaded file, IMS opens a controlled metadata preview showing the current document number, title, revision, status, owner, and review details. This allows office and vessel users to open the current controlled record even when the original file has not been uploaded yet. If a new tab does not open, allow pop-ups for the IMS site and click the button again. ### Search Index Status When content search is enabled, Document Detail shows whether the current uploaded file is searchable. | Status | Meaning | | --- | --- | | Indexed content ready | The file text can be searched from Document Library. | | Indexing queued | The file is waiting for the background worker. | | Indexing in progress | The worker is extracting content. | | Indexing failed | The file could not be indexed and may need admin review. | | Content not searchable | The file type is not supported for text extraction. | ## 5. Form Workflows Form Workflows is the operational workspace for controlled forms. It covers office-to-vessel form dispatch, vessel-created form workflows, vessel-to-office returns, internal vessel routing, office review, and template management. The current UI is split into three main tabs: | Tab | Use | | --- | --- | | Inbox | Shows the work that needs attention now. This is the default tab for office and vessel users. | | Register | Shows the searchable/paginated history of workflows. Use this for tracking, audit checks, and older items. | | Templates | Shows form template management. Use this to create, import, edit, archive, and review source document links. | Opening a workflow takes the user into a full-screen Workbench. Use the back button in the Workbench to return to the tab where you started. Create workflow, Start form, Create or Update Template and Edit online form use the shared side drawer. Closing a changed drawer asks whether to discard unsaved changes. During saving, fields and dismissal are disabled; a failed request keeps the drawer and entered values available for retry. The workbench keeps the online form, routing, attachments and audit history on the full-width page. On smaller screens, wide registers scroll within the table. Vessel Save draft and Submit return controls appear in the workbench header rather than a floating bottom bar. Save a draft before leaving an unfinished form; drawer discard protection does not cover every page or context change. ### Office Form Workflows View Office users can: - view the Inbox for returned forms and office actions - view the workflow register with pagination - see which vessel has been asked to submit a form - open workflow details in the full-screen Workbench - review vessel submissions - approve a submission - return a submission for correction - open uploaded return files - view Online Form answers submitted by the vessel - view signatures as images in returned Online Forms when signature data is provided - confirm which vessel was asked to submit and which vessel returned the form - manage templates from the Templates tab only Typical office flow: ```text Form Workflows -> Inbox -> Select workflow -> Review vessel submission -> Open uploaded file or review answers -> Approve or return ``` Typical tracking flow: ```text Form Workflows -> Register -> Search or filter workflows -> Review workflow -> Review status, owner, due date, attachments, comments, and audit trail ``` Submission review statuses: | Status | Meaning | | --- | --- | | Submitted | Vessel sent the return and office review is pending. | | Approved | Office accepted the return. | | Returned | Office sent the return back for correction. | | Draft | Return is not finished yet. | ### Vessel Form Workflows View Vessel users can: - see assigned forms - open a form to complete it - fill Online Form fields - add signature fields when the form requires signature capture - upload a return file when the dispatch requires a file - attach supporting images, videos, or files when the workflow allows it - add notes - submit the return to office - view previously submitted or processing forms - route a form internally when the workflow is configured for vessel-side review Typical vessel flow: ```text Form Workflows -> Inbox -> Open workflow -> Fill required fields or upload file -> Submit -> Track status ``` If submit returns `403 Forbidden`, the vessel account may not match the workflow vessel or may be missing form-submit permission. Contact office/admin to check the account, vessel assignment, and role permissions. ### Online Form Returns Some workflows require the vessel to complete fields directly in IMS instead of uploading a finished file. These Online Forms can include text, selections, dates, checkboxes, comments, and signatures. Office review shows the submitted values in a readable format. Signature answers should display as signature images, not raw encoded text. If a signature still appears as long text, report it as a rendering issue in the Online Form return view. ### Templates The Templates tab is for office/admin setup work, not daily vessel completion. Template actions: - create a new template from a controlled IMS document - import a template from the Audit Tool when MAS integration is configured - use `Create or import template` when the template list is empty - edit the Online Form definition - archive a template - review source document and MAS import metadata Template records are not mixed into the Inbox because operational users normally need active workflows, not setup records. ### Workbench The Workbench is the full-screen view for filling or reviewing one workflow. Workbench sections include: - workflow summary - current status and owner - instructions and comments - form body or returned values - attachments - external acknowledgement when required - workflow actions - audit trail Keep the form body as the main working area. Use the grouped side sections for review context, supporting evidence, and approval history. ## 6. Read Confirmations Read Confirmations track whether users or vessels have confirmed a controlled document. The New read confirmation drawer retains entries after a rejected send, displays the error and allows retry. Closing a changed drawer asks before discarding changes. Pending requests disable the form and closing controls. Office users can: - create read-confirmation batches - click `New read confirmation` in the page header to open the send drawer - choose the document - set a due date - track confirmed and pending recipients - send reminders Vessel users can: - view assigned confirmations - open the related document - confirm reading Typical flow: ```text Office sends confirmation -> Vessel/user opens document -> Vessel/user confirms reading -> Office tracks completion ``` ## 7. Certificates and Crew Certificates and Crew is used to track vessel certificates, crew records, and evidence attachments. Office/admin users can: - view certificates and crew across all vessels - filter the register to a selected vessel - create crew members - assign crew members to a vessel - link a crew member to an existing IMS login user when that crew member also needs system access - edit crew records - archive crew records - create vessel certificates for a selected vessel - create crew certificates - upload evidence files - open evidence files through signed links - track expiry and status Use `Add crew or certificate` to open the create drawer, then choose one of: - `Crew member` - `Crew certificate` - `Vessel certificate` The drawer starts on the record type matching the current Crew, Crew Certificates or Vessel Certificates page. Record-type tabs retain entered values while switching. Closing a changed drawer asks whether to discard unsaved changes. During saving, fields and closing are disabled; failed saves keep entered values and show the error inside the drawer. Select a crew member's name to view their certificates below the crew list. Edit uses a separate protected drawer. Archive asks for confirmation before sending the request. Wide registers scroll horizontally on smaller screens. Vessel users can view only records for their assigned vessel when their context allows it. Crew login behavior: - Some crew records are personnel records only and show `No IMS login`. - Some crew records are linked to a platform user and show `IMS login linked`. - Login access is still controlled in Settings through the user's account, role, and vessel assignment. - Example: `chiefeng.vessel1@example.com` can be both a crew member and an IMS vessel user. ## 8. Management Vessel Visits Management Vessel Visits helps the office plan annual visits to vessels and keep actual visit records for audit evidence. Use `Visit register` to filter and browse records. Select a visit number to open `Visit detail`; return with the workspace tabs. Switching these tabs keeps entered detail notes. `Plan visit` opens a planning drawer. Closing a changed draft asks for confirmation; cancelling keeps the draft, and confirming discards its changes. Office/admin users can: - open `Management Visits` from the IMS navigation - view the annual visit register across vessels - filter visits by search text, vessel, year, and status - review annual vessel coverage, overdue visits, open visits, and completed visits - create a planned visit for a selected vessel - add planned activities such as master meeting, chief engineer meeting, document review, safety walkaround, and drill observation - open the separate visit detail view - record actual visit dates, completion summary, office notes, and activity completion - attach and open the final visit report file - attach evidence files to individual visit activities - mark activities with finding counts and action/NCR follow-up markers - export an action register for findings - export a vessel/year audit pack from the loaded visit register - find completed visits in the audit register Vessel users can: - view upcoming management visits for their assigned vessel - see the next planned visit from the vessel dashboard/page - read vessel preparation notes and planned activities - view completed visit history Vessel users cannot edit office visit records. Office/admin users record actual attendance and close activities. Typical office flow: ```text Management Visits -> Plan visit -> Select vessel and year -> Add planned activities -> Open visit detail -> Attach report and activity evidence -> Record findings or action markers -> Record actual visit and completion notes -> Use completed visit history for audit evidence ``` Typical vessel flow: ```text Vessel UI or Management Visits -> Review upcoming visit -> Read preparation notes and activities -> View completed visit history ``` Visit reporting: | Report item | Meaning | | --- | --- | | Vessels covered | Number of vessels with a planned or completed visit in the selected year. | | Overdue visits | Planned, rescheduled, or in-progress visits where the planned date has passed. | | Completed visits | Visits with actual date and completion summary recorded. | | Coverage percent | Covered vessels compared with loaded vessel count for the selected year. | Visit evidence: | Evidence item | Use | | --- | --- | | Visit report | Final report file from the superintendent, manager, or auditor. | | Activity evidence | Photos, checklists, attendance records, or meeting notes linked to a visit activity. | | Action register | Export of activities with finding counts or action/NCR follow-up markers. | | Audit pack | Export of the loaded vessel/year visit register and detail data. | Visit report templates should be managed through Form Workflows. Use an Online Form template when the visit report needs structured fields or signatures, then attach the final report output to the completed Management Visit record. ## 9. Permit To Work Permit To Work is the controlled workflow for creating, preparing, issuing, suspending, closing, and exporting vessel work permits. Use it for: - Hot Work Permit - Cold Work Permit - Confined Space Entry Permit - permit planning, preparation, control, checklist, and close-out sections - role-based sign-off by permit holder, permit authority, client representative, and permit issuer - digital signature capture - audit pack export ### Permit Register Open `Permit To Work` from the IMS navigation. The workspace has three tabs: Register, Create permit and Permit detail. - Register: select vessel, filter by status and page through records. Select a permit number or row to open its detail. - Create permit: select permit type and enter priority, location, equipment, description, validity, holder, authority, issuer and client representative. Press the Create permit button to save. - Permit detail: work on the selected permit without the register and creation fields alongside it. Return with the Register tab. Entered creation values remain when switching workspace tabs. Failed saves show an error without clearing the form. Successful creation opens the new permit detail. Leaving the PTW page or changing context is not an offline draft save. If `Create permit` says `Select a vessel before creating a permit`, check that the vessel dropdown has a selected vessel. Office/admin users must choose a vessel. Vessel-context users should automatically use their assigned vessel. ### Permit Detail Permit detail occupies the full workspace width. Tabs: | Tab | Use | | --- | --- | | Summary | Review vessel, location, equipment, holder, authority, issuer, validity, and current action. | | Sections | Complete planning, preparation, control, checklist, and close-out section responses. | | Actions | Sign each required role action with signer details and signature pad. | | Lifecycle | Suspend, resume, or return a permit with reason. | | Timeline | Review permit audit events. | ### Section Completion Use `Sections` to complete permit content before sign-off. Typical flow: ```text Permit To Work -> Select permit -> Sections -> Review section response -> Complete ``` Completing a section records the section status and completion user. It does not replace role sign-off. After the relevant section is complete, continue to `Actions` for signature. ### Action Signatures Use `Actions` to complete role-based sign-off. Each action shows: - action name - required role, such as Permit Holder, Permit Authority, Client Representative, or Permit Issuer - assigned signer - signature mode - completed by - completed at - captured signature image after signing Signature modes: | Mode | Use | | --- | --- | | IMS user signature | Internal IMS user signs while logged in. | | External acknowledgement | Client representative or external person signs with name and signature pad. | Typical holder planning sign flow: ```text Permit To Work -> Select permit -> Sections -> Complete Planning -> Actions -> Holder Planning -> Draw signature -> Sign ``` For client acknowledgement: ```text Actions -> Client Acknowledgement -> Enter external signer name -> Draw signature -> Sign ``` If signing returns a permission error, check the user's role permissions. PTW actions require permit create, prepare, issue, close, or manage permission depending on the action. ### Permit Lifecycle Typical permit lifecycle: ```text Create permit -> Complete planning section -> Holder Planning sign -> Authority Preparation sign -> Client Acknowledgement sign if required -> Issuer Authorization sign -> Issue -> Holder Close Out sign -> Request close -> Authority Close Inspection sign -> Issuer Final Close sign -> Close ``` Use `Suspend` when active work must stop temporarily. Use `Resume` when work can continue. Use `Return` when the permit needs correction before continuing. ### PTW Audit Pack Click `Export audit pack` to download the current JSON audit pack. The JSON audit pack is intended for machine-readable