APPEC documentation

1. Introduction to APPEC

1.1. What is APPEC?

The APPEC management program is an open digital online platform for the individual registration of all work equipment as well as the management and storage of the legally required inspections of protective equipment and instruments.

1.2. Basic functions

1.2.1. Condition of the articles

Indicates the condition of the article: Inspected, inspection pending, inspection overdue, inspection failed, service life expired.

1.2.2. Central database

APPEC has a central database with the most common models, their characteristics and inspection questions. All elements of the central database, whether models, manufacturers or categories, can be imported into your own database.

Note: The elements are always displayed in the language that is currently set. For example, if you want to import a model in German, the interface must be set to German.

Before you import an element, always make sure that all characteristics are correct, as APPEC cannot 100% guarantee that the data of the respective element is correct.

When an element, such as a model, is imported and APPEC updates the data, the model in your database is also updated. If you do not want this to happen, you can edit the model and disable automatic updating, and then even disconnect from the central database completely.

1.2.3. Digital inspection form

All inspection forms can be filled out digitally, documented photographically and exported. If a manufacturer does not have explicit questions for a model, you can insert these 2 standard questions.

1st question

• Check that the serial number and CE marking are present and legible
• Check that the service life of the product is not exceeded
• Cleanliness and integrity

2nd question

Inspection and maintenance according to the manufacturer's guidelines

1.2.4. Inventory management

All articles and their characteristics are stored in your database. This means you can also use APPEC as an inventory list. This gives you a structured overview of your articles, no matter if they have to be inspected or not.

1.2.5. Searching for articles

Thanks to a filter and an intuitive search bar, you can set the search individually and therefore find any item quickly and easily.

1.2.6. NFC, QR code, Barcode scanner

APPEC also supports the scanning of NFC chips, QR codes or barcodes. 
If you are using an unsupported device, the NFC, QR, or barcode can also be entered manually.

1.2.6.1. Supported devices

QR codes and barcodes can be scanned with any device that has a camera

NFC chips can be scanned with the following devices:

· All Android devices that support NFC 
· APPEC Desktop on Windows or Mac OS with a NFC reader

We have tested the following devices and they also work with the APPEC Desktop version:

· ACS ACR122U USB NFC Reader
· ACS ACR1255U-J1 Secure Bluetooth® and USB NFC Reader

1.2.7. Cloud-based system

All data is stored on our server and is backed up. Since APPEC is based on a cloud system, it always needs connection to the Internet. The cloud system has the advantage that data can be accessed from anywhere and no data is stored on the system currently in use. Therefore you can only access the data with one access and if the used device is broken, no data will be lost.

Note: APPEC does not use a certified server, so there is a risk of data loss. Therefore we recommend to always export inspections and save them on a certified server.

1.2.7.1. Data protection and backup

If you accidentally delete data, we can restore the backup in an emergency. A backup is made daily. For more information contact the support.

1.3. Supported devices

APPEC can be used with these systems:

· Web-based system in a browser
· Via APP at the Android Play Store
· Via APP in the iOS APP Store
· Via Desktop APP on Windows
· Via Desktop APP on Mac OS

You can find all versions for download at: appec.it/#download

1.3.1. Browser

Since APPEC is built on a web-based system, the application can be accessed via any modern browser by clicking on this link app.appec.it For the interface to work properly, you should always use the latest version of your browser. Since the interface is responsive, it also adapts to smartphones and tablets. In the browser APPEC cannot access sensors like NFC reader or camera. Therefore you should use the native apps for the respective devices.  

Note: We recommend the browser from Google "Google Chrome".

1.3.2. Smartphone and tablet

You can download the app from the iOS and Android stores and use it on your device.

1.3.2.1. Android

The Android version can be downloaded and installed from the Play-Store. If your Android smartphone supports NFC, you can scan NFC chips with the app. QR and barcodes can be read with the camera. 

Note: The Android device must have at least Android version 4.4 or higher installed.

1.3.2.2. iOS

The iOS version can be downloaded and installed from the APP-Store. NFC does not work in the iOS version. QR and barcodes can be read with the camera.  

Note: The iOS device must have iOS version 10 or higher installed.

1.3.3. PC

To be able to scan NFC chips with the PC, you need the desktop version of APPEC.

1.3.3.1. Windows

The Windows version can be downloaded under this Link. After the download you have to unpack the ZIP package. Then double click on the .exe file.

If you see the following screens during installation, click on "more information" and then on "Run anyway".

