# 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 all matching documents by Manual > Chapter. Expand a chapter to see its document rows and pagination inside the folder; Type remains document metadata. This guide explains how to use the current IMS mockup for office, vessel, and admin workflows. Last updated: 2026-10-25 ### Finding Work And Returning To Lists `Documents & Forms` groups Library, Read & Confirm, Completed Forms 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. ### Dashboard Shortcuts Select a dashboard card's icon, number or label to open its matching list. Cards with **View records →** support mouse, touch and keyboard Enter/Space. Zero opens an empty filtered view; loading/unavailable cards cannot be opened. Access follows the selected company, vessel and account permissions. | Card | Opens | | --- | --- | | Documents | Library with fresh search and active documents; vessel users see approved documents | | Active vessels | Read-only, paginated list of active vessels | | Active crew | Crew register filtered to active crew; this count does not include office login accounts | | Expiring certificates | Combined crew/vessel results within the company's configured warning window; select a certificate to open its detail | | Active onboard / Issued / Close requested / Expiring soon | PTW register with that exact status/group; expiring soon includes issued, active, suspended and close-requested permits within the configured warning hours | | Vessels covered | Distinct vessels with a non-cancelled, non-archived visit in the stated year; select **View qualifying visits** for a vessel's records | | Overdue visits / Completed visits | Management Visits filtered to the stated year and status | | Pending confirmations (vessel overview) | Your pending reading queue for the selected vessel | The dashboard filter banner shows the applied shortcut. Use **Clear dashboard filter** or the ordinary menu to leave that preset; context switching clears it. Certificate results also offer **Clear expiry filter**. Already expired or archived certificates are excluded from the expiry shortcut. Visit coverage includes planned visits; it does not mean every visit has been completed. Live records can change between opening the dashboard and its list. The legacy **Open forms** summary card is removed; it counted Form Workflow dispatches and must not be confused with Completed Forms submissions. Other Form Workflow entry points retain their existing visibility. ### 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. In Folders, the first matching chapter opens automatically. Click a chapter to expand or collapse its documents; only one chapter is open at a time. Click a document number/title to open its detail. Use Rows, Previous and Next inside that chapter for more documents. Folder counts cover all matching records, including later pages. Search and filters apply to both folders and documents; Type is document metadata, not a folder level. Returning from detail retains the selected chapter and page. List and Folders keep separate page positions. A failed load shows Retry; switching company or vessel clears the previous folder selection. 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 ### Completed forms from Document Library The new **Completed forms** workspace lets authorised crew download a controlled blank form, upload a completed copy with activity date/purpose/evidence, and follow the configured ship/office review route. Open the separate **Completed Forms** menu after migration 087 and the matching application release are deployed. Its Forms tab lists only approved **Form**-type Library documents with a published file. Search by title/document number, filter by Chapter and browse 20 forms per page. Each row provides **Download blank form**, **Start submission**, and **Configure** for authorised office users. Existing dispatch and Online Form tools remain in **Form Workflows**. Use **My submissions**, **Needs my review**, and **Records**. Corrections create a new submitted revision; earlier files and decisions remain. Record-only returns are Filed; reviewed returns are Closed. Office configures eligible roles per vessel; users cannot review their own submission. The new workspace requires online access for saving/uploading/submission. See the [completed-forms guide](IMS-COMPLETED-FORMS-GUIDE.md) for setup permissions, file limits, audit ZIP export and the selected vessel pilot. Local implementation is verified separately from live deployment/pilot acceptance. 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 & Confirm Read Confirmations track whether users or vessels have confirmed a controlled document. Open a task with **Read document** to read its **Assigned reading revision**, then explicitly choose **Confirm read**. An older assigned revision remains the reading target even when the Library has a newer revision. Confirmation checks the assigned revision again on the server; if it changed, reload the task before continuing. Library opens the current document. A dash in its reading-status column means the user-specific reading status is not loaded; it does not mean the document is unread. Use Read & Confirm to check assigned tasks. File access remains available when text-search indexing fails. If the assigned revision or its published file is unavailable, the reader disables opening/confirmation instead of substituting another file. Ask office to check the assigned revision. 