CREATING YOUR FIRST E-COC
To create your first E-COC make sure you are signed in and have the E-COC Dashboard panel in view. Make sure you have sufficient volume then Click on CREATE NEW.
Once you have clicked on CREATE NEW you will redirected to the INITIALIZATION PAGE
- When the page opens up an unique serial number will automatically be provisioned for you.
- Essentially you need to complete all input fields before you are allowed to continue.
- The Installation Address needs to be inserted or typed in.
- The Installation Town/District/City input needs to be inserted.
- You check the box to confirm that the information entered is correct and accurate.
Please take special note that you cannot change this information later on so it is important make sure that you specify the correct information before proceeding.
Once you are done filling in the input fields click on the CONTINUE button. You will now be redirected back to the Dashboard.
Editing and Completing the standard four page E-COC
When you are back at the Dashboard you should see your newly created E-COC draft.
When you have created your initial draft E-COC you will see that the four pages of the original E-COC is already there, albeit untouched as per indicated by the green arrows. The buttons will be blue and indicate either CREATE or ADD.
Completing the basic four page E-COC
Click on the first CREATE button corresponding to page one.
Completing Page One
Once you have clicked on CREATE you will be directed to page one of the E-COC as illustrated below.
Right from the start you will immediately notice that over 90% of page one is already pre-filled with data. This is also a visual presentation of how your Profile Data is used by the E-COC. Since it works in this fashion, it saves you time by not only not having to fill in these details but also saving you time in that you can rest assured that if your Profile Data is correct so will the information displayed on this page be as well.
- The light blue arrows represents all information that is automatically populated from your Profile Data and displayed on the E-COC.
- Some fields can not be altered and such will be greyed out as per the red arrows. On this page you will notice that the very fields that greyed out is the same as the information that you entered when you first created your E-COC.
- The solid orange blocks within the empty white input fields are those input fields left for you to complete. Please complete them in accordance with the Electrical Installation Regulations to ensure the E-COC complies with Regulations.
- The orange with blue blocks are part of the E-COC Applications rule engine. Putting it another way when you select a certain option certain fields will either become available or read-only. Therefore it assists you to complete the E-COC accurately and saves you a bit of time in doing so.
- Once you have completed the page simple click on the blue SAVE PAGE DATA button as per the green arrow. You will be redirected back to the Dashboard.
Together with the last remark, some options are pre-selected based on how the majority of people complete E-COC'S. Essentially taking and combining this all together is what why the ECA(SA) is also a smart E-COC.
Be careful though. Make sure that all information are accurate and correct before you hit SAVE PAGE DATA because after saving some of the input fields will no longer be possible to edit.
Modifying and Previewing your page
Back at the Dashboard you will notice that the CREATE button changed to a MODIFY button and to the right you will see a new blue PREVIEW button.
- Modify allows you to go back to the page as before but with the exception that only some fields are editable.
- Preview allows you to view the draft of the first page of your E-COC. Essentially how it will look when printing it out.
Modifying the E-COC
To modify the page simply click on modify. You will see the same page as before but most options will be read-only at this point.
Page one might not be the best to illustrate modification of pages so I will show more on that regarding the second page
Previewing the first page
To modify the first page go back to the Dashboard and click on the blue PREVIEW button.
When you click on PREVIEW you will notice as per the green arrows that all the data created will appear on the PREVIEW page. The preview page is only a draft representation of what your final product will look like, it presents you with the actual view save for the following.
- The green arrows represents all the field input data you have entered or that which were entered for you when you created the first page.
- The red arrows acts to remind that this is only a draft and also to serve as a security guard to ensure fair use. So where the E-COC serial number would normally be displayed instead what will be displayed would be INVALID CERTIFICATE because currently the E-COC is still essentially in draft format.
- The gray background is yet another measure in place for security and a reminder that it is a draft document.
You may use the blue PRINT E-COC button on top to print your draft page should you need another party to validate or verify the content.
Completing Page Two
Unlike page one page two requires a little bit more input from your side but with build in smart principles the process have been streamlined to make it easy and to still save you some time.
To complete page two of the E-COC click on CREATE next to or rather in line with the text Page 2 of 4.