evidence and troubleshooting. Use `Export audit PDF` for a human-readable audit review copy with permit summary, responsible persons, sections, actions, signatures, and timeline events. ## 10. Work & Rest Hours Work & Rest Hours records monthly crew hours and the company's configured review route. Crew may use a vessel-local PIN under an authorised shared IMS session; individual crew login accounts are not required. PIN confirmation identifies the crew member and does not give the session reviewer authority. ### Work & Rest workspace and crew search Use **Overview** for scoped status totals, **Register** for all authorised monthly records, **My reviews** for stages you can currently verify, and **Shore reviews** for required shore approvals. The Register remains the office's progress view for information-only routes. Workflow status and non-compliance findings are separate. Filter by vessel, crew, year, month and status. Crew search and register/queue pagination use pages of 20 and reach records beyond 100. A selected crew member remains selected outside the current search page. Select a crew name to open Monthly period; **Back** restores the source filters and page. Choose a crew member assigned to a vessel and a month, then **Create month**. The period contains Overview, Day Entry, Verification and Crew Profile tasks. The current implementation creates every calendar date in the month; automatic partial-service-day exemptions are not enabled. Ask the operator to resolve joining/sign-off applicability rather than entering fabricated rest. ### Work & Rest daily recording and checks In **Day Entry**, select the reporting date and classify each 30-minute cell. **Unrecorded** is missing evidence, **Work** counts as work, **Rest** counts as rest, and **Neutral** counts as neither. Missing time is never assumed to be rest. **Save draft** accepts incomplete entries; **Submit day** and **Submit month** require complete applicable-day coverage. The interim reporting contract is **UTC calendar days and seven calendar dates**, not continuous rolling 24-hour/168-hour checks or the browser's local timezone. Unsupported ship-clock changes are not silently converted into a 48-cell day. Default company checks include maximum 12 hours work, minimum 10 hours daily rest, minimum 77 hours over seven dates, at most two rest periods and six hours continuous rest. Effective company rule versions and incomplete-history warnings remain authoritative; these checks are not regulatory certification. Copy previous day and bulk patterns require an explicit action. An empty day cannot be copied as rest. Save failures preserve input. Changing day, task, record or company guards unsaved changes, and a busy write blocks conflicting navigation. Offline work/rest mutations require reconnection. ### Work & Rest approval routes and My reviews Settings owns versioned compliance profiles, tenant crew departments and approval routes. First submission freezes the route and routing inputs for that revision. Depending on company setup, the route is **Chief Engineer then Master**, **Chief Officer then Master**, or **direct Master**. An optional mandatory Shore stage follows Master. In information-only mode the office is informed after Master review, with no shore signature or task. Open **My reviews**, select the month, inspect daily records and findings, then use **Verification**. Route progress shows assigned roles, eligible reviewers, recorded actor/role, time, notes and revision. Only the current stage's configured role, action permission and current vessel/office eligibility permit **Verify current stage**. A Chief's departmental review is separate from Master verification. Administrator access, department names and PINs do not automatically grant reviewer authority. Missing reviewers or invalid department routing block progression visibly. Own-record verification is prohibited, and the existing shared-recorder self-verification policy remains conservative. Senior officers' own records need explicitly configured routes; a Master's record needs an eligible alternate. Never add a broad role just to bypass a blocked review. **Return for correction** requires a reason. Returned records remain editable by authorised recorders; their displayed approvals are historical. Resubmission creates a new revision and restarts required review while retaining the frozen route unless an authorised route reset is performed with a reason. **Close** requires manager authority and every required stage completed for the current revision. Closed records cannot be overwritten. ### Work & Rest crew profile and PIN Authorised accounts can set the selected crew member's **4–12 digit** vessel-local PIN in Crew Profile or the existing Crew PIN task. The PIN is never returned in plaintext, stored in frontend persistent storage, or used as an IMS login password. Profile-management controls and PIN controls follow backend permissions. Choose the correct crew and vessel before recording or submitting. ### Work & Rest exports and retained records From the period's Overview use **Export JSON** or **Export PDF**. Both include the saved daily intervals, calculation/rule evidence, frozen route, office policy, recorded review actors, notes, timestamps