Documents - Fleet
Centralized fleet document management
Documents Fleet module integrates document management with fleet system, automatically stores vehicle, driver and maintenance documents in Documents.
Standard folder structure (Vehicles/Drivers/Maintenance) and automatically controlled access rights.
Enable fleet document centralization
Enable Documents integration in Fleet settings.
Steps
1. Go to Fleet → Configuration → Settings.
2. Find Documents section.
3. Enable Centralize Fleet Documents option.
4. Select Fleet Folder to store documents.
5. Click Save to save configuration.
Interface terminology
| English | Description |
|---|---|
| Fleet | Fleet management |
| Vehicles | Vehicle list |
| Drivers | Driver list |
| Maintenance & Repairs | Maintenance history |
Manage vehicle documents
Attach vehicle documents (registration, insurance, fines) to vehicle form.
Key points
• Documents are automatically linked to vehicle.
• Access rights: only vehicle owner can view.
Steps
1. Go to Fleet → Vehicles → select vehicle.
2. Click attachment button (📎) to upload document.
3. Select file from computer (registration, insurance, fine).
4. Document will automatically save to Fleet > Vehicles folder in Documents.
5. Assign classification tags (Registration, Insurance, Fine).
Link documents to vehicle
Link documents from Documents to specific vehicle.
Steps
1. Go to Documents → Fleet folder.
2. Select document to link.
3. Click Link to Vehicle.
4. Select vehicle from list.
5. Document will appear in vehicle Documents tab.
Interface terminology
| English | Description |
|---|---|
| Fleet > Vehicles Documents | Vehicle documents folder |
| Fleet > Fine | Fine documents folder |
Fleet folder structure
Fleet documents are organized by standard folder structure.
Key points
• Fleet > Vehicles: Vehicle documents (registration, insurance, fines).
• Fleet > Drivers: Driver documents (license, contract).
• Fleet > Maintenance & Repairs: Maintenance and repair documents.
• Can create subfolders by vehicle type or department.
Permissions and security
Fleet document access rights are automatically controlled.
Key points
• Only vehicle owner can view their vehicle documents.
• Fleet Manager can view all fleet documents.
• Drivers can view documents of assigned vehicles.
• Sensitive documents (fines, insurance) are secured.
Practical tips
Key points
• Upload vehicle registration and insurance immediately when adding new vehicle to system.
• Use tags to classify documents (Registration, Insurance, Fine, Maintenance).
• Set reminders for vehicle registration and insurance expiry dates.
• Store fines to track vehicle violation history.
• Attach maintenance invoices to Maintenance history for future reference.
• Configure access rights so only vehicle owner and Fleet Manager can view documents.