Smart records
Smart records are used when you have a combination of records where you only want to keep track of for example the shortest date of two records. One example could be that you have a record OPC that has a validity of six months and a PC record with a validity of 12 months.
How to set it up?
Begin by creating two normal records, PC and OPC.
Add applicable roles to those records. In this case, we assign both records to the role Flight Crew.
Now create a new record called PC/OPC. Check the tickbox called Smart record.
Two new options becomes available.
- Expiry date should be based on:
- Latest date
- Earliest date
Decide the most appropriate selection for your record combination. In our case, we always want to see the shortest date of PC and OPC and therefore, we select "Earliest date"
- Smart Record Documents
- Don't include document - The smart record does not have a document.
- Include document from latest update - The smart record will show the document that was latest uploaded on one of the sub-records.
- Include all latest documents - The smart record will show the latest documents from all underlying sub-records combined in one document.
Click Save.
A new popup window will open, where you can select the role or roles that should have the smart record as well as selecting the sub-records for the smart record.
Click Save again. You will now get prompted to perform a recalculation in case you changed something in a smart record.
If we now check the records page, we will see the smart records as well as the sub-records individually. Once we update both sub-records, the smart record will indicate the shortest date of the underlying sub-records.
After updating, the records look like this.
The smart record itself can also be integrated to update a qualification in a crew planning system by making a selection from the integrations tab in the smart record's settings.
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