and revision. JSON preserves full Unicode labels and calculation evidence; the existing PDF font supports Latin-1 and may replace other characters. Draft/returned exports are labelled **DRAFT — NOT A FINAL RECORD**. Submitted/reviewed copies are labelled **REVIEW COPY — NOT CLOSED**. After Phase 6 migration 071, closing a period stores a **RETAINED CLOSED RECORD** JSON/PDF pair against the submitted revision, with integrity hashes. Later crew, role or configuration changes do not regenerate that pair. Legacy closed periods without retained exports are explicitly labelled as legacy copies; no signatures are invented. Recorded workflow approvals are not cryptographic digital signatures. Reports' frozen Work & Rest exception summaries keep the period evidence captured with the summary. Later dependency discrepancies remain visible in the live period; retained files do not change silently. Use **Create ATR** for controlled follow-up: the source reference retains all findings, revision, rule values and an authorised company/vessel/period link, alongside operator notes. ### Work & Rest notifications and release status Current-stage reviewers receive tasks; authorised office work/rest readers/managers/reviewers receive progress after Master verification in both office modes. Existing notification settings may narrow or disable recipients, but do not grant review authority or broaden a work/rest event to unrelated accounts. Notification delivery/read state is separate from approval state. Work/rest events queue deliveries in the workflow transaction; the worker sends committed deliveries later. Failed deliveries retry up to five attempts with backoff and remain visible in Settings notification logs. Provider failures do not erase approvals. Repeated workflow requests do not create duplicate notification events. An email provider accepting a message just before a worker crash can still cause delivery duplication; SMTP does not guarantee exactly-once delivery. Configure backend **IMS_PUBLIC_URL** to the IMS web origin for clickable notification source links (without it, messages carry a relative IMS source path). Deploy migration **071** and matching backend/worker/frontend before relying on retained closure and queued delivery. The static guide and Ask IMS read this same source. Local route/export acceptance is separate from live tenant configuration and Windows pilot acceptance; see the Phase 6 implementation report under `issues/` for the tested scope and outstanding release gates. ## 11. Action Tracking Register Action Tracking Register, or ATR, is the IMS workflow for tracking findings, observations, corrective actions, owners, due dates, progress, evidence, review, and closure. Use ATR when a follow-up action must be controlled after: - audit or inspection finding - management visit finding - permit-to-work follow-up - form workflow issue - work/rest compliance issue - certificate or crew follow-up - safety, technical, compliance, or assurance observation ATR is not a separate app. It uses the same IMS users, vessels, permissions, attachments, notifications, and audit trail. ### ATR Workspace Open `ATR` from the IMS navigation. Use the `Register` and `Create Action` tabs, then `View ATR` to work on one action. Its detail tabs are `Summary`, `Workflow`, `Progress`, `Evidence`, `Extensions`, and `Timeline`. Use `Back to Action Register` to return to the list. Tabs support keyboard navigation and follow the selected Marine or Night appearance. The ATR workspace is split into: | Area | Use | | --- | --- | | Dashboard | Shows open, overdue, due-soon, returned, and review-needed actions. | | Action Register | Search, filter, paginate, and select action records. | | Create Action | Record a new finding/action with only the required basics first. | | ATR View | Work on one action record with tabs for progress, evidence, review, extension, and timeline. | Office/admin users normally see the fleet ATR register. Vessel users see only ATR records for their assigned vessel. ### Create Action Use `Create Action` when a new finding, observation, or corrective action must be tracked. Typical create flow: ```text ATR -> Create Action -> Enter title -> Select vessel -> Choose criticality -> Add finding description -> Set owner and due date when known -> Create action ``` The minimum useful record should include: - action title - vessel - criticality - finding or action description - responsible owner when known - target closure date when known More details can be added after the action is created. ### Action Register Use the Action Register to find and open ATR records. Common filters: - search text or ATR code - vessel - status - criticality - source group - source type - owner - overdue or due soon Typical register flow: ```text ATR -> Action Register -> Search or filter -> Select action row -> Open ATR View ``` ### ATR View ATR View is the detail screen for one action. Tabs: | Tab | Use | | --- | --- | | Summary | Review finding, source, vessel, owner, criticality, due date, and current status. | | Workflow | See the current process step and available actions. | | Progress | Add progress notes and corrective-action updates. | | Evidence | Upload or open supporting