Besides stock and consumption, the Lube Oil module handles the whole life of an **oil
analysis**: requesting a sample, sending it to the laboratory, recording the result, checking
it on board and approving it in the office.

## Where to find it

Open the **Lube Oil Reports** module. In the tree on the left, below **Overview**, you will
find the entry **Analysis** with seven folders underneath:

Folder | What is in it {class="compact"}
---|---
requested | The sample has been created but not yet sent to the laboratory.
sent | The request has gone out, the result is still outstanding.
received / not checked | The result has arrived and is waiting to be checked on board.
waiting for approval | Checked on board, waiting for the decision of the office.
checked / failed | Checked as failed.
closed | Approved - the analysis is complete.
rejected | The office sent the analysis back, or the laboratory rejected the sample.

Selecting an analysis shows it on the right. The buttons for all the steps below sit on the
ribbon tab **Analysis**, which appears while you are working in this part of the tree.

## The workflow at a glance

Step | Who does it | Button | Result {class="compact"}
---|---|---|---
Request the analysis | Vessel | **Request** | Appears under **requested**
Send it to the laboratory | Vessel | **Send** | Moves to **sent**
Record the result | Vessel | **Receive (manually)** or **Receive (online)** | Moves to **received / not checked**
Check the result | **Vessel only** | **Confirm Analysis** | Moves to **waiting for approval**
Approve or reject | **Office only** | **Approve/Reject Analysis (Office)** | Moves to **closed** - or back to the vessel

Two rules decide which buttons you can see:

- **Checking happens on board.** **Confirm Analysis** is not shown in the office.
- **Approval happens in the office.** **Approve/Reject Analysis (Office)** is not shown on
  board.

The exception are **standalone vessels**, which act as vessel and office at the same time.
There both buttons are shown, and the four-eyes principle is achieved through the rights
instead.

!!! If a button is missing
Every button also depends on the **status of the selected analysis**. **Confirm Analysis**
only appears while the result has been received but not yet checked; **Approve/Reject
Analysis (Office)** only while the analysis has been checked and is still waiting. If a
button is missing, check the folder the analysis sits in - and the rights listed at the
bottom of this page.
!!!

## Requesting an analysis

1. Open **Lube Oil Reports** and select **Analysis** in the tree.
2. On the ribbon tab **Analysis**, click **Request** and choose the vessel.
3. The analysis appears in the folder **requested**.

To correct the details afterwards, select the analysis and click **Edit**.

### Requesting from a maintenance job

If a maintenance job requires an oil sample (the job code has **Sampling** switched on), you do
not have to open the Lube Oil module. When you execute the job, the **Job Report** dialog shows
an additional tab **Sample Request** - click **Create Sample Request** there, and the analysis
is created and appears under **requested**. If you try to finish the job report without
creating the sample request, a warning reminds you.

An analysis requested this way is linked to the job, and **the job is only released once the
analysis has passed both the check on board and the office approval**. If a job seems to be
waiting for no reason, check whether its analysis is still awaiting approval.

### Adding an older analysis report

Analysis reports that exist only as a file can be added to the system afterwards. On the
ribbon tab **Analysis**, click **Upload Legacy Analysis** and assign the file to a vessel and
a date.

## Sending the request to the laboratory

Select the analysis in the folder **requested** and click **Send**. This sends an e-mail to
the laboratory.

Two safeguards make sure the status always reflects what really happened:

- **A sample only counts as sent when the e-mail actually went out.** If sending fails or you
  cancel it, the analysis keeps its previous status and you can simply click **Send** again.
- **If no e-mail account is set up** on the computer, you get a message telling you so. Set up
  the e-mail account, or ask your administrator to, then send the request again.

## Recording the result

Select the analysis in the folder **sent** and choose one of:

- **Receive (manually)** - enter the result by hand.
- **Receive (online)** - fetch the result directly from the laboratory. This requires a
  laboratory connection.
- **Receive (online, all sent)** - under **More Actions**, fetches the results for all sent
  samples at once and reports afterwards how many were retrieved.

For customers with a laboratory connection, the online interface also supports **heavy fuel
oil** and **cylinder oil** samples in addition to lube oil.

The analysis then sits in **received / not checked**.

## Checking an analysis on board

1. Select the analysis in the folder **received / not checked**.
2. Click **Confirm Analysis**.
3. Enter the date, the person who checked the sample, and the result: **Passed** or **Failed**.
   For a failed result please add a remark - this is what the office reads when deciding.
4. Confirm with **OK**.