1.3.3.2. Mac OS

The Mac OS version can be downloaded from this Link. After the download you have to unpack the ZIP package. Then simply move the .app file into the Applications folder.
If you see the following window when you open the app for the first time,

you have to right click on "APPEC Desktop.app" in the Finder under Programs and select "Open", then the following window should appear. Just click on "Open" again and it should open.

1.4. Support

If you have problems using or installing APPEC, you can always contact APPEC support at the following e-mail address: support@appec.it

2. All functions explained in detail

2.1 Login, Registration and password reset

2.1.1. Registration

To register with APPEC, please visit the following link: https://app.appec.it/register. Fill out the form and you will receive an e-mail to the e-mail address you entered. It says that you have to verify the e-mail address. A simple click on "confirm e-mail" is sufficient. The APP will then open and a small message will appear indicating that the confirmation was successful. Now you can register with the given data and test APPEC for 30 days for free.

2.1.2. Login

To login to APPEC, please visit the following link: https://app.appec.it/.
Enter your login data. If you cannot log in, contact your administrator or contact support  (support@appec.it).

2.1.3. Forgot your password?

If you have forgotten your password, click on the link “Forgot your password?” in the login window (https://app.appec.it/). Enter your e-mail address and a link will be sent to you. If you click on this link, a new page will open in your browser where you can enter a new password.

2.1.4. Delete profile

To delete your profile log in to APPEC and navigate to "Your profile" in the header on the left. In the profile settings a button with the text "Delete profile" will appear in the lower right corner. A message will appear which must be confirmed by you. After you have confirmed this message your profile will be deleted completely. If you have already created inspections, your name will remain on them.

2.1.5. Delete account

ATTENTION: Before you carry out this step, we would like to point out that your account will be deleted completely and irrevocably. Therefore, we recommend that you first carry out an export, so that you do not lose the inspections you have carried out.

To delete the entire account, you must log in to APPEC with an admin account and click on "Settings" in the menu. There you will find a button with the text "Delete account" in the lower left corner. If you click on it, you have to confirm the account deletion with "Yes" first, then a code will be sent to the email address you entered in the account information. This code must be entered in the corresponding input field and then you have to click "OK". If you have already subscribed to APPEC, this subscription will be deactivated and your account will be completely deleted. If the deletion was successful, you will receive a confirmation email.

2.2. Settings

You can access the settings by logging into APPEC with an admin profile and clicking on "Settings" in the menu.

2.2.1. Branding (Customize design)

The design of the interface can be adapted to your company or your preferences. The colors and logo you set are also inserted during export.

2.2.1.1. Color

To change the color, click on the box next to the hexadecimal code and select a color. The layout adjusts in real time and you can see the result immediately. If you have already prepared a specific color for the layout, simply enter the hexadecimal code of the color.

2.2.1.1. Logo

To insert your logo, click on the image below the color selection. Select an image in PNG format. The image must be in PNG format and must not be larger than 1 MB. We recommend a size of 512 x 512 px. The format doesn't have to be 1:1.

2.2.2. Inspection interval

The inspection interval indicates when the articles reach the yellow state (inspection is due). For example, if you specify 90% as the inspection interval, the articles turn yellow after 90% of the time has passed since the last check. For 12 months, this would be about 1 month before the inspection is overdue.

2.2.3. Start subscription (Select package)

To start a subscription, you have to subscribe during the 30-day trial period. Payment will not start until 30 days after registration, so you will not lose the 30-day trial period.

2.2.3.1. Packages

We offer different packages. Choose a package that is suitable for you. If you have more than 5,000 items to be inspected, select the package "On request". Write us how many articles you own and we will send you a non-binding offer.

Once you have selected a package, enter your billing information in the account information and select a billing type. If your country cannot be selected, please contact support (support@appec.it). After you have filled in all the information, click Save. The APPEC team will check your entered data and create the subscription. As soon as everything is set, your settings will be unlocked and you will receive your first invoice by email.

2.2.3.2. Payment method
2.2.3.2.1. Credit card

If you select credit card as payment method, the fee for the subscription is automatically deducted from your account when it is due. For certain credit cards, payment must be manually confirmed by you using a confirmation code or app. If this is the case, an email will be sent to you automatically so that you can complete the payment manually.

2.2.3.2.2. Bank Transfer

If you choose bank transfer as payment method, an invoice with our bank details will be sent to you when the subscription is due. The subscription will be activated or remain active. You have 30 days to transfer the amount to us. If you have not transferred the money after 30 days, your account will be blocked. In the invoice request there is a link with which you can pay the invoice by credit card at any time. 

2.2.3.4. Cancel subscription

See section 2.1.5

2.3. Companies/Departments

You can access your companies or departments by logging in to APPEC with an editor or admin profile and clicking on Companies/Departments in the menu.