files, photos, videos, documents, and closure evidence. | | Extension | Request or decide a due-date extension. | | Timeline | Review action history, status changes, progress, evidence, review, and closure events. | ### Progress And Evidence Use `Progress` to record what has been done. Use `Evidence` to attach proof such as: - photo - video - checklist - report - invoice - certificate - email or document file Evidence should support the closure decision. For example, if a finding says a guard is damaged, the evidence should show repair completion or replacement record. ### ATR Review And Closure ATR has a controlled review flow so actions are not closed without review. Typical vessel-involved flow: ```text Create finding/action -> Assign owner -> Owner updates progress -> Owner uploads evidence -> Submit for vessel review -> Vessel approver reviews -> Send to office review -> Office accepts closure or returns for correction -> Closed ``` For office-only actions: ```text Create action -> Assign owner -> Owner updates progress and evidence -> Send to office review -> Office accepts closure or returns for correction -> Closed ``` If office returns the action, update the progress/evidence and submit again. ### Due Date Extension Use `Extension` when the action cannot be completed by the current target date. Typical extension flow: ```text ATR View -> Extension -> Enter new requested due date -> Enter reason -> Submit request -> Office approves or rejects ``` The timeline records extension requests and decisions. ### ATR From Other IMS Workflows ATR can be created from other IMS records when follow-up is needed. Examples: | Source | ATR handoff example | | --- | --- | | Management Visit | Activity has findings or action marker. | | Permit To Work | Permit close-out finds unfinished corrective work. | | Form Workflow | Returned or reviewed form identifies a follow-up action. | | Work & Rest Hours | Non-compliance needs corrective follow-up. | | Certificates and Crew | Expired or missing evidence needs assigned action. | When ATR is created from another workflow, it should keep the source reference so office and vessel users can trace why the action exists. ### ATR Permissions ATR access depends on role permissions. Common permissions: | Permission | Use | | --- | --- | | `ims.atr.view` | View ATR records allowed by context. | | `ims.atr.create` | Create ATR action records. | | `ims.atr.update` | Add progress, evidence, and editable action details. | | `ims.atr.submit` | Submit action for review. | | `ims.atr.vessel_review` | Perform vessel-side review. | | `ims.atr.office_review` | Perform office-side review and closure decision. | | `ims.atr.extension_request` | Request a due-date extension. | | `ims.atr.extension_approve` | Approve or reject extension requests. | | `ims.atr.export` | Export ATR register or audit pack. | | `ims.atr.manage` | Manage ATR records across the workflow. | If ATR is visible but an action button is not available, check the user's role, active context, vessel assignment, and ATR permissions in Settings. ### ATR Audit Evidence ATR supports audit and management review because each record can show: - finding/action details - responsible owner - due date and due status - progress updates - evidence attachments - review decisions - extension history - timeline and audit trail - export data Use ATR export when office needs a register extract or action audit pack for inspections, audits, or management review. ## 12. Garbage Record Garbage Record is the controlled operational register for MARPOL Annex V Part I activities. Use it for routine discharge, port-reception, transfer, incineration, and exceptional discharge or loss records. Open `Garbage Record` from the IMS navigation. ### Register And Dashboard The workspace separates the list, entry work and environmental reporting: | Tab | Use | | --- | --- | | Register | Filter a vessel/month and select an entry using its date link. | | Entry / New draft | Work on one record using Details, Workflow, Evidence and History tabs. | | Environmental dashboard | Review certified quantity, open entries, exceptional events, category totals, and monthly trends. | Use the vessel, year, and month controls to set the working record period. In Register, use category and exceptional-only filters to narrow the list. `New draft` opens the entry editor. Switching workspace or entry tabs retains entered values; choosing another record or starting a new entry replaces them. Changing company/vessel context resets the workspace. Submitted, certified and superseded entries have read-only Details; returned drafts can be edited. ### Create A Routine Entry 1. Select `New draft`. 2. Confirm the vessel and date/time. 3. Select the garbage category and operation. 4. Enter the quantity in cubic metres. 5. Record the applicable port/facility, receiving ship, or position. 