The analysis now carries the status **waiting for approval** and moves into the folder of the
same name. It is **not** finished yet.

## Approving in the office

1. Select the analysis in the folder **waiting for approval**.
2. Click **Approve/Reject Analysis (Office)**.
3. Choose **Approve** and confirm with **OK**.

The analysis moves to **closed** and is complete. If it belongs to a maintenance job, that job
is released automatically at this moment - not earlier.

### Rejecting an analysis

Choose **Reject** instead of **Approve**. A **reason is mandatory**; without it nothing is
saved.

After a rejection:

- the analysis goes back to **received / not checked**,
- the previous checker and check date are cleared,
- the vessel can check the analysis again with **Confirm Analysis**,
- the rejection stays visible in the status history, together with the reason.

This can be repeated as often as necessary. Every round remains documented.

## The status history

Every analysis has a **Status History** table in its detail view on the right. Each step is one
line with date, user and comment:

`requested` - `sent` - `received` - `waiting for approval` - `closed`

The newest entry is at the top. A rejection appears as its own line including the reason and
the person who rejected it. If the result was received through the laboratory interface, the
entry says so.

Receipt and check details are kept as lines in this history. As a visible consequence, the
**Analysis Received** tick box in the edit window is display-only - to record a receipt, use
**Receive (manually)** or **Receive (online)**.

## Status colours

The status label uses the same colours everywhere in the module, so the workflow stage is
recognisable at first sight:

Status | Colour | Meaning {class="compact"}
---|---|---
requested | light grey | Created, not yet sent to the laboratory
sent | blue | Sent to the laboratory, result outstanding
received / not checked | orange | Result arrived, waiting for the check on board
waiting for approval | violet | Checked on board, waiting for the office decision
closed | green | Approved - the workflow is complete
failed | red | Checked as failed on board and confirmed by the office - see the remark
rejected | dark grey | A rejection by the office, shown as a line in the status history - or a rejection of the sample itself, for example by the laboratory

## Comments, reminders and documents

You can attach **comments and reminders** directly to an analysis - useful when a result needs
to be followed up later, or when you want a colleague to look at it. The buttons are on the
ribbon tab **Analysis**, in the group **Comments & Reminder**.

Reminders appear in the **reminder overview** of the module, and in the **User Dashboard**.
For the dashboard, open it, go to **Configure** and switch on the entry
**Show Reminder (Lube Oil)** - like every dashboard entry, this has to be activated once per
user. Each reminder line shows two columns telling you what it belongs to:

Column | What it shows {class="compact"}
---|---
Site | The vessel the analysis belongs to.
Subject | The analysis reference and its title.

Clicking a reminder opens the analysis on the right, including its status history.

!!! Attaching a document is a different right
Attaching a **document** to an analysis is *not* covered by the **Comments/Reminder** right.
It stays with **Request/Edit Analysis**. If a user should be able to attach analysis
documents, that is the right to check.
!!!

## The office dashboard tile

The tile **Lube Oil Analysis received, not checked** shows the office what the vessels still
have to do. It deliberately has **no Review button** - checking is done on board.

If you do not see the tile: open the **User Dashboard**, click **Configure**, enable
**Lube Oil Analysis received, not checked** in the **Analysis** category and save. Like every
dashboard entry, this has to be switched on once per user.

Clicking an entry in the tile opens the analysis directly. The tile also has an
**Attachments** column: if a laboratory report is attached, you can open it right there with
one click.

## Optional: approval only for failed analyses

If the second approval step is too much for everyday operation, it can be limited to results
that failed.

**Lube Oil Reports → ribbon tab General → Configuration → Configuration General →
"Office approval only required for failed analyses"**

Setting | Effect {class="compact"}
---|---
Off (default) | Every analysis needs office approval.
On | Only analyses with the result **Failed** need approval. A **Passed** analysis goes straight to **closed**, and a linked maintenance job is released immediately.

This setting is separate from the equivalent one in Bunker Reports, so both modules can be
configured independently.

## Rights you need

The rights must be assigned to the relevant roles. **After a change of rights, users have to
log off and log on again** - otherwise the new buttons will not appear.

Right | What it allows {class="compact"}
---|---
Request/Edit Analysis | Requesting, editing, sending, receiving and checking an analysis - **and attaching analysis documents**.
Approve Analysis (Office) | Approving or rejecting an analysis in the office. Deliberately separate from the right to check an analysis, so that the two steps can be done by different people.
Comments/Reminder | Adding comments and reminders directly to an analysis.

*[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)