Managing AI-Powered Driver Qualification Documents

The AI-powered Driver Qualification Document Upload feature makes it easier for fleets and drivers to submit, review, and manage Driver Qualification documents in the Motive Driver App and Fleet Dashboard. AI DQ documents help streamline onboarding and compliance while reducing manual work for drivers and fleet managers.

Overview

• Fleets and drivers can now upload driver qualification documents more efficiently with AI-supported document information extraction. Information from uploaded documents is automatically extracted and associated to a driver, minimizing manual entry.
• The following Driver Qualification (DQ) documents are supported for AI-powered document upload:
  • Motor Vehicle Record (MVR) (fleet user upload only)
  • Medical Examiner’s Certificate
  • Employment Application
  • Employment Verification
  • Inquiry to Previous Employers
  • Pre-Employment Drug & Alcohol Test Results
  • Road Test Certificate
  • Driver License 
• Fleets have control over what documents drivers can upload and whether approval is required prior to saving to a driver’s qualification file:
  • Administrative setting: Driver-initiated document upload
  • Administrative setting: Require fleet user approval before saving AI-processed documents to driver file
  • Template setting: visibility in the Driver App

Fleet Dashboard uploads 

Fleet users with the permission to manage qualifications can upload DQ documents using AI through the Motive Fleet Dashboard.

1. Log in to the Motive Fleet Dashboard and go to Workforce > Qualifications. 
2. Click Add document.

3. A box appears displaying all existing templates. Select the desired template.

4. Click Upload or simply drag and drop the document file. Click Process.

5. Review the information extracted and make any required changes. Click Save.

Bulk-uploading qualification documents with AI

1. Log in to the Motive Fleet Dashboard and go to Workforce > Qualifications.
2. Open the dropdown next to Add document and select Bulk upload. 

3. Click the Document types dropdown and check boxes for the document types you want to upload.

4. If you are uploading the qualifications for just one driver, you may optionally select that driver from the Driver dropdown. 

5. If you are uploading qualifications for multiple drivers, leave the Driver field empty, and the system will automatically associate the drivers mentioned in the documents to their driver profiles. 
6. Click Upload or simply drag and drop the qualification documents for upload.  

7. Once you have uploaded all the documents, click Process to initiate AI processing. 

8. A message pops up confirming that the files are being processed, and you will be notified once the upload finishes via the Notification Center. 

Reviewing document upload history 

1. Open the dropdown next to Add document and select View upload history. 

2. Upload history page displays a complete list of all the files uploaded by your fleet.
3. For every file, you can view the file name, the uploader, upload details, and status. 
4. Each uploaded file can have one of the following three statuses:
   • In progress status is displayed for files still being processed. 
   • Complete status is displayed when document creation finishes successfully, and no action is required. If a page in the file is omitted (because it is blank, for example), a corresponding message will be shown under the completion status.
   • Failed status is displayed along with the following details:
     • Document type not supported. Upload manually. - This will occur if a Driver Qualification document is uploaded that is not one of the 8 supported types. It will also occur if the user specifies that they are uploading a certain document type but does not upload that type.  
     • Something went wrong. Try again. - This will occur if there is an error in processing. 
     • Multiple documents in one file. Upload them separately. - This will occur if a single file is uploaded that contains multiple DQ documents.

Driver App Uploads

Drivers can upload documents through the Motive Driver App and AI will extract the key information to create DQ documents in Motive. Motive provides configurable settings that allow fleets to control which DQ documents drivers may upload through the Driver App and whether fleet user review is required.

Administrative Settings

Workforce Administrative settings control the following:

• Driver-initiated document upload: If the box is checked to allow, Drivers may upload qualification documents via the Motive Driver App.
• Require fleet user approval before saving AI-processed documents to driver file: If the box is checked, all driver-uploaded documents will require fleet user approval to allow fleets to ensure accuracy and compliance before being added to the Driver Qualification (DQ) file.

Uploading a Driver Qualification Document in the Driver App

If fleets allow for driver-initiated document uploads, they can still control which documents may be uploaded by drivers or groups through template visibility settings. Please review Document Template Visibility in the Driver App.

1. Log in to the Driver App and go to Documents from the home screen or the main navigation menu.

   

2. Tap the Drive Qualifications folder.

   

3. Tap + icon.

   

4. Select a document from the list or type in the search bar to find it.

   

5. The Document screen appears, prompting the driver to upload a document image. Drivers should ensure the document is up-to-date, with all information visible and not blurry or dark, then tap Add image.

   

6. Choose between Take a new image or Choose an existing image.

   

7. If you select Take a new image, the app camera opens, and the document is ready to scan. Make sure the document fits within the frame. When the blue lines appear around the document, tap the Capture button. 

   

8. Capture images of all pages of your document and tap Continue.

9. Review the details and tap Submit.

   

10. Once submitted, the document is in a Pending review or Processing state until it is saved to the Driver Qualification file.

    

Driver Qualification Documents with Needs Review status

Documents receive the Needs Review status for two reasons: 

1. A required field from a driver-uploaded document was not extracted with AI and must be entered manually by a fleet user.
2. Fleet has enabled the admin setting that requires fleet user approval before saving AI-processed documents to the driver file. 

Documents with the “Needs Review" status will not be available to the driver until they are edited or approved. 

Editing a document with Needs Review status 

1. Open the Qualifications tab.

2. From the list, select Driver License with the status Needs Review.

   

3. Review the uploaded document and verify the required fields in the right-side panel.

   

4. From the three-dot menu, fleet users can Edit details.

   

5. Review and make changes. Once done, click Save.

   

6. A pop-up message appears on the screen confirming the changes.

   

Approving or rejecting a document that Needs Review

1. If the document is acceptable, click Approve.

   

2. If the document does not meet requirements, click Reject.

   

3. A pop-up appears with a Reason for rejection dropdown. Select the reason and click Reject. In this case, the driver will be prompted to resubmit the document through the Driver App.

   

4. The status of this document is updated to Rejected on the main Qualifications page.

   

Re-uploading a Rejected DQ Document in the Driver App

1. When the document is rejected by the fleet user after review, the driver receives a notification in the Driver App with the reason for rejection.

2. Tap the notification to open it.

   

3. Under the Needs Attention section, tap the rejected document.

   

4. Review the rejection reason and upload a new document that meets the requirements.

5. Tap Re-upload to attach new images for processing.

   

6. Tap Add image for the document, then tap Continue.

   

7. The updated document is sent to the fleet user for review.

FAQs

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