When you look at page 2 you you will notice that there is a lot of switches and options. Page 2 provides you will more flexibility while still offering guidance throughout it's completion.
Where possible we have also introduced form helpers. Form helpers essentially offer extended methods to assist you in completing the E-COC. For example, the date form helper offers you the opportunity to select a date from a calender popup while still giving you the freedom the enter the date manually as illustrated below
When you click on a date it will automatically be displayed in the corresponding date input field. You dont need to use the this feature you can simply type the date should you want to. This is depicted by the purple diamond.
This feature may not work in other browsers, if may work partially.
Another feature of the E-COC is smart selection. Smart select simply means that some options become available depending on the choices you make throughout the E-COC as illustrated below by the orange rectangle and diamond shape.
if you selected yes the grayed out input field would become available for your to add information.
Application default are in the of the E-COC options that are automatically selected for you. Such options are based on how majority of E-COC'S are completed. It is another helpful feature that saves you some time but you can always change it to fit or align with the intent of your E-COC. This is depicted by the illustration below.
In this example you can see that the radio button corresponding with DOMESTIC is blue, and that means it is pre selected as pointed out by the green arrow.
A note on input fields
Input fields makes up the bulk of a form. Any input that you can manipulate is considered an input field. Common input fields regarding online forms.
- Text boxes as the name suggests allows you to type in information if presented with a white background.
- Check boxes are squire in nature and is essentially a yes/no or true/false indicator. When you deal with check boxes especially when there are more than one you are often allowed to choose more than one option.
- Radio buttons work like check boxes but they are considered to be more like an on/off switch or in terms of the forms yes/no or true/false indicators. Unlike check boxes you can only select one radio button out of the group.
- Text areas are identical to Text boxes but allows you to enter more text which unlike Text boxes are not cut off in display but show in its entirety. We often use this when you need to provide a description that can be a few lines long.
A note on values
When you enter data into a text field (Text box) and the suffix at the end already provides you with a unit of measure for example you should not enter it into the text input as it will be displayed together with the value when you print your E-COC. Below is a good illustration of such.
The blue rectangular boxes provide you with visual feedback that the unit of measure is already taken into account and there for you should not add it to the input field. Simply enter the value.
However in certain circumstances you might want to add a non text value to the E-COC and is also possible by way of using ASCII. ASCII essentially allows for extended characters that might not be on a keyboard such as the symbol for Infinity. You can view the extended ASCII table by going to http://www.asciitable.com/. It will look something like this.
The site itself will explain how to use these but essentially you will hold down the ALT key on your keyboard, while holding it type the corresponding CODE from the table and release. The symbol representation will appear in the input field. However this is all optional but we have had some requests regarding whether this is possible and this proves to show indeed it can be used.
Also although the above method to produce these symbols will work on most keyboard, it might be slightly different on your keyboard / keypad. In that case research might be required or consult your IT professional.
A note on required fields
Throughout the E-COC experience when dealing with forms you will from time to time encounter required fields. Required fields will prevent you from proceeding until you have filled in the required data. In addition such a field might also have criteria such as a value must be between certain values or not longer/shorter than a certain value. In such case it will be shown what the criteria is. Below is a simple illustration a required field.
Saving your data
When you are done with the page and completed it in accordance with your requirements please click on the blue SAVE PAGE DATA button at the bottom right of the E-COC.
You may also save at any time and revisit the page at a later time should you wish to do so.
Previewing Page two
When you are back at the dashboard similar to page one click on the preview button corresponding to page two.
The same standard and principles is applicable throughout the use of the E-COC so the preview for page two will share the same characteristics as per page one insofar as the background color, the draft remarks and so on.
It is however noteworthy to point out that input fields you left blank will display 'N/A' instead of blank, should you modify and enter a value then this would not longer show at the correlating position.
Completing Page three
Page three in respect to the E-COC requires the most amount of input from the user. You may even have to revisit page three a couple of times to make sure that values, instruments etc. are completed accurately and concisely. To start with page three first make sure you are on the Dashboard then click on the blue ADD button.