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. ### Vessel reading tasks 1. Open **Read & Confirm → To read**. Tasks are ordered by due date, with undated tasks after dated work. Each card names the assigned revision, due date when present and the sender's message. 2. Search by title or document number. Tab counts reflect the current search. **Previous / Next** load 20 tasks at a time from the server, including tasks beyond the first 100. 3. Choose **Read document**, open the assigned file, then explicitly choose **Confirm read**. A failed confirmation keeps the reader open for retry; opening a file alone does not acknowledge it. 4. After confirmation, choose **Next reading task** for the earliest pending task in your personal queue (across all search results), or **Back to reading tasks**. Back retains your search, tab and page; a page that becomes empty moves to the nearest remaining page. 5. Use **Confirmed** to see history and **Read again** to reopen the assigned revision. Shared vessel/company/role requests are labelled as shared acknowledgements; they do not represent a separate confirmation from every crew member. Retrying an already confirmed request preserves its original signer and timestamp. ### Office tracking Office context shows **Reading progress**, with Pending and Confirmed tabs, server counts, search by document/vessel/recipient, and reminder history. **Read document** opens the assigned revision without offering an office action to sign for the crew. Users with document-publish permission can send a **New read confirmation** and **Remind** pending recipients. Sending to a role uses a searchable **Recipient role** list of company roles with active holders. Search by role name if it is outside the first 100 results. A failed reminder retains the task: reload with Retry, then choose Remind again. A successful reminder is shown only after the API succeeds. Vessel users cannot switch the API to unrestricted office tracking. Tasks assigned to another user or vessel are excluded; role assignments are checked both when listing personal tasks and when confirming a role task. Completed Forms and Form Workflows remain separate workflows. ## 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 The workflow is **Holder prepares and submits → Authority approves → Issuer approves and issues**. Holder submission is not an approval. Use three distinct, active accounts with the company's PTW roles and access to the vessel. Administrator access does not bypass the assigned reviewer or approval order. These instructions apply to the updated PTW workspace after deployment. For deployment prerequisites and pilot status, see the [PTW release guide](../issues/2026-10-19-ims-ptw-two-step-approval-release.md). ### Find a request Open **Permit To Work** from IMS navigation. In **Register**, select **My requests**, **Needs my approval** or **All permits**, then filter by status if needed. Click a permit number to open it. Use **Previous** and **Next** to browse more results. Only records within your access are shown. ### Holder: create and prepare 1. Click **New request**. Choose the vessel and permit type, then enter the location, equipment/task, work description and proposed start/end. You are the Holder. 2. Select the **Authority** and **Issuer**. Each must be a different eligible person. While **Loading eligible Authority and Issuer accounts…** is shown, continue entering work details; the reviewer dropdowns are temporarily disabled. A failed or timed-out request offers **Retry loading reviewers**. Only after loading succeeds does an empty list mean no eligible account is available; ask the administrator to check company PTW roles and vessel access. The Holder and the other selected reviewer are excluded. 3. Click **Save draft** to load the selected type's form, checklist and required attachments. Vessel and permit type cannot be changed on the saved request. 4. Complete **Permit form and controls** with actual planning, preparation, control and checklist details. Complete any displayed **Online form** and confirm the applicable checklist items. 5. Add all required attachments using the steps below, then check **Review and submit** for missing items. Save before leaving the page or changing context. Switching pages is not an offline draft save. The updated PTW submission, review and close-out flow requires an online connection. ### Holder: upload forms and supporting files 1. In **Attachments**, use **Download blank permit form** if available. Complete the downloaded form outside IMS. An Online form is completed directly on the request; upload an additional copy only if required by the displayed requirements. 2. Select **Evidence purpose** to match the file, such as Permit form, Gas test or Isolation certificate. Choosing Other does not satisfy a different required category. 3. Choose a non-empty file up to **20 MB**, then click **Upload and save draft**. This also saves changed work details and preparation answers. 4. Wait for **Evidence uploaded and saved.