Registry Applications give Regulators a way to receive and process various applications in Centrik. The phased process also offers the ability to link an application to a Workflow, and to also generate a certificate, following final sign-off.
Applications – An area for organisations / individuals to submit, monitor and track their applications.
Registry – A repository of all registered / signed off items and an area for the Regulators internal team to define registry items, create and link application templates to the items, manage operators and upload certificate templates.
If you are a Regulator there are four phases to an application, if you are an organisation / individual submitting an application, there are three phases visible (the assessment phase is removed), however applicant input is only typically required in the Application phase.
Phase 1 – Application, the operator completes a form inputting in all the details required. This is saved to draft before submission.
Phase 2 – Review, after saving as draft the application is submitted to the Regulator for assessment review.
Phase 3 - Assessment (Regulator only), any internal steps (Workflow) that the Regulator needs to take whilst they carry out the necessary due diligence for this application.
Phase 4 - Decision, when the Regulator is happy that everything required has been provided, they are able to sign-off the application and generate a certificate, if required.
1.Click on the Registry module.
You are directed to a landing page which provides an overview of your workload (My Workload), the organisational workload (Group Workload), an area to keep track of Registries (blank to begin with), which groups is being applied for, and finally, a Registry Administration area.
The Regulator will need to create a template for all applicants to use and then link them to the appropriate Registry item. This is achieved in Centrik by following the below steps;
1. Registry Types, adding in the item that you are listing
2. Registry Subsystems, adding a place for the item to sit in
3. Application Forms, building the application forms for each item.
4. Operators, adding in the operators who can use the application forms
5. Registration Marks
Note, the process from making the initial application, through to final sign-off could take days or weeks to complete.
Adding Registry Types
1. Click on the ‘Registry Types’ button
2. Click on the ‘Add’ button
3. Define a Register Name, for example Aircraft
4. Link to equipment (if required)
5. Input a three-letter acronym/abbreviation (TLA)
6. Title Template is used to define the name of the Registry Item/Objects. Note that by using curly brackets, you can auto populate the title with information submitted in the application form, for example {{Aircraft Registration Form}}. Text not in curly brackets is static text and will not change.
7. Click on the ‘Save’ button.
8. Upload new template using the ‘Upload New Template’ button (these have to be PDF or HTML). This will be the certificate template used for any successful applications
9. Certificate expiry, set an expiry alert (if required)
Navigating back to the Registry landing page, you can see the Registry Type has been created.
Adding Registry Subsystems
1. Click on the ‘Registry Subsystems’ button.
2. Click on the ‘Add’ button
3. Enter a Name for the Registry subsystem, a long name and a short name
4. Select the checkboxes for the appropriate Registry Types that you want to include in the subsystem.
5. Enter the email address of any individuals requiring notification of this application within the Notifications area
6. Enter in a sign-off message (if required)
7. Select if a password is required upon sign-off from the dropdown password options (the password will be Centrik password of the individual signing-off the application)
8. Click on the ‘Save’ button.
Once these details have been completed you are able to add inspectors (internal Regulator staff), and applicants (Organisations) to this subsystem. Alternatively, this can be completed when adding in an Organisation.
Adding Application Forms
The next step in the process is to create the forms that you want organisations / individuals to submit. You might have one generic form, or you might have several forms for each registry item.
Forms are created within the Application Forms button.
1. Click on the ‘Application Forms’ button on the Registry landing page
Add Form – allows a new form to be added to the group (in the example above, Aircraft)
Edit Form Sections – allows you to create your form, and adjust what it looks like (like the Forms module)
Edit Dropdown lists – allows you to populate values into a dropdown list, that can be used within your form
Prior to creating the form through the Edit Forms Section, create the foundations of the form first.
