Document Management

Managing documents linked to each vehicle is essential to guarantee complete traceability and centralization of information. This feature allows you to attach documents or files (e.g. maintenance certificates, repair invoices, insurance contracts, etc.) to a specific vehicle in the vehicle list. This simplifies access to this information for your entire team, facilitating the administrative and operational management of your fleet.

Steps to attach a document to a vehicle

Access the vehicle list:

• Navigate to the section where all the vehicles in your fleet are listed.
• Each line in the list represents a vehicle with its main information such as registration, model, mileage, etc.

Select the vehicle to modify:

• In the "Attachment" column, identified by a paperclip icon, locate the vehicle you want to add a document to.
• Click this icon to access the document management interface.

Document management window:

• A window opens, showing you the list of documents already associated with the vehicle. If no document has been added yet, the list will be empty.
• This window allows you to quickly view all previously attached documents. The columns indicate thewording(title), thecommentsand theattached file.
• If you already have documents, you can alsoto modifyGoldDELETEthese files from this screen.

Add a new document:

• To attach a new document, click on the icon+at the top right of the document management window.
• An attachment form is displayed to allow the file to be added.

Fill in the information in the attachment form:

• Wording: Enter a title that will describe the document (e.g.: "Insurance contract - 2023", "Revision invoice - October 2024", etc.).
• File: ClickChoose a fileto select the document you want to attach from your computer.
• How(optional): Add notes or additional details if necessary (for example, the validity date of a contract, the expiration date of a document, etc.).
• Once all the information has been entered, clickSave.

Validation of attachment:

• After clicking onSave, the document is automatically attached to the selected vehicle. You can view, download or delete it at any time by returning to this section.
• The document is now accessible to all users with the appropriate rights to view the vehicle file.