Document types used to be one long table, and document groups lived on a page of their own. Both now sit on one page in Settings > Document Types, organised by the record a document belongs to, with a check every night that tells you where the setup needs work.
One page per record
The list on the left follows how the office works: Fleet (drivers, trucks, trailers and plates), Operations (orders), Partners, Carriers and Your company, each with how many document types it has. Pick a record and its page opens with a one-line summary, for example 9 document types, 1 group, 8 required. Find a type searches every record at once, and All document types lists them together.
A carrier sees its fleet and the companies it works with, a broker sees the carriers it books, and a company that does both sees every record.
Groups for papers that belong together
A group gathers the papers a record needs as a set, such as Driver qualification: the driver license, the medical examiner's certificate, the motor vehicle record and the drug and alcohol test. Each group shows what is in it and how many of its papers are required, and the record's own documents panel shows what is still missing from the group, so the office sees at a glance whether the file is complete. Start one with New document group.
Rules and driver app access, type by type
The document types table says, for every type, what the office expects and what the driver can do with it:
- Rules: Required means a record without a current one shows it as missing. Review means a new upload waits as Pending until someone marks it Valid or Invalid. Optional types are kept without either.
- Driver app: Hidden, View only, Upload only, or View and upload. Drivers see their own documents, those of the truck and trailer they are assigned to, and those of the orders on their own trips.
- Upload check: whether new uploads of the type are checked automatically, for the types that support it.
- Change Order sets the order the types appear in everywhere: on each record, in the list you pick from when uploading, and in the driver app.
Trucks: every type is set up, and each one says whether drivers can see it, upload it, or neither.
Open a type for a page of its own: its settings and rules, the fields each upload records, its automatic check, and every document filed under it, with the ones to review and the expired ones a click away.
Setup health, checked every night
Automation, paperwork checks and invoice packets only see document types linked to a system type, such as Driver License or Proof of Delivery. Every night the setup is checked, and the Setup health card at the top of each record shows the share of your documents that sit in a well-set-up type, and when the check last ran.
It points at three kinds of problem: possible duplicates, a second type holding a paper another type already holds; types not linked to a system type, which checks, packets and automation cannot see; and unused types, with no documents in the last 6 months. Review, or the Needs attention tab, lists them with what was found and a one-click fix where there is one: link the type to the suggested system type, mark it as your own custom paper, or retire a type nobody uses after a confirmation that says how many documents it holds.
A new type can be linked from the start. When you add one, the dialog suggests the system type its title looks like, lets you pick another or mark it as custom paper, and when your company already keeps that paper under another name it offers to use that type instead.
Everyone who can open Settings sees the page. Adding types and groups, changing their order and applying a fix follow the document type permissions in your roles.
