Documents Overview

With the Documents module, you can quickly access documents for your entire account or create general Fleet Documents. A Fleet Document or Shared Document is any document added to Fleetio that is not tied to a particular record type such as a Contact, Service Entry, Vehicle, Vendor, etc. 

Permissions

By default, all users in Fleetio will have View Fleet Documents permission. When a new Fleet Document is added Users will be able to View and Download, but will not be able to Edit the document. Users with the Manage Fleet Documents permission can Delete and Rename documents, or add a Description. Learn more in User Roles & Permissions.

For documents associated with records (e.g. Vehicles or Contacts), current module permissions via Role and Record Sets will control the access and functions that Users can perform.

Overview

View the Documents Index by clicking Documents in the Sidebar Navigation.

1. The All Documents tab will list all documents tied to record types and fleet documents
2. Fleet documents will be listed under the Account Name Tab. In the image above, Demo Company is the account name.
3. Adding a document can be done via the Upload Document button.
4. Filter and Search documents.
5. Click Index Settings to Manage Columns that are shown in the Index.
6. See the associated Location and Vehicle for the document. Under Location, you'll see the Contact name, Vendor, Service Entry, etc., to which the document is attached.
7. See a small Preview of the selected document, or click to see a larger version.
8. Utilize the bulk actions feature to update one or more documents at a time.

Auto-Delete Documents

If you would like to set a date that a document should be removed from Fleetio, (e.g. an insurance card that expires after six months) you may set this by completing the following steps:

1. On the sidebar navigation, select Documents.
2. Locate and click the document to set an expiration date.
3. In the Auto-Delete field, select the date this document should expire. The document will then expire at 11:59 PM the date of the expiration.

Manage Documents

After selecting a document, scroll down to view document details.

Click the View button to view the document in detail, or click the Download button to download a copy. Use the More Actions Button to see available options.

• Due to permissions restrictions, some actions may be grayed out and unavailable. Contact your Account Administrator to adjust permissions.

Labels

Use labels to organize documents into easily searchable groups. Use an existing label or create a new one. Click the label name and the system will quickly load all other documents that have that filter, or select the Filters button to use the label filter. Add as many labels as you would like and manage them in Account Settings. For more information regarding labels visit Labels Overview.

Attaching Shared Documents

Share files that you store in your account's shared documents with Vehicles in your fleet. You can attach documents from the Vehicle Index or Documents Index.

Vehicle Index

To attach a document to a Vehicle:

1. Go to your Vehicle Index (Vehicles in the Sidebar Navigation) and use the checkboxes select the appropriate Vehicles.
2. Click the Actions Drop-down Menu and select Attach Shared Document.

3. In the pop-up, use the drop-down menu to select a shared document from the list.

4. Click the Attach Shared Document button.

You can also attach a shared document from the Vehicle Details Page by clicking the More Actions Button and selecting Attach Shared Document.

Attach Document Module

From the Attach Document Module, you can attach documents to All Vehicles or only certain sets of Vehicle Types or Groups. The benefit of attaching documents to sets of Vehicles (like Vehicle Types or Groups) is that as Vehicles enter and leave these sets, the document will automatically be added or removed. You can also use the module to attach to Vehicles individually if preferred.

To view the Attach Document Module:

1. In the Documents Index, click your Account Name Tab to view your Shared Documents.
2. Locate the document, and click the Select Vehicles or # Vehicles link in the Attached To column. You can also click this link if available in the All Documents Tab.

Attach Document Module Overview

1. Search vehicles by Name, Type, and Group.
2. Click Attached Vehicles to show the list of Vehicles the document is attached to. As Vehicles are attached, the count shown will update.
3. Browse Vehicles, Vehicle Types, and Groups and determine if the document should be attached to all Vehicles in that set or specific Vehicles.
4. Quickly Detach the document from all Vehicles.

Browsing by Vehicle Types and Groups allows for a quick attach to all action. Click the Attach button when hovering over a Vehicle Type or Group to attach the document to all Vehicles in that Type or Group.

You can also click on a row to see the Vehicles that make up that set.

From the row details, you can:

1. Attach the document to all Vehicles in the set.
2. Attach the document to specific Vehicles in the set.