Import/Export Approvals

Mass import and export of approval data offer practical and efficient solutions for centralized and efficient management of administrative authorizations linked to vehicles.

Bulk import allows multiple approvals to be added to the system simultaneously using a preformatted file. This method significantly simplifies and speeds up the information entry process, while minimizing the risk of errors. Managers can thus ensure rapid and accurate data updating, while respecting system requirements. This allows you to devote more time to strategic activities, while maintaining compliant and smooth management of approvals.

Data export, for its part, provides a consolidated file bringing together all the key approval information, such as authorization numbers, validity dates and associated documents. Available in standard formats like CSV or Excel, this functionality provides a structured overview, making it easier to analyze, track and plan renewals. It is particularly useful when preparing audits or for sharing information with administrative managers, fleet managers or external partners.

By combining these two tools, companies can not only optimize the management of their vehicle approvals, but also guarantee continuous compliance, better traceability and informed decision-making thanks to reliable and centralized data.

Mass import of approvals

Bulk import of approvals provides users with an efficient method to add multiple approvals into the system in a single operation, using a preformatted file. This functionality is particularly useful for companies or vehicle fleet managers who manage numerous approvals and wish to integrate them quickly and accurately.

By allowing you to download a file containing all the necessary information for each approval, this method simplifies the addition process. It significantly reduces manual entry time and ensures that vehicle data is updated quickly and consistently. This way, managers can focus on strategic activities while ensuring smooth and compliant management of approvals.

This method is intuitive and ensures that data is added uniformly and conforms to system standards.

Step 1: Download and prepare the template file

Before you start importing, you need to download a template file designed specifically to make this task easier. This file contains predefined columns that must be respected to ensure smooth import.

• Download the template:

  The template file is accessible through the user interface. It includes necessary columns and each column must be filled accurately.

• Meet column requirements:

  The following fields are required:

  • vehicle(MANDATORY)

• Prepare your file:

  • Make sure there is only one value per cell.
  • Remove empty lines to avoid errors when loading.
  • Make sure the dates are in the required format (dd/mm/yyyy).
  • Complete all required columns, as a lack or error in these fields will cause the import to fail.

Step 2: Load the approvals file

Once the file is prepared, proceed to loading it into the system.

• Select file:

  Click the “Browse” button to locate the file on your device and select it.

• Start the import process:

  Once the file is chosen, click "Next" to begin analyzing and processing the data. The system will analyze the file and display a summary of the information.

• Check the data summary:

  • The system will display the total number of lines contained in the file.
  • It will also highlight which rows are ready for import and which have errors.

Step 3: Verifying the imported data

Once the file is loaded, a summary table is displayed with the extracted records. This step is crucial to validate the information before final import.

• Check reported errors:

  • The system identifies and highlights errors in required fields or data formats.
  • You will be able to directly correct reported errors or modify data in the source file.

• Validate compliant records:

  Rows without errors are marked as ready to import. You can review them to validate information such as:

  • vehicle
  • Number
  • Start dateAndEnd date
  • AttachmentAndUser

Step 4: Finalize the import of approvals

Once the data has been verified and corrected, you can proceed with the final import.

• Click “Import”:

  This adds all validated data to the database.

• Import confirmation:

  A message appears indicating that the import was successful and the approvals have been added to the system.

Thanks to this structured process, the import of approvals becomes quick and precise. Fleet managers save valuable time and minimize the risk of errors. All approval information is centralized in the system, allowing efficient monitoring and rigorous management of vehicles and associated documents.

Export of Approval Data

The export of data relating to approvals offers an essential tool for monitoring and managing administrative authorizations associated with vehicles. This file brings together essential information, such as approval numbers, validity dates, and supporting documents, in a structured format, compatible with standard tools such as CSV or Excel. This extraction capability provides a complete and organized view of approvals management, ensuring continuous compliance and efficient management of vehicle fleets.

The main advantage of this functionality lies in its ability to centralize and structure information that is often scattered. Whether to plan renewals, analyze validity periods or prepare internal audits, data export facilitates all stages of approval management. By making this information accessible to different stakeholders, such as administrative managers, fleet managers or external service providers, it ensures fluid communication and decision-making based on reliable data.

Details of Exported Data

The exported file includes the following columns, which provide a clear and comprehensive view of each approval:

• vehicle: This column lists the vehicles concerned by the approvals, specifying their unique identifiers or their main characteristics. This makes it possible to track authorizations directly linked to each vehicle, avoiding confusion or omissions.

• Number: The approval number is key information, guaranteeing traceability and rapid identification of authorizations, particularly during checks or audits.

• Start Date: This data indicates the start of the validity period of each approval, providing a chronological view and facilitating the planning of necessary renewals.

• End Date: The expiration date is a critical indicator for effectively managing administrative deadlines and preventing situations of non-compliance, particularly in terms of vehicle use.

• Attachment: This column contains links or references to the documents associated with each approval (e.g.: PDF files, scanned certificates). These attachments provide immediate access to proof of conformity or additional details required.

Exporting approval data is a powerful lever for companies keen to maintain the compliance of their fleet while streamlining their administrative processes. By offering a detailed, organized and easily usable view, this functionality ensures smoother management of authorizations and minimizes the risks linked to administrative shortcomings. From planning renewals to preparing for audits, it constitutes an essential tool for proactive and effective management of approvals.