** and the filename to appear. Repeat for each additional file. Selecting a file alone does not upload it. 5. Click a filename to download and check it. While the request is editable, use **Remove from request** for a mistaken attachment and upload the correct file. Previously submitted evidence remains in revision history. The upload accepts file types without checking whether their contents are correct or complete. Required evidence categories are checked; Authority and Issuer must review the actual documents. A linked form uses the PTW approval sequence, not the separate Form Workflows approval process. Client acknowledgement, when required, is supporting evidence rather than an additional approval stage. Follow the requirements shown for your company's permit type. Hot Work, Cold Work, Confined Space and Underwater Work may require different evidence and controls. ### Holder: submit or correct a returned request Click **Submit for approval** once all required information and uploads are complete. Upload any currently selected file first. Submission validates the request and freezes its details and evidence as a revision for review. If Authority or Issuer rejects it, open **My requests**, read **Correction required**, amend the request and resubmit. Resubmission creates a new revision and restarts Authority approval followed by Issuer approval. Earlier decisions and evidence remain in history. ### Authority and Issuer: review 1. Authority opens **Needs my approval**, selects the request and reviews the work details, controls, form and attachments. 2. Authority chooses **Approve**, or enters a reason in **Decision / close-out notes** and chooses **Reject to Holder**. 3. After Authority approval, Issuer opens the request from **Needs my approval** and reviews the same submitted revision. 4. Issuer chooses **Approve and issue**, or enters a reason and chooses **Reject to Holder**. Issuance is allowed only after the proposed start and before expiry. There is no PTW signature pad. The signed-in person's decision, time, notes and revision are recorded. Historical signatures remain available for older permits. ### Work, suspension and close-out 1. During active work, Holder uses **Entry log** where applicable: enter an entrant name and click **Record entry**, then **Record exit** when the person leaves. 2. If work must stop temporarily, Issuer enters a reason and chooses **Suspend**. Issuer can **Resume** within a valid work window. An expired permit requires close-out; it cannot be resumed. 3. Holder records outstanding exits, enters close-out notes and chooses **Request close-out**. 4. Authority enters inspection notes and chooses **Confirm close-out inspection**. 5. Issuer chooses **Close permit**. Open entry records block final closure. To cancel an eligible request, use **Cancel this request**, enter the reason and choose **Confirm cancellation**. Availability depends on your assigned role and the request's state. ### History and exports Open **Approval history** to review decisions and revision evidence. Choose **Export PDF** for a readable audit copy or **Export full audit record** for JSON. Exports retain submitted revisions, decisions and historical signature evidence. Older draft/in-review permits must be cancelled and recreated to use the new sequence. Existing issued permits can complete close-out while retaining their history. Do not recreate an already issued permit solely to obtain the new preparation screen. ## 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. ### Daily entry, monthly submission and approval **Record hours daily. Submit, review and close one crew member's full monthly record.** Each crew member has a separate monthly record for the selected vessel; submitting one record does not submit the whole crew's records. | Action | What it covers | What happens | | --- | --- | --- | | **Save draft** in Day Entry | The selected day | Saves the entered hours, including incomplete entries. It does not request approval. | | **Submit day** in Day Entry | The selected day | Requires complete time entries and marks that day submitted. It does not start the monthly approval route. | | **Submit month** | One crew member's full month | Requires complete daily coverage for the month and sends the monthly record into its configured review route. | | **Verify current stage** | The submitted monthly record | The current reviewer checks the daily entries and findings for the month, then records their review. Each required reviewer acts in order. | | **Close** | The reviewed monthly record | An authorised manager closes the month after all required reviews are complete. The closed record is locked. | For example, an Engine crew member's October record may follow **Submit month → Chief Engineer verifies → Master verifies → Shore verifies (if required) → Manager closes**. Reviewers approve that crew member's October record, not each day separately. The actual reviewer sequence depends on company configuration. If a reviewer selects **Return for correction**, the recorder corrects the affected days and uses **Submit month** again. This creates a new monthly revision and restarts the required reviews; earlier decisions remain in history. ### 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** requires complete coverage of the selected day; **Submit month** requires complete coverage across the monthly record and starts the approval route. 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 submit or approve a PTW request Check the missing items in **Review and submit**, required uploads, assigned reviewers and proposed work window. Only the assigned eligible person for the current stage can approve. If the record has changed in another tab, preserve unsaved text before using **Reload saved request**, then inspect the latest state. A form configuration error requires administrator attention. Drawing a signature is no longer part of PTW approval. ### PTW upload fails or the second file shows Invalid preparation section Check whether the filename already appears in **Attachments** before retrying. Upload files one at a time and wait for the success message. Each file must be non-empty and no larger than 20 MB. If **Invalid preparation section.