fleetman user documentation

Nepřesvědčujeme, podáváme DŮKAZY. Konica Minolta IT Solutions Czech a.s., U Plynárny 1002/97, 101 00 Praha 10 IČ 25820826, DIČ CZ25820826, Obchodní rejstřík vedený u Městského soudu v Praze, oddíl B, vložka 16870 www.konicaminoltaits.cz

Date: 22.9.2020 Version: 1.0

Author: Filip Tuka Document type: Dokumentation

Created for: FLEETMAN

FLEETMAN

USER DOCUMENTATION

FLEETMAN User Documentation

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Nepřesvědčujeme, podáváme DŮKAZY.

TABLE OF CONTENTS 1 Introduction ................................................................................................................................................. 4

2 Base terminology of platform ...................................................................................................................... 4

2.1 Form ................................................................................................................................................... 5

2.2 View ................................................................................................................................................... 5

2.3 Menu .................................................................................................................................................. 6

2.4 Ribbon ................................................................................................................................................ 7

2.5 Field ................................................................................................................................................... 7

3 Base entities of FLEETMAN product .......................................................................................................... 8

4 Vehicles .................................................................................................................................................... 10

4.1 Records of vehicle models ............................................................................................................... 11

4.1.1 Creating model............................................................................................................................. 12

4.2 Vehicle creation ............................................................................................................................... 13

4.3 Vehicle card ..................................................................................................................................... 15

4.4 Current mileage ............................................................................................................................... 17

4.4.1 Update mileage via GPS EcoFleet .............................................................................................. 17

4.5 Mileage history ................................................................................................................................. 18

4.6 Assignment of the vehicle to the driver for use................................................................................ 20

4.7 Transfer of the vehicle to another branch ........................................................................................ 21

4.8 Removal of the vehicle from the register ......................................................................................... 22

5 Vehicle Contract ....................................................................................................................................... 24

5.1 Contract creation ............................................................................................................................. 24

5.2 Creating a new vehicle from the area of vehicle contracts .............................................................. 25

5.3 Assigning an existing vehicle to a contract ...................................................................................... 25

5.4 The life cycle of a vehicle in the company ....................................................................................... 26

5.5 Completion of the Contract .............................................................................................................. 26

6 Document storage .................................................................................................................................... 27

6.1 General description ......................................................................................................................... 27

6.2 Folder structure ................................................................................................................................ 28

6.3 Working with the document repository ............................................................................................ 28


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6.3.1 Document storage view ............................................................................................................... 29

6.3.2 Upload file .................................................................................................................................... 30

6.3.3 Creating a folder .......................................................................................................................... 30

6.3.4 Delete a file or folder .................................................................................................................... 30

6.3.5 Rename a file or a folder ............................................................................................................. 31

6.3.6 Documents when moving a driver or vehicle to another branch ................................................. 32

7 Service Appointments .............................................................................................................................. 32

7.1 Creating a service appointment ....................................................................................................... 32

7.2 Service appointment processing ..................................................................................................... 34

7.2.1 Completing the service appointment ........................................................................................... 35

7.3 Service appointment states and their changes................................................................................ 35

7.4 Regular service and its specifics ..................................................................................................... 37

7.4.1 Calculation of the following regular service ................................................................................. 37

7.4.2 Regular service notification .......................................................................................................... 38

8 Insurance contracts and events ............................................................................................................... 39

8.1 Creating an insurance contract ........................................................................................................ 39

8.2 Insurance contracts and insured events on the vehicle form .......................................................... 40

8.3 Insurance contracts and insured events on the driver form ............................................................ 41

8.4 Insurance event processing ............................................................................................................. 42

8.4.1 Business process flow of insured event ...................................................................................... 43

9 Vehicle accessories .................................................................................................................................. 45

9.1 Records of accessories ................................................................................................................... 45

9.2 Creating individual types of accessories ......................................................................................... 46

9.3 Adding accessories to the vehicle ................................................................................................... 48

9.4 Removing accessories from the vehicle .......................................................................................... 49

9.5 Display of current and historical vehicle accessories ...................................................................... 50

9.6 Viewing the history of individual accessories .................................................................................. 51

9.7 Removal of accessories from the register ....................................................................................... 53

10 Notification management ..................................................................................................................... 54