6. Add remarks where needed, then select `Save draft`. Reception-facility entries require a port or facility. Transfer entries require a receiving ship. Sea-discharge entries require a position or port reference. ### Exceptional Entry For exceptional discharge or loss, select the applicable record type. IMS requires the reason and precautions in remarks. Record position and water depth where known, then save and submit the entry for certification. ### Certification And Corrections Typical workflow: ```text Draft -> Submit for certification -> Responsible officer certifies with signature -> Certified and locked ``` A responsible officer may return a submitted entry with a reason. Update the returned draft and submit it again. Certified entries cannot be edited. Use `Create correction` to make a linked correction draft. The original remains in the audit trail and is superseded only after the correction is certified. ### Evidence, Audit Pack, And Monthly Freeze Before certification, attach photo, video, receipt, or supporting-document evidence in `Evidence`. Use `Workflow` for submission, certification, return, correction, monthly freeze, `Export audit JSON` and `Export audit PDF`. `History` displays recorded signatures and lifecycle events. The Master may select `Sign and freeze month` only after all entries in that vessel/month are certified or superseded. The frozen monthly PDF is retained as the statutory snapshot and is not changed by later live-record updates. Use IMS `Reports` for the monthly Garbage Record Book, yearly disposal summary, and exceptional-events register in CSV or PDF format. ### Offline Drafts Vessel users may save a Garbage Record draft while offline. The device queues the draft locally. After reconnecting, open `Vessel UI > Offline Sync Queue` and select `Sync pending`. Offline mode is draft-only. Submission, certification, signatures, evidence upload, corrections, and monthly freeze require an online connection. If the server record changed or became finalized before sync, IMS marks the queued action as a conflict and does not overwrite the server record. ### Garbage Record Permissions | Permission | Use | | --- | --- | | `ims.garbage.view` | View records, dashboard, and reports within allowed vessel scope. | | `ims.garbage.create` | Create and update drafts. | | `ims.garbage.certify` | Certify or return submitted entries. | | `ims.garbage.master_sign` | Sign and freeze a monthly period when the user has the configured Master role. | | `ims.garbage.export` | Export reports and audit packs. | | `ims.garbage.manage` | Manage records and policy settings. | ## 13. Settings Settings is handled in the separate Settings mockup: ```text http://localhost:6200 ``` Use Settings for: - users - roles - vessels - permission setup - platform administration IMS behavior depends on Settings data. If a user cannot see a module, submit a form, or access a vessel record, check their account, tenant membership, vessel assignment, and role permissions. ## 14. Common User Issues ### Cannot log in Check that the account exists in Supabase Auth and the password is correct. ### Can log in but IMS data is empty The user may not have a tenant membership, IMS role, or active context. ### Cannot submit vessel form Check: - the active account is a vessel user - the workflow is assigned to that vessel - the vessel account has form-submit permission - the backend is running - the form has required fields completed ### Cannot open current document Allow pop-ups for the IMS site. If the document has an uploaded file, it opens as a signed file link. If no uploaded file exists, IMS opens a metadata preview. ### Cannot open uploaded return file The file may be missing, the signed link may have expired, or storage permission may be misconfigured. Refresh the page and try again; if it still fails, ask admin to check the attachment record and Supabase Storage bucket. ### Content search does not find text inside a file Check: - the search scope is `Processed file text only` or `Metadata and processed file text` - the document has an uploaded file - the file type supports text extraction - the search index status is ready - the background worker is running ### Office cannot approve a submission Check that the account is in an office or admin context and has review permission for IMS form submissions. ### Cannot sign PTW action Check: - the active permit is not closed, cancelled, or archived - the user has PTW permission for the action - the correct permit is selected - the signature pad has captured the signature if the action requires evidence - the backend has been restarted after recent PTW signature fixes ### Cannot verify a Work & Rest month Open My reviews and check the current frozen stage. The account needs that stage's configured role, permission and current vessel/office eligibility. Check unresolved departments, missing reviewers, own-record/shared-recorder restrictions and stale record versions. Refresh after a stage completes. Ask Settings administration to resolve the actual assignment; administrator access or a Chief title is not a substitute for the configured Master reviewer. ### Cannot create or update ATR action Check: - the user has ATR permission for the action - the correct vessel is selected - vessel users are assigned to the same vessel as the ATR record - required fields such as title, vessel, and criticality are completed - the action is not already closed, cancelled, or archived ### Cannot close ATR action Check: - progress has been recorded - required evidence has been attached - the action has reached the correct review step - vessel review is complete