** persists, report the permit number and error to the administrator so they can verify deployment of the attachment fix. You do not need to recreate the request solely for this error. Preserve unsaved text before reloading; reloading restores the saved request. ### 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 preparation, attachments, approvals and close-out -> 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. ## Library and document reader — October 2026 layout 1. Open **Library**. Search by title or document number and optionally choose Type. **Filters** contains file-text search, manual/chapter, department, file availability and sorting. Office users also retain publication/archive status filters. 2. Use **List** or **Folders**. This preference is remembered for your account and company when browser storage is available. Folder labels replace underscores with spaces for display only; stored chapter metadata is unchanged. 3. Select a document title or **Open**. Detail is now a child of Library, not a separate navigation item. **Back to library** restores the retained filters, page, expanded chapter and list position while moving between Library and its reader. 4. Use **Open current document** (or **Open assigned revision** for a reading task) or **Download file**. Browser support determines whether PDFs preview and Word/Excel download. If pop-ups are blocked, allow them and retry; the reader stays open. If direct download fails, try Open and the browser viewer's download control. Missing published files show an office-contact instruction instead of a replacement revision. 5. Expand **Document information** or **Revision history** for secondary details. Office users retain **Versions & Actions** and collapsed **Text-search status** diagnostics. For Form documents, **Use this form** opens Completed Forms scoped to that document. The normal Download file action saves a file through the browser. For offline Library browsing, prepare downloads using Offline downloads, then use Available offline; ordinary downloads do not populate that list. Full reloads do not promise restoration of filters/page/scroll; only the List/Folders preference persists across reloads. ## Completed Forms — Phase 4 preparation and review Use **Start submission** in the Forms catalogue, then **Create draft** after choosing vessel/revision. A form without a route still allows blank download and explains that submission is not enabled. Prepare the record in **Form and task → Files → Review and send**. Verified completed/evidence uploads are included automatically and saved; there is no second file-selection step. Replace the completed form or remove included evidence as needed. Removed/replaced files remain retained, and older submitted revisions stay unchanged. **Previously uploaded files** lets you reuse a retained file. The checklist identifies missing date, file, required purpose/evidence or invalid reporting dates. Save-state text distinguishes server saves from unsaved edits. My submissions puts returned records and drafts first; returned records show the correction reason and **Resubmit for review**. Reviewers see the latest submitted revision and files first, followed by review actions. Earlier revisions remain available. See [Completed Forms guide](IMS-COMPLETED-FORMS-GUIDE.md) for upload recovery, evidence limits and the complete review sequence. ## Documents and forms — keyboard, dates and recovery Library, the reader, Read & Confirm and Completed Forms support phone, tablet and desktop layouts. Long titles and filenames wrap; use the named Open/Download action to access the full file. In Read & Confirm and Completed Forms, Tab reaches the selected view; Left/Right or Home/End moves focus, then Enter/Space opens that view. Changing a view never bypasses the unsaved-draft warning. Focus outlines identify the current control. Display dates use **21 Oct 2026**; events also show local browser time. Date-only activity values stay on the entered day. The native date input may use your device's own format. Use **Retry** for a failed reading queue, **Retry loading** for failed form/register loads, and **Retry upload** for the same interrupted file. Save failures retain your edits while the page stays open. After session expiry, sign in again to retrieve server-saved records; unsaved edits and selected upload files are not promised after a reload. Ordinary file downloads do not populate the offline Library; use Offline downloads for that. Completed Forms browsing still requires internet. ## Offline reading — preparing downloads (Phase 2) In a **vessel context**, open **Library → Offline downloads**. Select documents shown in Library and choose **Preview selected downloads**. To prepare the whole chapter, select one document and choose **Preview selected document’s chapter**. Preview lists only eligible current approved/published files; a chapter above 100 files requires smaller selections. File sizes are checked while downloading because the catalogue does not yet hold trusted size metadata. Check the shown file/package limits before choosing **Download selection**. Keep the page open. Files run one at a