2. Click on the ‘Add Form’ button.
3. Give your form an ID number and a Form name.
4. Click on the ‘Save’ button.
5. Click on the ‘Play’ button, this will allow you to set up the properties of the form and link it to a workflow (if required)
6. You can adjust the Number and Name of the Form if required.
7. The Register Type is already set depending on the form that you selected in step number 2, you can change this if required by selecting from the dropdown
8. Optionally you can select a ‘Highlight Colour’, this will be the colour associated to this form upon submission.
9. Select the ‘Published status,’ choose from draft, active, internal, suspended, superseded.
10. Pre-Publication Required, a selectable option that generates a certificate upon sign-off (if selection is No). Or alternatively certificate generation after an additional internal step of pre-publication followed by publish
11. Select the ‘Key Originating Form,’ choose from Yes, or No (as per the explanation provided)
12. Title template is used to define the name of the application form. Note that by using curly brackets, you can auto populate the title with information submitted in the application form, for example {{Aircraft Registration Form}}. Text not in curly brackets is static text and will not change.
13. Add in any Guidance notes (if required)
14. Using the Workflow Link section you can link the application form to a workflow. The associated workflow will appear within the Assessment phase of the application. Note the workflow will need to be created within the workflow module.
15. Checklist link, this can be utilised if you wish to use an Audit Style checklist as part of the application.
16. Sign-off popup, a custom message can be displayed when signing-off the application
17. Certificate to Generate, choose the appropriate certificate template for this application form.
18. Approvals Can Be Issued, if you want to create an approval type reference to an organisation / individual following a successful application.
19. Notifications, who will be informed internally when an application form of this type has been submitted
20. Sections, this is where you can choose existing form sections to incorporate into your form. Note, the form sections are what the applicant sees, and completes in the Application phase. Any field can have an identifier so that it auto populates the certificate using the information submitted in the application. These identifiers will also determine the Title Template naming if {{ }} curly brackets are being used.
Adding Sections - Edit Form Sections
1. Navigate to the Application Forms area from the Registry landing page
2. Click on the ‘Edit Form Sections’ button.
3. Click on the ‘Add Template’ button.
4. Enter in a name for the section to be added (the description box is optional)
5. Click on the ‘Save’ button.
Note, you can add as many sections as is required, clicking on the ‘Add Template’ button adds in additional sections, each additional section requires its own name.
Clicking on the save button enables the play button to be visible and accessible for each section that is created
6. Click on the ‘play’ button.
7. Click on the ‘Edit’ button
There are two areas enabled after clicking on the edit button.
Add Field – gives you the ability to add a single field that can be configured to contain items such as a simple text, multi text field, Aircraft dropdowns, date fields, or single ADREP fields.
Add Entity – gives you the ability to add in groups of ADREP information or blocks of single fields collated as a block of information.
*Note, the majority of the time it is the Add Field that will be utilised.
Clicking the Add Field button displays an editable box, this will be what is visible on your form.
This symbol will allow you to grab and move the box into a different location within your form
This symbol makes the box smaller
This symbol makes the box bigger
This symbol deletes the box
Some of the available selectable options using custom field (not exhaustive)
1. A selectable dropdown area of ADREP fields or a custom field, options include a single text box, multi text box, and date amongst others
2. The title text that is displayed for the field on your form
3. The ability to place hover text, an explanation of what information you require to be inputted
4. Whether this is an optional field or a mandatory field
5. A dropdown of options for various field types
6. Identifier, a field linking this section to the pdf of your certificate
7. An option to whether this is a single box or if multiple boxes can be added
8. Click on ‘Add Field’
9. Enter in the details for this field, for example if it is a custom field, the text title of the field, whether the field is mandatory or optional, the type of field required and if you can use it only once or multiple times.
10. Click on the ‘Save’ button.
Complete the process for the number of sections that you are creating, once complete you are ready to link these sections back to your form.
11. Navigate to your form (Applications Forms and select your form)
12. Click on the ‘Edit’ button, the Sections area shows the available sections that can be added
13. Select the areas required by clicking on the check boxes
14. Click on the ‘Save’ button.
Edit Dropdown Lists
When using a dropdown list, list box or radio buttons style of field you are able to configure these through the Edit Dropdown Lists button.
