citrus-cms/resources/views/guide/calibration-logs.md

Calibration Logs Module User Guide

1. Purpose

The Calibration Logs module is used to track the calibration status of all site instruments and welding / test equipment.
It provides:

• Central register of instruments (name, model, serial, quantity)
• Calibration certificate and user guide PDFs
• Due date monitoring with color indications
• Notifications when calibration is due within 20 days
• Automatic sync from NAKS Welding Equipments for welding machines

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2. How to Access

1. Login to the application.
2. From the left menu, navigate to QA → Calibration Logs.
3. The page will open with a DevExtreme DataGrid listing all calibration records.

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3. Column Overview

Key columns (left to right):

• Certification Document (certification_document):
  • PDF icon link to the calibration certificate.
  • Filled automatically by the PDF upload sync script.
• User Guide (user_guide):
  • Optional PDF link for instrument user/operation manual.
• Instrument (instrument):
  • Category selection:
    • Civil Works Test Equipment
    • Piping/Mechanical Test Equipment
    • Instrument Test Equipment
    • Painting and Coating Test Equipment
    • Electrical Test Equipment
    • Welding Equipment
• Item No (item_no): Line/item number from the register.
• Name (equipment_name): Instrument or equipment name.
• Manufacturer (manufacturer), Model No (model_no), Serial No (serial_no), Quantity (quantity)
• Passport / Certificate No (passport_certificate_no)
• Place of Calibration / Verification (place_of_calibration_verification):
  • Laboratory, In house verification, or In house calibration.
• Calibrated By (calibrated_by)
• Calibration Frequency (months) (calibration_frequency):
  • Integer value in months.
• Calibration Certificate No (calibration_certificate_no)
• Calibration Date (calibration_date)
• Calibration Due Date (calibration_due_date)
• Deviation Ratio (deviation_ratio)
• Status (status):
  • In use, Out Of service, Repair, Calibration-Verification
• Remarks (remarks) and Comments (comments)

System fields:

• source_module, source_id: Link to source modules (e.g. welding_equipment).

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4. Row Colors & Due-Date Logic

Rows are color-coded based on calibration_due_date:

• Expired (red row): calibration_due_date < today.
• Due Soon (yellow row): calibration_due_date is between today and today + 20 days.
• Normal (white row): More than 20 days until due date.

The same due date is used by the notification command:

• Artisan command: php artisan notifications:check-calibration-due
• Notification code: notification_calibration_due_soon

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5. PDF Upload and Sync

Calibration certificates are stored under:

• Storage path: storage/documents/004_QA/0020_Calibration

Usage:

1. Open QA → Calibration Logs.
2. Click the Upload button (top of the grid).
3. Select table calibration_logs and drop one or more PDF files.
4. The sync script cron/pdf-db-calibration-logs-sync.blade.php tries to match files to rows:
   • First by calibration_certificate_no
   • Then by passport_certificate_no
   • Finally by equipment_name
5. When a match is found, the certification_document field is updated with the PDF path and the PDF icon becomes visible in the grid.

Recommendation: Name files starting with the Calibration Certificate No (e.g. C-12345 ... .pdf) to ensure reliable matching.

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6. Notifications Configuration

The 20-day notification uses:

• Command: notifications:check-calibration-due
• Notification code: notification_calibration_due_soon

To configure which user levels receive this notification:

1. Go to Settings → Specific Permissions → Notification Settings.
2. Find “Calibration Due Soon” (notification_calibration_due_soon).
3. Select the user levels (e.g. Admin, Quality Staff, QC Manager).
4. Click Update.

When the command runs (via scheduler or manually), users in these levels will see “Calibration Due Soon” items in the notification bell.

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7. NAKS Welding Equipments Sync

When a record is created or updated in NAKS Welding Equipments (welding_equipment table):

• The helper syncCalibrationFromWeldingEquipment() is called from AdminController.
• It creates or updates a corresponding calibration_logs record with:
  • instrument = "Welding Equipment"
  • Basic identity fields (name, manufacturer, model, serial)
  • passport_certificate_no from attestation
  • calibration_date from date_of_issue
  • calibration_due_date from valid_until
  • status calculated from due date (Valid, Due Soon, Expired)

This ensures welding machines are automatically visible in the Calibration Logs register without manual re-entry.