10.1 User subscription to notifications ..................................................................................................... 55

10.2 Subscription to notifications for Teams Channel ............................................................................. 57


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10.3 Unsubscribing from the user ............................................................................................................ 58

10.4 Display of past vehicle notifications ................................................................................................. 60

10.5 Modification of notification parameters ............................................................................................ 60

10.5.1 Example: Modifying a regular service notification ................................................................... 62

11 Custom user views of FLEETMAN data .............................................................................................. 62

11.1 Creating your own view ................................................................................................................... 63

11.2 Sharing your own views ................................................................................................................... 65

11.3 Custom view for the needs of data export to Excel ......................................................................... 67

1 Introduction

FLEETMAN is a modern cloud application for managing your vehicle fleet. The solution is based on Microsoft´s

Power Platform, and it is a product of Konica Minolta IT Solution Czech.

This state of the art system has the ambition to cover the demands of vehicle fleet management. Main assets

of this solution are:

• Cutting edge technology that is ready for future development

• Solution architecture allows sequential deployment of changes and modules

• Complex coverage of processes in vehicle fleet management

• Unified database – Power Platform

• Well-arranged data visualization in dashboards

2 Base terminology of platform

In the following chapter are described base terms that are related to platform and control system FLEETMAN.

The chapter should be used as a dictionary for the rest of the documentation.


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2.1 Form

The elementary part of the UI of FLEETMAN is Form, which enables creating, updating and reading specific

records like Vehicles, Service, Insured events etc. From the form, it is possible to run different actions of the

system. Forms are designed for maximum work efficiency. Example of the form can be seen in the picture

below (area highlighted by red).

- A - Form

- B - Ribbon

- C - Footer

- D - Header

- E - Tabs

- F - Section

- G - Field

2.2 View

A view defines how the application shows the list of records for a specific entity.

A view defines:

• Specify the columns that will be shown

• Width of the columns

• Order options

• Conditions of the list


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2.3 Menu

The menu is always located on the left side of the application. The menu is divided into sections. In the menu

are apart from key parts of application located recently opened records and pinned records. From the menu,

it is always possible to go to the home screen. Example of the menu is on the picture below.

Application FLEETMAN is divided into 3 sections: Fleet Manager, Vehicle Accessories and Settings. Switching

between them is done at the bottom of the menu.


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2.4 Ribbon

The ribbon allows user to interact with specific records from View or Form.

2.5 Field

The field contains specific information of the record. Every entity contains several fields. In this context, it is

possible to imagine the entity as a table with the fields as columns.

Examples of fields from entity Vehicle:

• Licence Number

• VIN

• Date of registration


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Every field has its own data type, which determinates what type of information this field can contain, for

example, text, whole numbers, date and time.

Fields on the form have different attributes:

• Editable – it is possible to add or edit the content of the field

• Locked – this field is read-only, the indication is a grey icon of a lock

• Recommended – fields with blue cross system recommend to fill, but it is not mandatory

• Mandatory – fields with a red asterisk are mandatory, and it is not possible to save the record without

these fields

3 Base entities of FLEETMAN product

1. Vehicle Model

The vehicle model entity is used for specifying a model of the vehicle. Store general information of vehicle

model, which are synchronized across all vehicles with the same model.

2. Vehicle

The vehicle entity is the main focus of FLEETMAN product. Here we store all information regarding vehicles.

Vehicle form also displays relevant fields from Service Appointment, Insured Event, Insurance contract and

Vehicle cost entities. Documents related to the vehicle can be stored in vehicle record (more about that in

chapter 6 “Document Management”).

Vehicle form provides a comprehensive view of all the information regarding a vehicle in one place.


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3. Vehicle Usage

Vehicle usage entity is used for manually storing information regarding whom was vehicle assigned to use. It

is possible to store short term usage in case of shared vehicle or long term usage in case of a company vehicle

for an employee. For every record, it is possible to store documents regarding specific vehicle usage (more

about that in chapter 6 “Document Management”).

4. Vehicle contract

Vehicle contract entity is used to store information regarding vehicle contract, for example:

• Contract Number

• Leasing company

• Vehicle model

• Validity

• Financing type

Vehicle contract record contains business process flow that captures the life cycle of the vehicle in the fleet

from the creation of contract to returning of the car to the leasing company. Vehicle contract record can store

documents regarding specific vehicle (more about that in chapter 6 “Document Management”).

