Creating and Managing Documents

Motive makes it easy for fleet managers and drivers to create, view, and manage important documents across the Dashboard and Driver App. Centralized document handling helps maintain compliance and keeps your operations running smoothly.

Overview 

The Motive Dashboard and Driver App work together to simplify every step of document management - from creation to sharing. These tools keep records organized, accessible, and audit-ready without adding extra steps to your workflow.

• Centralized management: Create, upload, and edit documents in one place to maintain accurate, up-to-date records across your fleet.
• Mobile-friendly submissions: Drivers can upload required documents directly from the Driver App. This makes it easy to submit paperwork on the go without delays. As soon as a driver creates and saves a document, it is shared with the organization–no additional sharing steps are required.
• Smart access: Vehicle documents are associated with vehicles and can be viewed in the Driver App when a driver is connected to the vehicle. Trip and Other documents can be shared with specific drivers even if they did not create the document. Documents can be shared with external partners via email.

Creating Documents

Creating Documents on Fleet Dashboard

1. Log in to the Motive Dashboard and go to Documents.
2. Click Add document.
3. Select a document type: Trip document, Vehicle document, and Other document.

4. Select a document from the list. 

5. Complete the required fields and add attachments.
6. Click Save.

Note: The Fleet App does not support creating or viewing documents. Warning: If you edit a multipage document that uses conditional logic and change a condition, any data tied to the previous condition will be removed. To learn more about how conditional logic works, see the Templates guide.

Creating Documents on the Driver App

Creating and saving a document from the Driver App automatically sends the document to the Fleet Dashboard for review by fleet users with permissions. 

1. Log in to the Driver App and tap Documents.

2. Tap + sign. 

3. Select the required type (for example, Bill of lading or Fuel receipt).

4. Complete the fields with an asterisk * in the template.

5. Attach photos from the camera or gallery.

6. Review the document and tap Save.

Viewing and Managing Documents

Viewing Documents on Fleet Dashboard

To view documents from the Fleet Dashboard, follow these steps:

1. Log in to the Fleet Dashboard, go to Documents.
2. Browse documents by Trip, Vehicle, Other, or Templates. 
3. Apply filters for Date (Created on, Document date, Last modified), Document Type (filter by category or type), and Created by (filter by uploader) to narrow results.
4. Group Filter: Fleet Dashboard users only see Trip and Other documents uploaded by Drivers that they have permissions to view. The Group filter does not limit viewing of documents uploaded by other Fleet Dashboard users.

Notes: All dates and times are displayed in the dashboard user's timezone

Managing documents on the Motive Dashboard:

1. Log in to the Fleet Dashboard and go to Documents.
2. Click the three dots in the document.
3. Select View document details to view file information.
4. Select Edit document to modify document details.
5. Click Download document to get a PDF export.
6. Click Share document, enter drivers or groups to share the document with.
7. Use Archive Document to remove a file from the main view.  Archived files can be restored or deleted later. Archived documents are not removed from the Driver App–only deleted documents are removed from the Driver App. 

Viewing and Sharing Documents on the Driver App

Drivers can view the following types of documents: 

• Submitted documents: Files uploaded by the Driver App User, such as bills of lading or receipts.
• Shared documents: Files shared with the driver by a Fleet User. 
• Vehicle documents: Files, such as registrations or insurance, shared by the fleet with the vehicle that the Driver App is connected to.
• The Driver’s qualification documents if enabled by the fleet.

Documents submitted via the Driver App are automatically shared with the drivers organization. Drivers may share a document externally via the Share button.

To view or share documents from the Driver App, follow these steps:

1. Log in to the Driver App and tap Documents.

2. Choose Created by me (your submissions) or Folders > Shared with me.

3. Tap a file to view details and images.
4. To share a document with an external recipient, tap Share.

5. Enter the Recipient Email and tap Send.  

Archiving and deleting vehicle documents from the Fleet Dashboard

To delete a vehicle document from the Driver App, you must first archive from the Fleet Dashboard.

1. Log in to the Fleet Dashboard and go to Documents > Vehicle.
2. Open the three-dot menu for the document you want to archive and delete. 
3. Select Archive Document.

4. A message pops up confirming that your selected document has been archived. 

5. Click Archived. 

6. From the list of archived documents, open the three-dot menu for the document you want to delete.
7. Select Delete document.

8. A pop-up appears on screen for confirmation. Click Delete.

9. A message appears confirming that your selected document has been deleted.

FAQs 

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