2.3.1. Allocation

2.3.2. Companies/Departments

To create a company / department, click on "Add" at the bottom left, enter the required data and click on "Save". Select the company or department that you have just added to access the areas. 

2.3.2.1. Add

To create a company / department, click on "Add" at the bottom left, enter the required data and click on "Save". Select the company or department that you have just added to access the areas. 

2.3.2.2. Edit

To edit a company/department, click on the element you want to edit, change the necessary data and click on "Save". 

2.3.2.3. Delete

To delete a company / department, click on the item you want to delete. At the bottom right you will find the "Delete" button, which you select. Confirm the deletion. If you have already created areas, repositories or articles for this company/department, a further message will appear. If you confirm this, all areas, repositories, articles and their inspections will be deleted.

2.3.3. Areas

2.3.3.1. Add

To create an area, click on "Add" at the bottom right, enter the necessary data and click on "Save". Select the area you have just added to get to the repositories. 

2.3.3.2. Edit

To edit an area, click on the element you want to edit, change the necessary data and click on "Save".  

2.3.3.3. Delete

To delete an area, click on the item you want to delete. At the bottom right you will find the "Delete" button, which you select. Confirm the deletion. If you have already created repositories or articles for this area, a further message will appear. If you confirm this, all repositories, articles and their inspections will be deleted.

2.3.4. Repositories

2.3.4.1. Add

To create a repository, click on "Add" at the bottom right, enter the necessary data and click on "Save”.

2.3.4.2. Edit

To edit a repository, click on the repository you want to edit, change the necessary data and click "Save". 

2.3.4.3. Delete

To delete a repository, click on the repository you want to delete. At the bottom right you will find the button "Delete", which you select. Confirm the deletion. If articles have already been created for this repository, another message will appear. If you confirm this, all articles and their inspections will be deleted.

2.4. Employees

You can access your employees by logging into APPEC with an admin profile and clicking on "employees" in the menu.

2.4.1. User groups

There are 3 User groups

Admin
· No limitations

Editor   
· Can create, edit or delete inspections for 14 days
· Can create, edit and delete articles
· Can import, create, edit, delete a model
· Can import, create, edit, delete manufacturers
· Can import, create, edit, delete categories
· Can create, edit and delete areas
· Can create, edit and delete repositories
· Can perform exports

Visitor
· Can see inspections
· Can see articles
· Can perform exports

For both user groups, Editor and Visitor, you can define which companies / departments can be accessed.

2.4.2. Add

To create an employee, click on "Add" at the bottom right, enter the necessary data and click on "Save".

2.4.3. Edit

To edit an employee, click on the employee you want to edit, change the necessary data and click on "Save".

2.4.4. Delete

To delete an employee, click on the employee you want to delete. At the bottom right you will find the button "Delete", which you can select. Confirm the deletion. If this employee has already created inspections, the name will remain on them.

2.5. Categories

You can access your categories by logging into APPEC with an editor or admin profile and clicking on Categories in the menu.

2.5.1. Import from Central Database

To create a category, click on "Add" at the bottom right. A screen with a blue background will appear. You are currently in the central database. Select the desired category and check the data. Click on "Import". The category will be imported into your database. If you cannot find a suitable category in the central database, you can create your own at any time. When importing, pay attention to the language you have set. The data is always in the language you have set and will be imported in this language.

2.5.2. Create it yourself

To create a category yourself, click on "Create it yourself" at the bottom right, enter the necessary data and click on "Save".

2.5.3. Edit

To edit a category, click on the category you want to edit, change the necessary data and click "Save". If this is an imported category, you can disable the automatic update. Then you can also disconnect the category from the Central Database. This way this category is like a category you created yourself.

2.5.4. Delete

To delete a category, click on the category you want to delete. At the bottom right you will find the button "Delete", which you select. Confirm the deletion. If you have already created models or articles for this category, another screen will appear. If you confirm this, all models, their articles and inspections will be deleted.

2.6. Manufacturer

You can access your manufacturers by logging into APPEC with an Editor or Admin profile and clicking on "Manufacturers" in the menu.

2.6.1. Import from Central Database

To create a manufacturer, click on "Add" at the bottom right. A screen with a blue background will appear. You are currently in the central database. Select the desired manufacturer and check the data. Click on "Import". The manufacturer is imported into your database. If you cannot find a suitable manufacturer in the central database, you can create your own at any time. When importing, pay attention to the language you have set. The data is always in the language you have set and will be imported in this language.

2.6.2. Create it yourself

To create a manufacturer yourself, click on "Create it yourself" at the bottom right, enter the necessary data and click on "Save".