5. Insurance contract

In FLEETMAN application, you can store Insurance contracts. Example of information that application stores

about Insurance contracts:

• Insurance company

• Insurance contract number

• Complicity

• Payment period

• Insurance Amount

Insurance contract record can store documents regarding specific insurance (more about that in chapter 6

“Document Management”).

6. Insured Events

The data model is adapted to store important attributes of an insured event, and it´s progress. Every insured

event has a business process flow that guides you through the standard development of the insured event.

Insured event record can store documents regarding the specific event (more about that in chapter 6

“Document Management”).

Communication (phone calls, appointments, emails and tasks) with an insurance company or garages are

stored on timeline.


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Employee or management have all relevant information in one place thanks to Business process flow, unified

repository and timeline.

7. Service Appointments

This entity is created to store information regarding service appointments. Service status is reflected on Vehicle

entity for you to know the actual service status of the vehicle all the time. Every service appointment has a

business process flow that guides you through the standard development of the service appointments.

Service appointment record can store documents regarding the specific appointment (more about that in

chapter 6 “Document Management”).

Communication (phone calls, appointments, emails and tasks) with garages are stored on timeline.

Employee or management have all relevant information in one place thanks to Business process flow, unified

repository and timeline.

8. Drivers

Drivers register. It is possible to use a connection to Microsoft 365 (formerly Office 365) that fills the information

automatically when a new record of entity Driver is created. Driver record stores, for example:

• Superordinate

• Drivers licence expiration date

• Drivers training expiration date

Driver record can store documents regarding the specific driver (more about that in chapter 6 “Document

Management”).

9. Accounts

Under the term account, you can imagine all legal entity, that communicates with your company, especially

regarding the fleet management. FLEETMAN offers a simple solution for storing the information regarding

these legal entities, for example, garages, insurance companies and car dealerships. Entities that keeps a

record of specific accounts are, for example, Insured event or Service appointments.

10. Contacts

Entity Contacts stores contact person information that can be linked to specific accounts. For example garage

worker, key account manager of an insurance company or salesman of a car dealership. Entities that keeps a

record of specific contacts are, for example, service appointments or insured events.

Every contact has a component called Timeline that shows all activities regarding this specific record across

all entities.

4 Vehicles


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4.1 Records of vehicle models

To specify the vehicle model, the system uses the Vehicle Model entity, which summarizes the necessary

information and acts as a list of available models (code list). The Vehicle Model form contains general model

specifications such as:

• Manufacturer (e.g. BMW)

• Model (e.g. 5 BMW Series)

• Body (e.g. Sedan, Hatchback, ..)

• Model type (e.g. 535i).

Among other things, standard service intervals for a given model are entered on the model record, which is

then automatically filled in on the vehicle record that contains this model.

Each vehicle model should be entered into the system only once. Unique identification occurs by filling in the

fields Manufacturer, Model, Body, Model type and Year of production. The model name is also automatically

composed of these fields. This functionality is important for the smooth operation of the system and minimizes

the possibility of manual errors.


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4.1.1 Creating model

1. In the lower-left corner of the menu, switch the section to "Settings"

2. In the Menu, click the Vehicle Models entity

3. In the Ribbon, click the New button

4. A new, blank form for the vehicle model will then open


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5. Fill in these fields

a. Manufacturer (e.g. BMW)

b. Model (e.g. Series 5)

c. Bodywork (e.g. Sedan, Kombi, ..)

d. Model type (e.g. 535i)

e. Model, Year

6. Save with a button in the ribbon

The system automatically assigns this name: "BMW 5 Series Sedan 2020 535i", to the model filled in this way.

4.2 Vehicle creation

To create a record of a new vehicle, you need:

1. In the left menu, click on Vehicle entity



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3. A new, blank vehicle form will then open

4. Select a vehicle model from existing models

5. Fill in additional required fields (marked with a red asterisk)


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6. Fill in additional information about the vehicle

7. In the Ribbon, click the save button.

The vehicle name was generated automatically in the form of a license plate | the model name, for example:

1T1-7451 | Škoda Octavia Liftback 2020 2.0 TDI

Automatic creation of vehicle names contributes to better organization and clarity of the system. The user does

not have the option to change the vehicle name.

