Reports and attachments for the EPIS module

The PPE module has three reports and a common system of attachments with signature and distribution that is reused on all screens that include it.

Types of report

PPE delivery receipt

It is generated automatically when the PPE need status changes to “Delivered”. It contains the basic information of the employee and their workstations, the delivered PPE, and the conditions of use and particulars.

The employee signature section appears by default: you do not need to create the signature manually. It can be signed:

• Via email.
• Via web, through the operation Sign delivery receipt.
• On paper.

PPE delivery receipt (table)

Identical to the above in terms of generation timing and signature options, but with the information presented in table format and without the conditions of use and particulars.

PPE delivery receipt by employee

It is generated manually from the detail or list screen of Employees in the Organisation module. It collects the basic information of the employee, their workstations, and all PPEs delivered and signed to date (in their most current versions). It retrieves the employee’s digitised signatures.

How to generate a report

The three reports share the same generation flow.

PPE delivery receipt / PPE delivery receipt (table)

You can generate it from two places:

• PPE Needs list screen: select the record and click Generate report.
• PPE Need detail screen: click Generate report.

The available options when generating are:

• Report template: select PPE delivery receipt or PPE delivery receipt (table) as appropriate.
• Notify me by email when the report is generated: you will receive an email when the report has been generated.
• Digitally sign the report: allows the report to be digitally signed.
• Send the report via email: the programme sends the report to the employee asynchronously.
• Distribution scopes and Signatures: do not apply to these reports.

PPE delivery receipt by employee

It is generated from the Organisation module:

• Employees list screen: select one or more employees and click Generate report.
• Employee detail screen: click Generate report.

Only the options Report template and Notify me by email when the report is generated apply. The application retrieves the employee’s signatures for the most recent needs with status “Completed”.

Behaviour of attachments

From any Attachments tab in the module you can:

• Attach images and/or documents that provide information to the record.
• View attachments generated automatically or added manually.
• Create signatures and distribution scopes on any PDF attachment.

How to attach images or documents

1. Go to the Attachments tab and click New.
2. Enter the Descriptive name and select the file from Browse.
3. Click Accept and then Save.

Note

For the attach action, the other fields are not mandatory.

How to view attachments

1. Go to the Attachments tab.
2. Click the download icon of the corresponding record.

The file will be downloaded automatically to your device.

How to create signatures on a PDF attachment

1. Go to the Attachments tab and click New.
2. Enter the Descriptive name and select the PDF document from Browse.
3. Once attached, click Signatures > New.
4. Fill in the Name field (title of the person who will sign: “Approved by”, “Prepared by”, “Signed by”, etc.) and indicate who signs. Click Accept.
5. Click Save on the record screen.

Tip

• The Position field sends the document to be signed to all employees with that position.
• The Person field sends the document to the selected employee.
• The Order field (auto-filled as 1) defines the signing order. To have all signatories receive it simultaneously, leave the value at 1.
• When indicating the people who must sign, the programme automatically checks Digitally sign the report and Send the report via email, and generates an asynchronous sending.

Caution

The Signature with acceptance/rejection checkbox allows the signer to accept and sign or reject the document indicating a reason. If rejected:

• Subsequent signatures are cancelled.
• The attachment is deactivated.
• A SmartStatus alert is generated for the person who attached the document to reattach a new one.

How to distribute a signed document

Once the signatures are configured:

1. Click Distribution scopes > New.
2. Fill in the distribution scope and click Accept.
3. Click Save.

The programme will automatically send the document to the people in the scope once it has been signed by all indicated.

Tip

The Distribute to future employees checkbox automatically distributes the document to new employees (the application considers a new employee as one assigned to a workstation).

How to select a signature circuit

If your organisation has predefined signature circuits:

1. In Attachments > New, enter Descriptive name and select the PDF document.
2. Click Signatures and select the Signature circuit you want to use.
3. Click Accept and then Save.

The programme will automatically fill in the Signatures and Distribution scopes tabs.

Composition of attachments

Every Attachments tab contains the following sections:

• Document type: classifies the attachment, also for use in the CAE module.
• Descriptive name: title of the attachment.
• File: the image or document.
• Notes: comments about the attachment.
• Digitally sign the report and Send the report via email: action checkboxes.
• Tabs Details, Requests, Sendings, CAE, Signatures, Templates to include, Reports, Audit, Distribution scopes, People to distribute to.
• SmartStatus: alerts generated automatically for this attachment.

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Source: M-SO-20-19-01 “PPE User Manual”, version 1, 21/12/2020.