The handover dossier

A handover dossier is the data book a client takes over at the end of a job, or at any point along the way: one file with everything that stands for a project, or for one asset of it, built in one action. It is made in the background and lands among the project's files, where it is shared and downloaded like any other file. Owners, admins and technicians build one.

What a dossier holds

• A cover and an index, in your company's language, with the page order of everything in it.
• Every issued report of the project, as it stands when the dossier is built: the current revision of each number, with every language edition. Nothing superseded or withdrawn is in it, so the dossier is the record of what stands.
• The calibration certificates of the equipment each report names that were valid on that report's inspection date.
• The personnel certifications recorded with the signatures, and the certificate files behind them, each once.
• The library documents the reports were made to (procedures, technique sheets, validations), each revision once, as PDF.
• The scope of work, asset by asset: each inspection with its extent, stage and state, the issued reports that answer it, and how many inspections were still outstanding on the day the dossier was made. A dossier of chosen reports tells no scope.
• The tracker, if you ask for it: the project's welds and TMLs with their status, from the issued reports.

The dossier reads the issued reports only. A draft, a report in review, or a mark from the field is never in it.

Before you build

A dossier can only hold what the records hold. Before building one at the end of a job, check:

• Every report is issued. A draft or a report in review is left out, and a revision still open means the earlier revision goes in.
• Each calibration record in the equipment register has its certificate file, and each certification in the personnel register its own. A calibration without its file is left out of the dossier; a certification without one is listed with the signature, but no certificate can be joined in. See equipment and personnel.
• The procedures and technique sheets the reports were made to are linked on the reports. See the document library.
• The scope of work is complete, and anything the client waived is closed with its reason, so the outstanding lines are the true ones. See the scope of work.

Asking for one

Open the project's Handover dossiers tab, then under Build a dossier:

1. Asset: one asset's dossier hands over that vessel, tank or line on its own; The whole project (no single asset) covers every asset.
2. Format: One PDF or A ZIP. See below.
3. Reports: Every issued report of the project, as they stand when the dossier is built, or Chosen reports, ticked one by one, for a part of the work handed over on its own.
4. Include the tracker if the client should have it: as pages in a PDF, as a spreadsheet in a ZIP.
5. Build the dossier.

Above the form the page says what the scope of work still owes, so you know before building that the dossier will list outstanding inspections beside the finished ones. An archived project builds no new dossier; a project with no issued report has nothing to hand over yet.

One PDF or a ZIP

• One PDF: the index and every document joined into one file, in the index's order. A certificate that is a picture or a spreadsheet is turned into pages first.
• A ZIP: the index and the documents in fixed folders, each file as it is: the report editions, the calibration certificates, the personnel certificates, the documents, the tracker as a spreadsheet.

Choose the PDF for a client who reads the book, the ZIP for one who files each document.

While it is built

A dossier is put together by a background job, because joining a hundred reports takes a while. The page says "The dossier is being put together. It lands in the project's files when it is ready." and lists it under Dossiers with who asked for it, when, and its status:

• Waiting: queued behind other work.
• Being built: collecting, printing the index, joining the files.
• Ready: done, with what it holds (the reports, the calibration certificates, the tracker, the scope) and Download.
• Failed: see below.

Refresh looks again. You need not wait on the page: whoever asked for the dossier is emailed when it is ready, or when it failed, with a link to the project's dossiers.

Where it lands

A ready dossier is a project file in the folder named Dossiers among the project's files, reached with The project's files. From there it is treated like any file: downloaded through a short-lived link, with the download recorded; shared with the client, so they take it from the portal; or given to someone without an account through a share link. See files and sharing.

Each dossier stays as built. Build a new one when more reports are issued; the earlier ones remain, each dated and named with who asked for it.

When it fails

A failed dossier says why on its row:

• "The PDF renderer could not be reached, so the index could not be printed." The service that prints PDFs was away. Try again in a few minutes.
• "The PDFs could not be joined into one." Try again; if it fails again, build a ZIP instead, which joins nothing.
• "A certificate could not be turned into a PDF." A certificate file in an unusual format stood in the way of a PDF; a ZIP takes every file as it is.
• "The file could not be stored." Storage refused the result, for instance because your company's storage is full.

Build it again from the same tab; nothing of the failed attempt is kept but its row. If the same failure comes back, tell whoever runs NDT Intact for you, quoting the message.

What the client sees

Nothing, until you share the dossier. Once shared, it is a file like any other in the portal: the client downloads the whole book. The client never sees the building, a failed attempt, or a dossier you kept to yourselves. See the client portal.