4.3 Vehicle card

The vehicle card contains all the information associated with the vehicle. It is divided into several tabs. The

form opens for the first time on the introductory tab called General, which contains a summary of all important

vehicle attributes such as vehicle model, license plate, VIN, mileage, vehicle owner, status, vehicle contract

and more.

The individual tabs on the vehicle form are:

• General

• Vehicle in use

• Services

• Insurance events

• Insurance contrats

• Vehicle accessories

• Journey Log

• Vehicle Refuels

• Vehicle costs

• Related


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The Related tab lists other records associated with this vehicle.

In some sections, such as the sections in the General tab describing more detailed information about the

vehicle model and vehicle contract, the user does not have the option to write directly, as this is information


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from other records that are only displayed here for an overview, so each such field has a lock on the left side

(see the picture below).

4.4 Current mileage

Current Mileage is essential fleet management information for each vehicle. There are several events in the

FLEETMAN system that can change the mileage:

• Import data from the fuel card, which contains information about the mileage on the vehicle

• New record in FLEETMAN service where the user (technician, fleet manager, responsible for user

services) reports the mileage of the vehicle

• By creating (or importing) records of Journey books entity

• By manually adjusting the mileage by the user directly on a specific vehicle record

• By receiving up-to-date information on the mileage from the vehicle's GPS device (FLEETMAN

supports connection to EcoFleet as standard, integration into other GPS providers can be performed

as part of customer modifications)

The mileage field stores the highest available ramp that was reported in the above ways.

4.4.1 Update mileage via GPS EcoFleet

The mileage is updated several times a day for all vehicles in the vehicle fleet. To determine the current status

of the vehicle's mileage immediately, proceed as follows

1. Open the vehicle record

2. In the ribbon, click Update Mileage


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For this functionality to work properly, it is necessary to have the EcoFleet GPS device installed in the given

vehicle. At the same time, you must have a license for the EcoFleet Integration module, which is not a standard

part of the FLEETMAN product.

If you need to integrate with another GPS, please contact us through product support.

4.5 Mileage history

Due to the multiple channels that can affect the status of the mileage and the importance of this information,

FLEETMAN has a history of changes in the mileage. To view this history, follow these steps:

1. Open a specific vehicle

2. Click on the "Related" tab

3. Click on “Mileage History”


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When clicked, a new Mileage History tab will appear, where you will see all the mileage change records for

that vehicle. Including the time from which the change comes, if it is a change from the service, then a link to

the relevant service, etc.


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4.6 Assignment of the vehicle to the driver for use

An entity called Vehicle Usages is used to connect the vehicle and its driver. This entity stores information

about the use of a specific car by a specific driver. Primarily from when to when did this driver use the car,

whether short-term or long-term, the initial and final state of the mileage, or what all services and insurance

events occurred during this period of use.

To create a new Vehicle, the user must perform the following steps:

1. On the selected Vehicle record, select the Vehicle Usage tab

2. V pohledu na všechny záznamy vozidla v užívání kliknout na + Nová Vozidla v užívání In the view of

all records of the vehicle useages, click on + New Vehicle Usage

3. A new form for the Vehicle usage with the pre-filled vehicle will then open


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Demonstration of a filled vehicle usage form

4.7 Transfer of the vehicle to another branch

If a vehicle changes branch, you can easily transfer the record to a new owner. At the same time, the system

moves all its created folders and files in the document repository to a new location in the folder structure. To

assign a vehicle to another branch, you need:

1. Select the given record in the Vehicles view (or click on its form)

2. On the ribbon, click the Assign button

3. In the newly displayed window, select

o Assign to – User or Team

o User or team - select the branch to which you want to assign the vehicle.


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4.8 Removal of the vehicle from the register

To suspend a vehicle from the register, the record of the given vehicle can be deactivated. The vehicle and all

its relevant and historical data will remain in the system, but the vehicle will no longer be active. This seals the

record, the user ceases to be able to edit it (unless it is reactivated) and the vehicle is not displayed in views

such as “Active vehicles”.

