1. Overview: #
The ACCUR8 Document Management system provides a structured approach to managing documents related to various entities, including Drivers, Employees, Agents, Trucks, Trailers, Customers, Vendors, Carriers, Claims, and Accidents. Each entity’s Info page has a “Documents” tab where all associated documents can be stored, accessed, and managed efficiently.
2. Adding Documents:
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Users can upload documents directly under the Documents tab on the corresponding entity’s Info page. Document types should be selected based on predefined categories.
3. Category Management: #
Each section, such as Companies, Fleet, Safety, and Personnel, has its own Settings section, where users can:
– Create new document categories and edit existing ones to align with operational requirements. You will find this feature under the Document Category tab.
– Define mandatory documents by marking them as required to ensure compliance and completion. You will find this feature under the Required Documents tab. When you select an entity on the left, a list of all document types in the system will appear on the right. You can mark the necessary documents for the selected entity by clicking the toggle button.
Users with the appropriate permissions can send, download, view, edit, or delete uploaded documents through the Documents tab.
4. Version Manager: #
The system supports document versioning, allowing users to maintain a single document with multiple versions rather than storing multiple copies. For example, a Commercial Driver’s License (CDL) can be managed in the following way:
When a new CDL is uploaded, it can be attached as a new version of the existing CDL document. Each version retains its expiration date, allowing users to track document validity over time and view all document versions in one place.
5. How to Upload a New Document Version?
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To access this feature, go to the Documents tab for each entity and hover over the document you want to update. By selecting the hourglass icon, a pop-up window will appear, displaying the Upload a New Version option. After this, upload the new document from your computer, enter the new expiration date, and click the Upload button. Upon completing these steps, both the previous and the updated documents will be visible.
6. How to Replace a Document?
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Use the replace option to replace an existing document with a new one. You can access this option by selecting the hourglass icon and clicking the replace icon. Once you upload the new document, only the updated version will be visible.
7. Monitoring Document Expiration
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The expiration status for all required documents can be monitored through the Expiration Items tab located within each entity’s Info page. This feature provides a consolidated view of expiring documents, ensuring proactive renewal and compliance management.