Risk levels can be set up so that a Risk Assessment carrying them may **not** be closed on board. Once the vessel finishes such an assessment, it moves into **Approval in Office required** and waits for the office.

So that nobody has to watch the folder, the office is notified by mail as soon as an assessment ends up there.

## What the office receives

Two kinds of mail are sent, depending on how much is waiting for one vessel:

- **One assessment** — a detailed mail with TAN, date, operation and the overall risk level, shown as a coloured badge in the configured risk colour.
- **Several assessments for the same vessel** — a single collective mail listing them in a table, instead of one mail per assessment.

Both state plainly that action is required. In the single-assessment mail the approval date is still empty at this point; it is filled in once the assessment has actually been approved.

The mail goes out **immediately** when a vessel sets an assessment to finished on board.

## Sending afterwards what did not go out

Mails can be missing — the mail address was not configured yet when the assessment was made, there was no network, or the function was only switched on later. For these cases there is a button that sends what is outstanding:

**Risk Assessment > More Actions > `Send pending office-approval mails (high-risk)`**

It collects every Risk Assessment that is finished on board, carries a risk level requiring office approval, and has not been notified yet. The assessments are grouped by vessel and recipient, so each recipient gets one mail per vessel.

Pressing the button twice does no harm: every assessment that has been reported is remembered, so it is not picked up again and nobody receives the same mail twice.

If the prerequisites are not met, the button says so and sends nothing.

## Checking whether a mail was sent

Open the Risk Assessment and click **Show History** in the ribbon. An assessment that has been reported carries the entry **Approval Request sent to office**, with date and user. The newest entry is at the top.

## What has to be set up

The whole workflow depends on settings described under [Configuration > Risk Assessment](/Administration/Configuration/Risk-Management.md):

- **Close RAs depending from Risk Level** must be on — it is the master switch, and off by default.
- **Send office approval mail (to the office)** must be on. It only takes effect together with the master switch and is on by default. Switching it off keeps the assessments moving into **Approval in Office required**, but no mail is sent.
- Per risk level, **Closing on board allowed (no office approval required)** must be **un**ticked, and an address must be entered under **Office E-Mail (for approval)**. Different risk levels may report to different recipients.

*[PO]: Purchase Order  
*[AZA]: local folder
*[(PO]: Purchase Order  
*[RQ]: Requisition  
*[(RQ]: Requisition  
*[RfQ]: Request for Quotation  
*[(RfQ]: Request for Quotation  
*[SO]: Service Order  
*[(SO]: Service Order  
*[SQ]: Service Requisition  
*[(SQ]: Service Requisition  
*[SRfQ]: Service Request for Quotation  
*[OoB]: Open on Board  
*[(OoB]: Open on Board 
*[ART]: Average Running Time (operation hours per day) 
*[MC]: Master Contract
*[ADS]: Advantage Database Server (database engine used in previous versions of the ZeeBORN software)
*[.replic]: file extension for replication files (aka data transfer files)