To deactivate the vehicle, the user performs the following steps:

1. Select the given record in the Vehicles view (or click on its form)

2. On the ribbon, click the Deactivate button

3. A window will appear to confirm deactivation and status determination, and here you can select

a. Returned

b. Returned – Total damage


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If you want to reactivate an inactive record, perform this process again, just with the Activate button (which is

displayed instead of the Deactivate button on inactive records).

If a vehicle contract record is also linked to the vehicle, it should also be deactivated. More in chapter 5.3.

Inactive Vehicle record

View of the deactivated vehicle record form. You can see the message “Read-only - status of this record:

Inactive”, which at first glance indicates that the record is not active, so you can not work with this record, but

only read the data that was entered here when the record was active.


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5 Vehicle Contract

The vehicle contract record is used to store information, especially leasing contracts. The record captures the

entire life cycle of a vehicle in the company from its selection and configuration to its return. With this record

can store vehicle information such as:

• Type of financing

• Maximum permitted vehicle mileage

• Monthly payment

• Total price, etc.

5.1 Contract creation

The user creates a vehicle contract record as follows.

1. In the left menu in the "Fleet Management" area, click on the Vehicle Contract entity


3. A new, blank Vehicle Contracts form will then open

4. Fill in the required fields


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It is recommended to implement internal rules for the values in the Internal number or contract name fields. To

achieve uniform naming and numbering of the record, which contributes to greater clarity and better orientation

in the system.

5.2 Creating a new vehicle from the area of vehicle contracts

In most situations, when working with a vehicle contract, the vehicle record itself does not yet exist in the

system. The vehicle can be created from the vehicle contract record as follows:

1. Open the Vehicle Contract record or create a new one

2. In the Vehicle field (lookup field type) click on "New Vehicle"

3. In the newly displayed dialog window, fill in the most important information regarding the newly

created vehicle.

4. Save the record

The newly created vehicle is now kept at the record of the contract. The vehicle created in this way can then

be opened and further data specified.

If you want to open a record stored in a lookup field (for example, a vehicle field in a vehicle contract) in a new

browser tab, hold down the "CTRL" key when clicking in the field.

5.3 Assigning an existing vehicle to a contract

the vehicle that is linked to the lease already exists, the user can link these two records as follows.

5. Open the Vehicle Contract record or create a new one

6. In the Vehicle field (lookup field type), select an existing vehicle

7. Save the record


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8. Click "Save" in the ribbon

5.4 The life cycle of a vehicle in the company

The vehicle contract covers the entire life cycle of the vehicle in the company. The business process flow

component, always located at the top of the form, is used to visualize this life cycle. The user moves through

the individual phases so that the current phase always reflects reality.

5.5 Completion of the Contract

Once the vehicle is returned, all costs associated with returning the vehicle are charged, and it is no longer

necessary to have the given vehicle contract record active in the system. The user performs completion

(deactivation) of the contract by moving to the last phase of the process flow "Closed".


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The user proceeds to deactivate the contract as follows:

1. Open the given vehicle contract record

2. Mark the active phase of the BPF to fill in all required information

3. Move the record to the "Closed" phase

6 Document storage

One of the main functionalities of the FLEETMAN application is the automated management of the document

repository. The user always has the option to view the document storage for the record. The system fully

automates the structure of folders, their names, movements within the folder structure, etc. Thanks to clear

rules, the repository is clear and structured.

6.1 General description

FLEETMAN uses integration with Microsoft Sharepoint Online to work with documents. Here, based on

introductory workshops with the customer, a branch structure of folders is created, into which individual records

on drivers, cars and contracts are then stored.

Each branch has its own Sharepoint page, within which individual subfolders are automatically created.

Example of Sharepoint folder URL for Prague branch: https://nameof-

organization.sharepoint.com/sites/Prague

Individual folders in the document repository are generated automatically, and after they are generated, it is

important not to change their name or location. In situations such as:

• Change of vehicle branch

• Vehicle license number change

• Change the record name

• Change of driver's branch

The system automatically takes care of changing the folder structure or renaming the folder without the need

for user intervention.

