Available to subscription: Fleet Management
User role: Fleetmanager
Why store documents in Mileage Book?
With fleet documents you keep the documents directly on the vehicle or asset, for example the registration certificate, invoice and inspection receipt. This way all fleet managers in the organisation can find them, and the documents do not end up in one employee's inbox. Each document gets a category that you define yourselves.
Create document categories
1. Select System setup in the menu on the left.
2. Click Fleet management.
3. Find Document categories and click Go to page.
4. Click Create and name the category, for example Registration certificate.
5. Click Save.
Automatic category
Under Automatically assigned to documents you can add words, for example "invoice". Documents with the word in the file name automatically get the category.
Copying assets
Select Yes under When an asset is copied, its documents can be copied? if documents in the category should be included when you copy an asset.
Upload a document
1. Open the vehicle under Fleet vehicles > Vehicles, or the asset under Asset > Assets.
2. Select the Documents tab and click Add.
3. Name the document, select the file and select a document category.
4. Click Save.
The document is now shown on the Documents tab with its category, who created it and when. Click Download to open it.
Decide who can see the documents
Under Roles you decide what a role can do with documents. On the Vehicle tab you choose whether the role can see, add and delete documents, and which categories the role can see. This way, invoices can for example be hidden from some roles.
On the Assets tab you choose whether the role can see, add and delete documents on assets.