DOCUMENT MANAGEMENT

Overview

Accessed by selecting Document Scanning from the main Fleet System Management menu.

Also, accessed by way of the Contract Review form followed by selection of either Documents from the Tools Menu or the icon from the Toolbar.

This presents the Fleet Document Management form which enables the retrieval and review of documents that are scanned in and held against either the agreement or vehicle.

This form is split into three parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.

Note:Dependent upon from where the form is accessed, the titlebar may also display the module and company.

Document Management Dialogue Box

The Document Management Dialogue Box contains a number of fields and a Document Grid which are as follows:

• Registration No.

The registration number of the vehicle for which a stored document is to be retrieved.

When accessed via Document Scanning the button immediately to the right displays the Fleet Global Search form which enables the required vehicle to be located.

When accessed via Contract Review this field contains the currently selected vehicle registration number and cannot be edited.

• Agreement No.

The agreement number of the contract for which a stored document is to be retrieved.

When accessed via Document Scanning the button immediately to the right displays the Fleet Global Search form which enables the required agreement to be located.

When accessed via Contract Review this field contains the currently selected agreement number and cannot be edited.

• Document Type

Selection of the button allows the selection of a Document Type group. This is a two digit alphanumeric field which may then be used so that documents may be allocated against a particular type/area. There are up to 10 fleet document types from which the required type may be selected.

Document Types are set-up within Fleet System Management / System Parameters / Document Archive Tab.

The two digit code and associated description are displayed.

• For

The button immediately to the right of this field enables the two options against which a document may be stored. These are:

• V Vehicle
• A Agreement

• Between Dates

There are two fields available here so that a range of dates - "From" and "To" - can be entered for the document selection criteria.

A date range is entered which ensures that the system searches for all documents scanned and created on and between the "From" and "And" dates.

By clicking-on the button to the right of either of the date fields a monthly diary form is displayed in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the appropriate date field. Tab or click with the mouse to move to the "And" date field.

• And

Acts as the To date in the above date criteria search.

• Document Management Grid

Displays all of the documents scanned and stored against the input selection criteria.

The following details are displayed for each document record:

• Date

The date on which the documents is scanned.

• Document Type

The document type category to which the document is assigned.

• Document Number

The unique scanned document reference number.

• Document Description

The description given to the scanned document when it is saved.

A double-left-click of the mouse on any row within the grid presents a Document Retrieval - Document Scanning form which enables the stored document to be displayed or printed.

Command Buttons

The following command buttons are available within this form:

• Find

Locates and displays all of the documents scanned and stored against the input selection criteria.

• Close

Returns to the previous form.

• Edit

Recalls the highlighted/selected document description so that the description text can be viewed and edited.

• New

Opens the Scan New Document form from which a new document may be scanned for later retrieval.

• Help

Provides online context sensitive help.