Automatic folder creation is turned on by default for entities:

• Vehicles

• Drivers

• Vehicle Contracts

• Service appointments

• Insurance contracts

• Insured events

• Vehicle usage

https://nameof-organization.sharepoint.com/sites/Prague

https://nameof-organization.sharepoint.com/sites/Prague


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Folders for vehicle contracts, service and insurance claims are automatically included under the folder of the

given vehicle when they are created. Thanks to this, we have all the necessary documents available from the

vehicle card without the need to search for them on various records (more on the picture in the next chapter).

6.2 Folder structure

The folder structure is configured during the initial deployment of the application, based on workshops with the

customer to suit their requirements. An illustrative example of the component structure is shown in the figure

below.

6.3 Working with the document repository

The FLEETMAN document repository is hosted on Microsoft Sharepoint. The component structure is also

reflected in Microsoft Teams. Although storage is available from multiple services, users are strongly

encouraged to access the folders and files of each record and, in particular, work with them from FLEETMAN.

The FLEETMAN application itself creates, moves and names folders according to predefined rules so that the

order and structure of the entire repository are preserved.

It is therefore important that the user operating the automatically generated folder:

• Did not rename

• Did not move


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• Accessed the repository via individual records in the FLEETMAN application

The above actions will result in clutter, chaos and, in the final stage, the unusability of the entire document

repository.

6.3.1 Document storage view

To display the document repository of a given record, the user proceeds as follows:

1. Open the record for which you want to view the document storage

2. On its form, go to the Related tab and select Documents here

3.

4. A preview of the storage - folder of the given record will open.


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6.3.2 Upload file

To upload a new file, the first steps of the procedure are the same as for opening the document repository

component in chapter 6.3.1 Displaying the document repository. After opening the document repository of the

given record, the user proceeds as follows:

1. In the list of documents and folders, navigate to the place where the document is to be saved.

2. In the document overview ribbon (see picture in the previous chapter) select the "Upload" button.

3. Select the file to upload.

4. Click the OK button.

6.3.3 Creating a folder

To create a new folder, the first steps of the procedure are the same as for opening the document storage

component in chapter 6.3.1 Displaying the document store. After opening the document repository of the given

record, the user proceeds as follows:

1. In the list of documents and folders, navigate to the place where the newly created user folder is to be

created.

2. In the document overview ribbon (see the figure from chapter 6.3.1 Displaying the document storage,

select the "Upload" button) click on the "New" button.

3. In the newly displayed menu, click on “Folder”

4. Enter a folder name and click the "Save" button.

6.3.4 Delete a file or folder

To delete a folder or files, the first steps of the procedure are the same as for opening the document storage

component in chapter 6.3.1. Displaying the document storage. After opening the document repository of the


1. Mark a folder or files by clicking in the space marked in the image below


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2. In the document overview ribbon (see the figure from chapter 6.3.1 Displaying the document storage,

select the "Upload" button) click on the "Delete" button

Users are strongly advised to delete only those folders that they have created. Folders that have been created

automatically by the system should not be deleted!

6.3.5 Rename a file or a folder

To rename a file or folder, the first steps of the procedure are the same as for opening the document storage

component in chapter 6.3.1 Displaying the document storage. After opening the document repository of the


1. Mark a folder or files by clicking in the space marked in the image below


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2. In the document overview ribbon (see the figure from chapter 6.3.1 Displaying the document

repository, select the "Upload" button) click on the "Edit properties" button

3. In the newly displayed dialog box, enter a new file name in the "Name" field

4. Click the "Save" button

Users are strongly advised to delete only those folders and files that they have created or uploaded to the

document repository. Folders that were created automatically by the system should not be renamed!

6.3.6 Documents when moving a driver or vehicle to another branch

When moving a record (more about moving a vehicle to another branch in chapter 4.7) of a vehicle or driver

to a new branch, its document folder is also automatically moved.

7 Service Appointments

7.1 Creating a service appointment

The recommended way to create a service appointment is described below:

1. In the menu, go to the Vehicle entity

2. Find the vehicle for which you want to create a new service appointment

3. Open this vehicle record and go to the Services tab

4. At the bottom of the form is a view of all associated service appointment records for the vehicle. Click

on New Service here


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5. A new Service appointment record opens with the vehicle pre-filled and the mileage (information

obtained from the vehicle record from which you are creating this service)

6. To save such a record, the user must complete at least 2 remaining mandatory fields - Appointment

Start Date and Service type

Or the classical way from menu

1. In the Navigation Bar, click the Service appointment entity

2. In the ribbon, click the New button


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3. A new, blank Service appointment form will then open

4. To save a new record, at least all mandatory fields must be filled in. For service, these are the

Appointment Start Date, Service Type, and Vehicle fields.