when required - the office reviewer has `ims.atr.office_review` or `ims.atr.manage` ### Cannot save or submit Garbage Record entry Check: - the correct vessel, category, operation, quantity, and statutory context have been supplied - the user has `ims.garbage.create` to save a draft - the entry is still draft or returned before editing it - the user has `ims.garbage.certify` to certify or return a submitted entry - the Master has `ims.garbage.master_sign` and the configured Master role before freezing a month - the device is online for every action except saving a vessel draft ## 15. Recommended Daily Workflow Office: ```text Dashboard -> Document Library for controlled documents -> Form Workflows for vessel returns -> Read Confirmations for overdue reading -> Certificates & Crew for expiring evidence -> Work & Rest Hours for monthly verification -> Permit To Work for active permit oversight -> ATR for overdue actions and closure review -> Garbage Record for monthly environmental review and exceptions ``` Vessel: ```text Dashboard -> Form Workflows for assigned forms -> Document Detail for current controlled documents -> Read Confirmations for pending acknowledgements -> Work & Rest Hours for crew day/month entry -> Permit To Work for permit sections and signatures -> ATR for assigned actions, progress, and evidence -> Garbage Record for routine entries and draft sync ``` Admin: ```text Settings -> Verify users, roles, vessels, and permissions -> IMS -> Check all modules load correctly -> Resolve access or data setup issues ``` ## 16. Current Feature Gaps and Shipping-Company Value Opportunities The following items are proposals, not instructions for current features. Some overlap with existing module-level exports, reports and offline support; use the module sections above to determine what is available now. The current IMS already covers controlled documents, vessel form returns, read confirmations, certificates, crew evidence, searchable document content, permit workflow, work/rest review, management visits, and action tracking. The next high-value gaps for a shipping company are below. ### Fleet Compliance Cockpit Add a fleet-level compliance cockpit that combines overdue read confirmations, pending form returns, expiring certificates, unreviewed documents, and failed content indexing by vessel. Value: office teams can see which vessels need attention before audits, vetting inspections, and port-state checks. ### Audit Pack Export Add one-click export for audit evidence by vessel, manual, date range, or inspection type. The export should include current procedures, read-confirmation evidence, form returns, approval history, and related certificate evidence. Value: reduces preparation time for SIRE, TMSA, class, flag, customer, and internal audits. ### Change Impact and Distribution When a controlled document is revised, IMS should identify affected vessels, linked forms, read-confirmation recipients, and related procedures. Office should be able to send a controlled rollout from the revision. Value: document changes become operationally traceable, not just uploaded files. ### Offline and Low-Bandwidth Vessel Mode Vessels often work with unstable connectivity. Add offline-friendly form completion, queued submission, cached current documents, and clear sync status. Value: vessel users can keep working at sea and submit when connectivity returns. ### Action and Non-Conformity Linkage Continue strengthening ATR handoff from returned forms, failed read confirmations, audit findings, expired certificates, permit close-out items, and document change requests. Each action should keep owner, due date, priority, vessel, source reference, and closure evidence. Value: IMS becomes a management-system execution tool, not only a record library. ### Regulatory and Customer Requirement Matrix Map documents, forms, certificates, and evidence to ISM Code, ISPS, MLC, MARPOL, SOLAS, class, flag, oil-major, and customer requirements. Value: office can prove which controls satisfy which requirement and quickly identify missing evidence. ### Document Relationship Map Add visible links between procedures, forms, record templates, risk assessments, certificates, and read-confirmation batches. Value: users can understand what a procedure affects and auditors can follow the evidence trail. ### Vessel Role-Based Task Inbox Create a focused vessel inbox for Master, Chief Engineer, officer, crew, or department roles. It should show only tasks relevant to that role: forms to submit, documents to read, certificates to renew, and corrections requested by office. Value: reduces vessel-side confusion and improves timely completion. ### KPI and Trend Reporting Add trend reports for overdue confirmations, late form returns, certificate expiry performance, document review overdue rate, search/indexing health, and vessel completion performance. Value: management can see whether the IMS process is improving or drifting. ### Controlled Review Calendar Add an office calendar for document review due dates, certificate expiry windows, scheduled form workflows, recurring vessel reports, and planned reindex/maintenance jobs. Value: helps office plan compliance work instead of reacting after due dates are missed.