2.6.3. Edit

To edit a manufacturer, click on the manufacturer you want to edit, change the necessary data and click "Save". If this is an imported manufacturer, you can deactivate the automatic update. Then you can also disconnect the manufacturer from the central database. This way the manufacturer is like a self created manufacturer.

2.6.4. Delete

To delete a manufacturer, click on the manufacturer you want to delete. At the bottom right you will find the button "Delete", which you select. Confirm the deletion. If models or articles have already been created for this manufacturer, another screen will appear. If you confirm this, all models, their articles and tests will be deleted.

2.7. Models

You can access your models by logging into APPEC with an Editor or Admin profile and clicking on Models in the menu.

2.7.1. Import from Central Database

To create a model click on "Add" at the bottom right. A screen with a blue background will appear. You are currently in the central database. Select the desired model and check the data. Click on "Import". The model is imported into your database. If you do not find a suitable model in the central database, you can always create your own. When importing, pay attention to the language you have set. The data is always in the set language and will be imported in this language.

2.7.2. Create it yourself

To create a model yourself, click on "Create yourself" at the bottom right, enter the necessary data and click on "Save". 

The image should not be larger than 2MB. We recommend that you use PNG format images in the dimensions 900 x 900px.

To add inspection questions, click on "Add question" at the bottom right and enter your question.

2.7.3. Edit

To edit a model, click on the model you want to edit, change the necessary data and click "Save". If this is an imported model, you can disable the automatic update. Then you can also disconnect the model from the Central Database. This way the model is like a model you have created yourself.

2.7.4. Delete

To delete a model, click on the model you want to delete. At the bottom right you will find the "Delete" button, which you select. Confirm the deletion. If you have already created articles for this model, another screen will appear. If you confirm this, all articles and their inspection will be deleted.

2.8. Articles

You can access your articles by logging into APPEC with your profile and clicking on Articles in the menu. There you can search your articles by using a filter, search bar, QR code, barcode or NFC code. You can find more detailed information about the search here: 1.2.5 or 1.2.6

2.8.1. Add

To create an article, click on "Add" at the bottom right, enter the necessary data and click on "Save". If you want to create several articles of the same model, you can click on "Save and add more". This will create the article and only the fields "Serial number" and "NFC-ID / QR-Code / Barcode" will be deleted. The remaining fields will remain, so you can create several articles faster.

2.8.2. Edit, discard or currently undetectable

To edit an article, click on the article you want to edit, change the necessary data and click on "Save".

To discard an item, click the "Out of Service" checkbox. While saving, a inspection is created which is negative. Under "Comment" you can enter a reason for the decommissioning. The article is then located under "Out of service" (can be specified in the filter settings).

To reactivate an item, uncheck the "Out of service" checkbox. When saving, a inspection is created which must be positive. Under comment you can enter a reason. The article is then located under "Article in service" (can be specified in the filter settings).

2.8.3. Delete

To delete an item, click on the model you want to delete. At the bottom right you will find the button "Delete", which you select. Confirm the deletion. Please note that all inspections are also deleted.

2.8.4. Filter and search of articles

APPEC offers you several possibilities to find every article you have created:

1. Search field: In the search field you can enter the desired term and find it immediately. 

2. Filter: In the filter you can make specific settings which are permanently saved. Therefore only those articles are shown which match the filter settings. 

3. NFC, QR code or barcode: With the help of the scanners an article can be found quickly. 

2.8.4.1. Filter reference date

The reference date refers to the condition of the articles at the time of the selected date. This allows you to plan your next inspection in advance.

Example: If you enter the date 17.02.2022, the status of the articles will be adjusted on this date.

2.9. Inspections

You can access the inspections by logging in to APPEC with your profile and clicking on Articles in the menu. There you can search your articles by using a filter, search bar, QR code, barcode or NFC code. When you have found your article, click on it. At the very bottom you will find the inspections you have already created.

2.9.1. Create

To create an exam, click on "Add" at the bottom right, enter the necessary data and fill out the questionnaire, then click on "Save". 

2.9.2. Edit

To edit an inspection click on the inspection you want to edit, change the necessary data and click on "Save". This can only be done 14 days after creating the inspection.

2.9.3. Delete

To delete an inspection, click on the inspection you want to delete. At the bottom right you will find the button "Delete", which you can select. Confirm the deletion. 

2.10. Export

You can access the export by logging into APPEC with your profile and clicking on Export in the menu.

When exporting, a filter system allows you to export exactly the inspections you want. You can also add a title page. When you have selected everything you want to export, click on the "Export" button and a PDF will be generated which will be downloaded.