Documents on Vehicle and Driver Records: Uploading, Downloading, Deleting
Overview
Every vehicle and every driver record has a "Dokumente" (Documents) tab: the digital record for copies of vehicle registration documents, contracts, handover protocols, driving-licence scans and much more. The files are not stored in the database but in the centrally configured storage path (Ablagepfad) on your file server (Article 106) - in the same folder structure that the desktop Flottenmanager (the Fleet Manager desktop application) also uses. Both programs therefore see the same documents.
- Vehicle documents: depending on the tenant setting, in a subfolder per licence plate (optionally with the year/life number in addition)
- Driver documents: always in the subfolder
FAHRER\<driver name>
Uploading documents
- Open the record → "Dokumente" (Documents) tab.
- In the "Hochladen" (Upload) card, click "Datei auswählen" (Select file). You can select several files one after another; each appears as a chip with its size and can be removed again before upload. Maximum 20 MB per file.
- Click "Hochladen" (Upload). FMWeb confirms the number of uploaded documents; the name is taken from the file name.
Automatic numbering for identical names: If a file with the same name already exists in the target folder, FMWeb automatically appends _1, _2, … to the file name. An existing file is therefore never overwritten.
If a warning appears above the table (path does not exist, no write permissions, not reachable), the storage path is the problem - contact your administrator (Article 106).
The document list
Above the list you can filter by from/to date ("Anwenden" / Apply, "Zurücksetzen" / Reset), and at the top right additionally by document type. The table shows the type icon, name, document type, document reminder, created, record date, resubmission date and process description; the toolbar offers search, print, and CSV/PDF export.
Three actions are available per document:
- Bearbeiten (Edit): maintain the metadata - name, document type (new types can be created directly in the dialog), record date, resubmission date, document reminder, process description.
- Herunterladen (Download): download the file from the storage path.
- Verknüpfung löschen (Delete link): after confirmation, removes the entry from the record - the file remains in the storage directory. Documents linked to a damage entry are locked against deletion.
Frequently asked questions
The "Dokumente" (Documents) tab shows only a licence notice. Your tenant lacks the "Dokumentenverwaltung" (Document Management) licence. Contact your K-SOFT representative (Article 17).
How do I find a document when I don't know the record? Via the tenant-wide Dokumentensuche (Document Search) (Article 105).
"Datei nicht gefunden" (File not found) appears on download. The file was moved or renamed on the file server. When entire directories are relocated, the path bulk action helps (Article 106).
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