You have now successfully added page three to your E-COC and will now be able to modify it. As per the image above you will now see this depiction below.
Click on the green MODIFY button to edit page three. Page three requires the most amount of consideration on part of the user due to the sheer variety of ways it can be completed.
Page three - Description Of Installation
As per the illustration below you will notice a text area. The text area allows you to provide a detailed description should such be required.
You can always add a description (if such is required and to which extent) afterwards but before you lock your E-COC. So instead you can focus on completing the rest of the page.
Page three - Number of Circuits or Points__
This section of page three contains both sides regarding whether it is a new or existing installation. For now it is decided to keep it as such since people familiar with the ordinary COC are accustomed to the format. This will change later on but for now it is important remember to stick to what the regulations implies
- If you choose existing installation (left hand side) and complete the values as per existing installations the other side will automatically be negated as no applicable when you render the final E-COC. This is indicated by the blue lines with the blue diamond shape.
- The gray squires inside the input fields are only placeholders. If you insert a value it will no longer show as pointed out by the green arrows.
- Because the unit of measure is already shown you do not need to add it to your input fields
The following depicts the length for each of these input boxes. For the larger boxes the amount of characters that can be inserted is 25 and for the smaller input fields the number of characters are limited to 10 values.
Page three - Inspections and Tests
As per the previous section you will keep to the same side when completing this section.
The purple squire highlights essentially how you would operate and make choices when it comes to Inspections and Tests on the E-COC. If I take the same sample and expand the drop down selection I will get three options.
The options you have is:
- The default which is N/A and preselected. So no need to change if not used.
- YES where applicable.
- and NO when explicitly declared in case where you must document it as such.
N/A will always be the default options since 1) we would not know which is applicable to your E-COC and secondly you need to select the option which is more over a legal obligation on part of the user.
Note the red arrow at the top. We will address this later but keep this in mind should you need to add additional tests.
Page three - Instruments and Measurements
To finalize the last section of page three we need to have a brief look at this section. More the most part it works in the same fashion as per the previous sections in sofar as completion.
- The gray arrows simply indicate as per the ordinary COC that you do not specify the measurement unit but only the value.
- The red squire essentially points to the fact that the instrument can have 25 characters and the value can have 15 characters.
- Smaller blocks such as point 9 to 11 on the R/Y/B spectrum can have 10 digits
For all intends and purposes the values and explanations given are geared to showing you how to use the E-COC it is not indented to be used used without proper guidance from an Electrical Installation Regulation perspective. So any values used should considered as part of a demonstration on use of the E-COC Application and not underlying methodologies.
When you have entered the required information simply click on SAVE PAGE DATA. You will be redirected back to the Dashboard.
Page three - Preview
Back at the Dashboard click on PREVIEW corresponding with page three to view the draft version of the page.
For the purposes of illustration I have entered some values to demonstrate how what you entered appears on the E-COC preview for this page.
Completing page four
In order to create page for go back to the Dashboard and click on CREATE
Once you have clicked on CREATE you will be redirected to the corresponding form where you can provisionally complete the page four draft page.
Like the previous pages that we have completed the green arrows point to areas of consideration that you complete where and when required.
The blue arrows points towards information that is automatically derived from the database as per your Regional ECA(SA) Office. And by default cannot be altered or changed.
Once done click on the SAVE PAGE DATA option at the bottom to return to the Dashboard.
Previewing page four
When you are back to the dashboard you will notice that all four pages are now complete although you can still modify them since they are in draft form still. So before we preview the final page this is what the section should look like at the moment.
To preview page four click on the PREVIEW link in line with page four to be redirected to the preview page.
Similarly to all the other preview pages in draft view you will have a visual representation of what the final product would more or less look like. Also input fields not changed when you modified your document will show the default N/A
Locking your E-COC to finalize
Additional Pages aside when you have completed your four page E-COC and before you are allowed to print or save to PDF, that is, your final product you must first lock your E-COC. Below is a depiction on how to do this.
- Please be aware that once you have locked your E-COC you can no longer modify or add new information.
- Locked E-COC'S will be removed from The Workspace Dashboard and will be moved to the Archive Dashboard