Creating and Managing Templates

Templates are used to define what information is to be supplied in a document that is submitted by a driver or a fleet user. The template is used to define the structured fields, images, attachments, and signatures that are required (or optionally requested) to be filled out. Motive provides common templates for core activities. Organizations may configure the Motive templates to suit their needs and create completely custom templates using a comprehensive form builder. 

Overview

The Motive Dashboard is provisioned with templates for common use cases. AI-powered templates use automated data extraction of images or attachments while standard templates are meant for manual data entry. AI-powered templates are indicated by a blue star.

• AI-powered templates: Motive provides common Trip and Vehicle document templates that are powered with AI document information extraction. These templates allow users to simply submit an image or file of the document that they wish to upload and use AI to extract key information (such as permit name and expiration date) and, if its a vehicle document, associate the document to the correct vehicle by matching the unit number, license plate, or VIN. If AI-powered templates cannot be customized by Fleet Dashboard users. AI-powered templates that are duplicated and customized will turn into standard, non-AI templates.
• Standard templates: Motive provides standard Trip and Vehicle document templates that organizations can use directly or customize for their fleet.

Templates are also categorized into single or multi-page styles:

• Single Page: These templates show drivers and fleet users all information that is required to be completed in a single view that can be scrolled. This is best used for simple forms.
• Multi Page: These templates are set up for drivers and fleet users to advance between different pages to submit the information that is requested. Multi-page templates support the use of conditional logic so that document templates adapt based on a driver's input. This is meant for complex information gathering.

Template Visibility in the Driver App 

Template visibility gives organizations control over which drivers can fill out specific templates in the Driver App. This reduces clutter for drivers and ensures they only submit the documents relevant to their specific role or region.

How to Set Visibility During Creation or Editing

While you are building or editing a template in the Template Builder:

1. Navigate to the Details section.
2. Select Visibility.
3. Choose the specific Groups or individual Drivers who should see this template.
4. Click Save on the Visibility modal and then Save the entire template.

How to Manage Visibility from the List View

If you have already created several templates and want to update them quickly:

1. Go to Documents > Templates.
2. Look at the Visible to column to see current access levels.
3. Click the three-dot menu next to a template and select Manage visibility.

Creating and editing a single page template

Custom document templates allow your drivers to submit specific information—like trip logs, fuel receipts, or inspection reports—directly through the Motive Driver App.

New templates can be made by selecting the “New Template” action in the upper right of the Documents hub. Edits to existing templates can be made in the Templates tab by select Edit from the 3-dot action menu at the right side of the table. 

Step 1: Define Template Details

Start by filling out the basic information in the Details section:

• Name: Enter a clear title for the template 
• Classification: Choose a category to organize the document (e.g., Trip). 
• Visibility: Click Select to choose which drivers or groups can access this template.

Step 2: Add and Customize Page Elements

The sidebar on the left contains Page Elements (like Numbers, Text, or Vehicle) that you can drag into the builder. For each element you add, you can customize how it appears to the driver:

• Label: This is the "Title" of the field. Use this to tell the driver exactly what information is needed (e.g., "Enter Gallons" or "Vehicle ID").
• Placeholder: This is the light grey "ghost text" that appears inside the entry box before the driver starts typing. Use this to provide an example of the expected format (e.g., "0.00" or "Unit #1234").
• Requirement: Check the Mark as required box if the driver must fill out this specific field before they can submit the document.

Step 3: Configure Attachments

If you need drivers to upload photos or PDFs (such as a physical receipt):

1. Locate the Attachments section and toggle it to On.
2. Check Mark as required if a file upload is mandatory.
   Note: Drivers can upload up to 5 attachments in JPG, PNG, or PDF format.

Step 4: Preview and Save

As you add labels and placeholders, check the Driver App Preview on the right. It updates in real-time so you can see exactly what the driver will see on their phone.

Once the template looks correct, click Save in the top right corner to publish it to your fleet.

Creating and editing a multi-page template

Multi-page templates allow you to group related fields into separate screens, making it easier for drivers to navigate long forms like extensive vehicle inspections or multi-stop delivery logs. 

Multi-page templates can be set up with conditional logic to create smart document templates that adapt based on a user’s input. By showing or hiding specific pages based on an answer, you can streamline the reporting process, ensure data relevance, and reduce the time drivers spend filling out paperwork.

1. The Document Layout Sidebar

In the left-hand sidebar, you will see a new category called Document Layout.

• The Page Element: To add a new page to your template, simply click or drag the Page element into the main builder.
• Organization: Each page acts as a container. You can drag any Page Element (Text, Numbers, Signatures, etc.) directly into a specific page block to organize your form.

2. Managing Pages

Each page block in the builder has its own set of controls in the top-right corner:

• Duplicate: Click the copy icon to clone a page. This is helpful if you have multiple sections that require the same set of questions (e.g., inspecting multiple tires).
• Delete: Click the "X" icon to remove a page and all the elements inside it.

3. Using Conditional Logic

Conditional logic allows you to "branch" your template so drivers only see relevant pages based on their answers.

• The Trigger: Logic can only be applied using the Single Select page element.
• How to Setup: 
  • Add a Single Select element to a page.
  • Click the Conditional Logic toggle on that element.
  • For each option (e.g., "Pass" or "Fail"), select which page the driver should go to next.
• Example: If a driver selects "Damage Found" on Page 1, you can set the logic to send them to Page 2 (Photo Uploads). If they select "No Damage," they can skip straight to the Signature page.

4. "After this page" Logic

At the bottom of every page, you will find the After this page dropdown menu. This defines the default flow:

• Next Page: The driver will see a "Next" button to proceed to the following page.
• Submit Document: Use this if you want the document to end early regardless of other pages in the builder.

5. Navigating the Driver App Preview

The Driver App Preview on the right side of your screen includes a pagination tool at the bottom:

• Use the left and right arrows (e.g., < 1 / 2 >) to flip through the pages.
• This is the best way to test your Conditional Logic and ensure the flow works exactly as intended before you click Save.

Deactivating a template

1. In the Motive Dashboard, go to Documents > Templates.
2. Locate the template you want to deactivate. Click the three dots (⋯) to the right of the template name.
3. Select Deactivate to remove it from use. No drivers and fleet users will be able to use it, but existing documents remain accessible. Deactivated templates cannot be reactivated.

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