Manage Vessel Certificates

The Manage Vessel Certificates app is built on top of Sedna's Stream product. Easily accessible from the Context Panel, this AI-powered vessel certificate library transforms your daily communications by automatically organizing vital documents. Certificates are easier to view and manage right from the email inbox, saving time and making shipments more efficient.

In Stream, no emails are permanently deleted, so all past certificates attached to emails exist in cloud-based storage. Although they are accessible and searchable, there wasn't previously a way to specifically consolidate and manage vessel certificates.

How it works

Job Tags

Manage Certificates uses Job Tags to identify which certificate documents are associated with a specific vessel. Emails can be tagged manually, but are most often tagged automatically. Job Tags can be viewed in the Context Panel.

Our AI reads and performs data extraction on the inbox; automatically reading incoming emails, figuring out which contain shipping documents and adding them to the certificate library database.

To learn more about Job Tags, see the Sedna Help Centre.

Access the app

1. Open any Message or Draft associated with the relevant vessel. The Message must have that vessel's Job Tag (see above).
2. On the right side of Stream, you will see the Context Panel which consists of Activity, Tags, and Apps. Click the Apps button.
3. Click the "Manage Certificates" app to open it.
4. If there are any certificate documents stored in Sedna for this vessel, they will be listed in the Context Panel once the app is opened.
5. Scroll right and left to view different fields in the table, such as their expiry date.

Sort

You can sort certificates by their name or by expiry date in the Context Panel view. See below for details on the larger window view.

Attach to a Draft

When the app is opened in a Draft, you can select one or more listed certificates, then confirm by clicking the "Attach" button. This will add those documents to your Draft so you can send it without re-uploading the file from your computer.

Full screen view

Although you can view some certificate data in the Context Panel, there is a full screen view with additional functionality for the particular vessel you are working on. Simply click "Full screen" to open the pop-up window.

This view has a few tabs, divided into common types of certificates:

• Expected: All of the certificate types which you should have for a vessel, and their status.
• Valid: Certificates you have which are not expired.
• Expired: Certificates you have which are expired.
• Missing: Common certificates which you should have in your emails, but do not.
• Other: Any certificates that are not Expected

Expanded view for all vessels

From the Sidebar in Stream, you can search for and sort through all of your vessel certificates, and create requests for renewals via email.

This view has two tabs:

Search for a vessel

• Scroll right and left to view different fields in the table, including the document name, issue date, and expiry date
• You can also sort from this view, the same as in the Context Panel

Expiring soon

This tab allows you to easily view and manage expiring certificates, drafting renewal requests with a single click.

1. Select the certificates (one or more) you wish to create a request for using the checkboxes
2. Click the "Send certificate request" button
3. Click the "View message" button to open a Draft email
4. Add your desired recipients, then send when ready

Preview, edit and add new certificates

If there is a certificate not included in the AI-generated library which you want to add, you can click "New certificate" at the bottom of the Context Panel.

You can also edit the data for any certificate if needed:

1. Scroll to the far right of the table list
2. Click the edit icon
3. Update the fields as needed
4. Click "Save"

You can preview documents in the same place, by clicking the preview button at the end of the table row.

FAQs