1. Click on the ‘Available Forms’ button from the Registry landing page.
2. Click on the ‘Edit Dropdown Lists’ button.
3. To add a new value list, click on the ‘Add’ button, to amend an existing list click on its name from the summary
4. Give the value list a name (this won’t be visible by end users)
5. Click on the ‘Save’ button.
6. Click on the available ‘Play’ button.
7. Click on the ‘Add’ button to add a value, click on Add as many times as required in order to complete your list
8. Enter in the text (this is what will be selectable), enter this once in each of the three boxes
9. Click on the ‘Save’ button.
Once the list has been created you are able to use it when selecting a custom field from within your form setup.
10. Navigate to your form where you want to add this dropdown list.
11. Click on the ‘Edit’ button.
12. Click on the ‘Add field’ button.
13. Leave the selection defaulted to Custom field
14. Enter in your required Title text.
15. Select either dropdown, radio button or list box from the selectable list
16. Selecting the above activates the selectable area for the dropdown lists, simply select your newly created dropdown list (usually at the bottom)
17. Click on the ‘Save’ button.
Once you have created your sections you can link them to your application form.
1. Navigate to Application forms.
2. Select your form by clicking on the play button.
3. Click on the ‘+ Add Form Sections’ button (at the bottom of the screen)
4. Select the checkbox for the sections you have created, these will be the sections that the applicant will be able to complete
5. Click on the ‘Save’ button.
Adding Organisations
1. Click on the ‘Operators’ button, you arrive on the landing page allows you to search for organisations
2. Click on the ‘+ Add Organisations’ button.
3. Within the General tab complete the mandatory information that’s required
Name – The name of the organisation
Location – The location of the organisation
TLA – The Three Letter Acronym of the organisation
Oversight Period – How many months you want to have oversight for
Internal? – defaulted to an external organisation.
Organisation Type – The type of org this is, selectable via the checkbox
4. When complete click on the ‘Save’ button
5. Select the ‘Key People’ tab.
6. Click on the ‘Edit’ button.
7. Input the information in the boxes regarding the main point of contact of this organisation
8. Under the Key Individuals area, this is the area for the Regulator to enter their team including the Accountable Manager (if there is one) and any designated Inspectors (if an individual is within your organisations contact list you will be able to select them, you are able to add multiple individuals in this box)
9. After entering in all the relevant information, click on the ‘Save’ button
10. Select the ‘Contact tab, here can enter in an individual from the added organisation as a contact or as a contact with system access. If given system access and a finding is raised during an audit this contact can respond with a corrective action plan, and root cause analysis directly in Centrik.
11. Click on the grey ‘Add Contact’ button
12. Add in the Name of the contact, Job title, Email address alongside any other information you wish to include, and click on the ‘Save’ button
13. To grant them Centrik system access, click on the ‘Grant Access’ button
14. Choose how they will log into Centrik (Authentication Method), a username is autogenerated but can be changed, a default password is provided
15. You are able to select if they are exempt from tracking alongside an email exemptions area, if they are to become a contact with access email notifications should remain enabled. It is also possible to hide this contact from your contacts list for all users not a Centrik Admin
16. Click on the ‘Save’ button.
An additional tab becomes active titled Access.
17. Click on the ‘Access’ tab.
18. Click on the ‘Edit’ button.
19. Select the checkboxes that will enable system access to this user in the appropriate modules
20. When all the access rights required are checked as required, click on the ‘Save’ button
21. Navigate back to the Organisation you are adding, under the Contacts are you will see the contacts added
22. Click on the ‘Reg Apps’ tab.
23. Click on the ‘Edit’ button.
24. Ensure that the area that the Registry area you wish to allow access to is selected by checking the checkbox
25. Click on the ‘Save’ button.
There are oversight areas to view (by selecting the appropriate tab), these include Findings, Occurrence reports, Approvals and associated items within the Relationship area.
These areas will become populated when a Finding is raised, an occurrence report submitted or via linking objects through the Config area of Centrik.