1 / DEFINITIONS

a. Certification of validities

It is now possible to certify validities. This may be optional or mandatory for the validity to be considered valid. It is also possible to indicate that a validity must have a document uploaded and validated by a manager to be taken into account.

Thus, the structures can set up a process of verification of the validities, especially for those who have documents.

In addition, this certification process is traced: the person who certified the validity, the date and time of certification are recorded and visible.

When a document is certified, it is no longer editable. This ensures the integrity of the certified document.

Finally, we extended the functions of the OpenFlyers robot created for the automatic recognition of supplier invoices in PDF format so that it is also able to process PDF documents associated with validities. For the moment, we have taught him to analyze only one type of validity document: the certificates of license that the French Aeronautical Federation issues to its licensees in PDF format and which must be retrieved by the flying clubs to ensure that the pilot is up to date and has a good insurance.

Of course, we will be able to teach the robot to recognize other validation PDF document if necessary.

By activating the robot for this type of validity, the certification process is automatic: it is the robot that takes care of it and when it does not arrive by itself, it sends an email to the accredited managers to inform them that 'he does not manage.

In the same way, when a user uploads a document that requires a certification action, an alert email is also sent.

The value of this validation function for a structure is simple:

• If she has an obligation to archive documents, this solution allows her to answer them
• Archiving is "in the cloud" of its OpenFlyers platform, with the guarantee of confidentiality of OpenFlyers
• It can also fulfill a possible obligation of document verification.
• This makes it possible to transfer the workload as much as possible to the end users

This last point is important and corresponds to the guiding principle of OpenFlyers: to confide a maximum of seizures to the end users to unload the structure management work. This principle is well known to our customers for example for the seizure of activities (flights in the case of aeronautical structures) or receipts. Only the "score" or the "validation" remain the responsibility of the manager.

For structures that kept this input function, they can now delegate to their users to keep only the certification action.

b. Contract-validities

The notion of contract has also been added to OpenFlyers. What we call a contract is a validity to which the structure associates a document that must be signed by the users.

The structure defines the profiles for which the contract validity must be signed.

The process of signing documents is done just after login, once the user is duly identified.

Once the configuration of the structure has defined that a validity-contract was mandatory for a given profile, users with this profile will be blocked at the connection until they have signed electronically the document.

These signatures are then saved, searchable and non-modifiable.

This will allow our client structures to dematerialize the signing operations of their general conditions, bylaws or contracts.

OpenFlyers will implement in the coming days its own "validity-contract" on all platforms in version 4 to make all users who connect to an OF 4 platform accept our terms and conditions. The goal for us is to meet the demand of some of our customers following the establishment of the GDRP almost a year ago.

2 / IMPLEMENTATION IN THE PLATFORMS

From a practical point of view, here are the procedures to set up these 2 new features.

a. Certification of validities

To set the certification of a validity type:

• Go to Admin
• Then Users › Validity types
• In the cell of the validity type row for which certification is required and the Certification column choose the desired certification method
• Go to Users › Profiles plus
• In the cell of the line of the profile authorized to certify validities and the column Validity types that the user can certify to select the types of validities that the profile will be able to certify

As soon as a user's validity is completely filled in, an e-mail is sent to all the people who can certify it.

To certify a document:

• Go to Users › Validities to certify or Users › Users › Active and click on the button to view the validities of a user
• Check the integrity of the information then certify by clicking on the button representing a stamp in the column Certify document

b. Contract-validities

To create a contract-validity:

• Admin
• Then Users › Validity types
• Create a new validity type by giving the desired contract name
• Click on the button in the Contract column
• In the Contract attachment column, upload the corresponding document

By default, a contract validity is made mandatory for all profiles.

If this validity-contract is not required for profiles, give:

• Go to Users › Profiles plus
• In the cell of the profile line for which the contract will be required, column Optional contracts, select the validity-contract

Users with only "exempt" profiles will not have a signing request at login.

Then, at the next login of each user, the latter will have to sign the valid-contracts if he has at least one "non-exempt" profile. He will be able to consult the file before signing. As long as the contract is not signed, the user will not be able to log in.

DOCUMENTATION

He will be able to find the validities-contracts that he signed in the list of his validities.

For more information :

• On the setting of the certification: https://openflyers.com/fr/doc/of4/Paramétrage-des-validités#Certification
• On automatic robot certification (FFA license): https://openflyers.com/fr/doc/of4/Utilisation-des-validités#Certification-automatique
• On the use of certification: https://openflyers.com/fr/doc/of4/Utilisation-des-validités#Certifier-des-validités
• On the definition of validity-contract: https://openflyers.com/fr/doc/of4/Paramétrage-des-validités#Validité-contrat
• On the setting of a validity-contract: https://openflyers.com/fr/doc/of4/Paramétrage-des-validités#Paramétrer-une-validité-comme-contrat
• On the profiles not required for a validity-contract: https://openflyers.com/fr/doc/of4/Gestion-des-profils#Contrats-non-requis
• On the contract validity signature process: https://openflyers.com/fr/doc/of4/Connexion#Signer-des-validités-contrats