time; each is verified before **Saved on this device** appears. Use **Cancel download** to stop the batch, or **Retry download** on a failed file. Retry restarts that file; it does not resume at the interrupted byte. **Saved on this device** lists downloaded revisions, sizes and the reading-access expiry. **Remove saved copy** asks for confirmation and removes only that local copy. It does not delete the Library document. **Request persistent storage** asks the browser to retain storage; approval is not guaranteed and is not a backup. If the panel says offline reading is not enabled, ask the deployment administrator to agree and configure `IMS_OFFLINE_READING_ACCESS_HOURS`; it defaults to zero (disabled). The existing company offline-package switch must also permit downloads. Signing out locks saved files. The approved pilot duration is 30 days (720 hours); the administrator must explicitly activate it. The default remains disabled. ## Offline reading — find and open saved files (Phase 3) Pilot deployment was confirmed on 22 October 2026. The approved period is 30 days (720 hours); activation and real Windows/Mac acceptance are still required. 1. While connected, prepare files through **Library → Offline downloads**. In the same vessel context, choose **Available offline** to check your saved list. 2. After disconnecting, reopen IMS in the **same browser profile and account**. The saved Library opens when the browser reports offline. If Wi-Fi stays connected but IMS cannot be reached, use **Read saved documents** in the header. 3. Choose your **Saved company and vessel**. Search saved title, number or chapter; use the chapter filter or page controls. Only files saved on this device appear. File-content search needs internet. 4. Choose **Read saved copy**. The saved revision and download date are shown. PDFs use the browser viewer; **Save file to device** also works offline. Word/Excel require a compatible app. If PDF preview is unsupported or blank, save the file and open it externally. 5. Reconnect and choose **Return to online IMS** to check the Library and download newer revisions. Reading a saved copy never confirms reading or submits a form. Those actions remain online. A saved revision may be older than the current Library. When the online Library list already contains a different revision, its saved reader shows **Update available**; it does not replace files automatically. Use **Check access and updates** to check all saved documents for the selected vessel. Expired access locks saved reading. Connect and refresh authorised downloads; no files are silently deleted. Missing/evicted files show a download-again instruction. Logging out locks the saved copies even if the same account signs in again; online authorisation is required to unlock them. An offline login is not supported. Files exported outside IMS remain ordinary files and cannot be locked by IMS. **Other cached IMS tools** returns to the existing app and its earlier offline capabilities; it does not enable offline confirmations or submissions in the new reading workspace. Each device needs its own downloads. Browser storage can be evicted; it is not a backup. ## Offline reading — reconnect and recover (Phase 4) 1. Reconnect to the internet. IMS checks saved vessel access when you open the app, regain connection or return to its tab. If the connection is uncertain, open **Available offline → Check access and updates** for a visible result. 2. Review the available revision names, then choose **Download updates** (the button includes the number of files). Keep the page open. Each replacement is verified and saved before its previous local revision is removed. **Cancel updates** stops remaining work; completed updates stay saved. 3. If an update fails or the device is full, the previous authorised copy remains available until its existing access expiry. Retry when connected or remove selected local copies to free space. A failed online check never extends offline access. 4. If office withdraws a document, a successful check removes its local copies for this vessel. If your session, vessel permission or company offline policy is denied, saved access is locked. Sign in online and ask office to check the assignment; files retained under a locked grant are not readable in IMS. Other vessels/accounts and unrelated drafts are not cleared. 5. If **A new IMS version is ready** appears, finish your work, close all IMS tabs, then reopen while connected. Do not clear browser data. A failed app update keeps the previous complete app and configuration. If saved data belongs to a newer IMS version, reconnect and reload the current deployment. This is reading-only: update checks do not acknowledge reading, submit a form or create a queued action. Revocation requires contact with the server; a disconnected device remains bounded by its previous access expiry. Copies exported outside IMS cannot be revoked. Real Windows/Mac device acceptance and activation of the approved 720-hour pilot setting are still required before release. ## Offline reading — short pilot guides Crew: [prepare, read and refresh saved documents](IMS-OFFLINE-READING-QUICK-GUIDE.md). Pilot targets are Windows and Mac; iPad/Android support is not yet certified. Office/tester: [Phase 5 device sessions and result sheet](../issues/2026-10-22-ims-offline-reading-phase5-device-acceptance.md). Each computer needs its own results; automated desktop fixtures do not replace actual device acceptance.