Supporting Document(s)

This article explains how to use the Supporting Document(s) feature in FleetMentor to centrally store and manage Maintenance and Inspection Records for Vehicles. Users navigate to a Vehicle’s Supporting Docs tab to upload electronic files, assign them to a Document Type, or add them as independent entries using the Add Line Item option. The system supports uploading up to 10 files at a time, tracks upload status, and allows for labeling documents for easy identification. Uploaded files are indicated with a paperclip icon and display the last updated date, providing quick visibility and access to records. This feature ensures that important documents are organized, easily accessible, and viewable across the company.

 

To access the Support Document(s), select Add/View Vehicles from the Vehicles tab at the top.

A roster view of all the Vehicles will be displayed.

Click on the Vehicle # to edit the record.

From the Vehicle Profile, the Supporting Docs tab is selected.

To assign the document to a specific Document Type, click the Add + option on the appropriate card.

After clicking Add + on the appropriate Document Type, the Manage Documents slide out modal will display. NOTE: The Title of the slide out model will reflect which Document Type you select. In the example below, Inspection was selected.

To upload an electronic Record, browse your files to locate it. You can drag and drop up to 10 files at a time.

NOTE: The speed of the scanning and upload are directly related to the number of items dropped or the size of the files.

As the files are scanned as per our J. J. Keller Security Protocol, you will see the progress bar change colors to indicate success or failure. An entry is made below to label the images. Enter a Document Description to help identify the Record if the file name itself is not sufficient.

Add a Line Item – This feature allows you to insert documents when they don’t fit into the Document Types provided.

When picking the card before uploading your document, the system knows what Document Type to assign the image to. When using Add Line Item, you will need to select the Document Type from the drop down options.

NOTE: There is an “Other” Document Type that can be used for general purposes.

Click Save to complete the process.

When completed, you will find the paperclip icon on the card it was assigned to. When an image has been uploaded, the last updated date is displayed in the card.

NOTE: Last Completed is the date of the image upload, not the date on the document.