Features

Navatom supports two distinct circular types — Document (Word/DOCX) for rich-text circulars that need in-platform editing with formatting, tables, and images, and PDF for pre-formatted circulars that are uploaded and distributed as-is. Each type follows the same lifecycle and distribution workflow but with format-appropriate editing and viewing experiences.

Document circulars unlock the full built-in editor for creating, revising, and formatting content directly in the browser. PDF circulars are uploaded as final-form files and distributed without modification — ideal for third-party regulatory notices, classification society bulletins, and external vendor communications.

Every circular is identified by a structured numbering scheme combining year, sequential counter, and version — producing identifiers like "5 / 2024 v2" that are instantly recognizable and traceable. The counter increments automatically within each year, and the version number tracks revisions independently.

This numbering system ensures that every circular in your fleet has a unique, human-readable identifier that conveys when it was issued, its sequence within the year, and which revision is current. The scheme mirrors the conventions that maritime professionals already use in paper-based circular registers, making the transition to digital seamless.

Every circular follows a controlled lifecycle through seven stages — Draft, Waiting for Approval, Completed, Rejected, Released, Revised, and Deprecated. Only Released circulars are distributed to vessels. The lifecycle enforces that every circular passes through formal review before reaching ship personnel.

Draft circulars can be edited freely by authors. When ready, the draft is submitted for approval. Reviewers can approve (Completed → Released) or reject (back to Draft with feedback). Released circulars can be revised, creating a new version while the current one remains active. Deprecated circulars are archived but never deleted — maintaining a complete historical record.

Circulars move through a structured approval pipeline: authors create and edit drafts, then submit for approval using the SendToApproval action. Designated reviewers evaluate the content and either approve it for release or reject it with feedback. Approved circulars are released to the fleet; rejected circulars return to the author for revision.

The workflow enforces separation of duties — authors cannot self-approve. The Release and Re-Release actions control when approved content reaches vessels. Every approval and rejection is recorded with the reviewer's identity, timestamp, and decision, providing a complete audit trail for regulatory compliance.

Control exactly which vessels and which crew positions receive each circular through the DocumentationAssignment system. Assign circulars to specific ships in your fleet, then specify which onboard ranks are required to read the circular — from master and chief engineer to junior officers and ratings.

Distribution assignments ensure that operational directives reach only the vessels they apply to, and that within each vessel, only the relevant crew positions are notified. A tanker-specific safety circular won't appear on your bulk carriers, and an engine-room directive won't burden deck officers.

Mark circulars as read-required and track per-rank completion across your entire fleet. The system records which crew members have read the circular, when they acknowledged it, and whether all required ranks on each vessel have completed their reading — providing verifiable proof of communication.

Acknowledgement records create an immutable chain of evidence showing who read what and when. Shore management can see at a glance which vessels have completed reading across all ranks and which need follow-up. The completed status is reached only when all required personnel across all assigned vessels have acknowledged the circular.

Every circular maintains a complete version history with numbered revisions, release timestamps, and author attribution. When a circular is revised, the system generates three types of diff documents — Word diff, PDF diff, and HTML diff — showing exactly what changed between the previous and current versions.

Three-format diffing means reviewers can examine changes in whichever format suits their workflow. Word diffs show tracked changes with insertions and deletions markup. PDF diffs generate a visual comparison document. HTML diffs provide an interactive in-browser comparison view. The full version chain is preserved permanently for compliance auditing.

Create and edit Word-based circulars directly in the browser with a full-featured document editor — no desktop software required. The editor supports rich formatting, tables, images, headers, lists, and page layout controls with the same fidelity as desktop word processors.

Documents are saved automatically and continuously. The editor runs entirely within the platform — no external services, no file downloads, no version confusion. When you're ready to distribute, the circular is submitted for approval and released to the fleet without ever leaving the system.

Each circular can maintain simultaneous Word, PDF, and HTML versions. The built-in conversion engine transforms documents between formats on demand — upload a Word document, generate a PDF for distribution, and create an HTML version for in-browser viewing, all from a single source file.

Format conversion happens server-side with full fidelity — formatting, tables, images, and layout are preserved across conversions. This means your circulars are always available in the format that each viewer needs, whether they're reading in the browser, printing onboard, or archiving for compliance.

Organize circulars with a flexible labeling system that adapts to your company's classification needs. Create, edit, and apply custom labels to categorize circulars by topic, department, urgency, regulation, vessel type, or any other dimension that matters to your operation.

Labels enable fast filtering and retrieval across large circular libraries. Apply multiple labels to a single circular for cross-referenced categorization. The label system is fully user-defined — no predefined categories to work around, no limits on the number of labels you can create.

Add threaded comments to any circular for collaborative review and feedback. Comments support adding, editing, and deletion — creating a structured discussion thread attached to the specific circular being reviewed. Comment threads persist across versions for continuity.

Use comments during the approval process to provide specific feedback on content, request clarifications, or document review decisions. Comment history is preserved as part of the circular's audit trail, providing evidence of the review process for compliance auditors.

Navigate your circular library through three dedicated list views — Published (released and active circulars currently distributed to the fleet), Unpublished (drafts and circulars in the approval pipeline), and Deprecated (archived circulars no longer in active distribution).

Each view provides its own set of filters and sorting options appropriate to the circular status. The Published view focuses on distribution status and read completion. The Unpublished view highlights approval queue position and draft age. The Deprecated view provides historical search and reference access.

Every action on a circular is recorded in an append-only event log with full user attribution and timestamp. The system tracks 16 distinct event types covering the complete circular lifecycle — from initial creation through editing, approval, rejection, release, distribution, revision, and deprecation.

The audit trail is tamper-evident and serves as the primary compliance record for regulatory inspections. Auditors can trace every circular's journey from draft to fleet-wide distribution with complete accountability for every decision and action along the way.

Monitor your circular program with four dedicated dashboard widgets — Total Circulars shows the size of your circular library, Released This Year tracks publication cadence, Awaiting Approval highlights review bottlenecks, and Completed confirms how many circulars have been read by all required personnel.

Dashboard metrics aggregate across your entire fleet, providing shore management with a single-pane view of circular communication health. Identify which circulars are stuck in approval, which have low read completion, and whether your communication cadence meets organizational targets.