7.2 Service appointment processing

Each service record has its process visualized using a business process flow component. By default, this

process consists of the following phases:

• Book Service - This phase is automatically set when it is created. The service status on the vehicle

record is also automatically changed to "Service scheduled - Vehicle usable" or to "Waiting for service

- not ready for use". The service information in the "Vehicle ready for use" field determines which of

the above values will be written to the vehicle. If the value "Yes" is included in this field, the first of the

mentioned states are reflected on the vehicle, i.e. "Service scheduled - Vehicle usable".

• Vehicle in repairation - When entering this phase, the service status is automatically set to "In

service" on the record of the vehicle

• Vehicle repaired - When entering this phase, the service status and the reason for the service are

automatically set to "Ready" on the vehicle record.

• Closure


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7.2.1 Completing the service appointment

The service appointment can be completed using the following procedure:

1. Open the service appointment record

2. Select the "Deactivate" button in the ribbon

3. In the newly displayed dialog box, select the reason for closing the service. If the service has been

properly completed, the user selects the value "Service done" in the event that the service was entered

incorrectly, did not take place at all, etc. the user selects the value "Service Canceled.

In the case of the "Regular" service type, when this service is deactivated, the date and the mileage for the

next regular service are calculated on the vehicle record. More about regular service in chapter 7.4 Regular

service and its specifics.

7.3 Service appointment states and their changes

You can find the service status of the vehicle on the vehicle form in the general tab. Used to display the current

service status of the vehicle. We consider the service status to be the information in the following two fields:

• Service appointment status

• Reason for service appointment status

The value in these fields is automatically changed depending on the current services of the vehicle. Automation

of state changes takes place when the service process is properly passed, see. in chapter 7.2 Service

processing. The user should not change these values manually.

Service Appointment Status


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This is an Option set field. In this field, the system informs the user whether the vehicle is in service or still

waiting for him. We record the following values in this field:

• Ready - The vehicle is not serviced.

• In service - The vehicle is currently in service. The service record for the vehicle is in the "Vehicle

under repair" business process phase, see the business process phases in chapter 7.2 Service

processing.

• Service Planned - Usable - This is the state when service is scheduled for the vehicle. At the same

time, the service record specified (in the "Vehicle ready for use" field) that the vehicle can be used

further.

• Waiting for Service – Not usable - This is a condition where service is scheduled for the vehicle. At

the same time, the service record specified (in the "Vehicle usable" field) that the vehicle could no

longer be used.

Status reason for service appointments

In this field we record the reason for which the vehicle is in service. The value of this field is set automatically

depending on the type of service currently in progress. By default, the application offers the following options:

• Regular service

• Vehicle failure

• Vehicle Accident

• Technical inspection

• Tire change

• Total damage

• Ready - this value means that no service is currently registered with the vehicle.

Example: The vehicle had an accident that prevents further use. The user opens the car card, creates a new

service for this vehicle.

• Adequately fill in information related to car service

• Service Company

• Appointment start date

• Service type

In the Vehicle Usable field, select “No”. Saves the service record.

After performing the above steps, this service condition is reflected on the vehicle, see. picture below.


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7.4 Regular service and its specifics

Information about the following regular service can be seen on the vehicle record on the "Services" tab in the

following two fields:

• Next regular service date

• Next regular service mileage

7.4.1 Calculation of the following regular service

The above fields are locked for the user and the system fills them in automatically according to the formula

• Next regular service date = Last regular service date + Regular service frequency days

• Next regular service mileage = Last regular service mileage + Regular service frequency KM

The frequency fields are automatically completed from the vehicle model. If they are not filled in from the

vehicle model, there is a standard service interval setting of 365 days and 15000km.

The standard interval and its values are defined in an analytical workshop with the customer.

In order for the calculation to take place, the information about the last regular service must be entered correctly

in the fields "Last regular service date" and "Last regular service mileage"

If these values are not filled in on the given record, a warning will be displayed at the top of the form.


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If the "Regular" service is correctly completed (more about completing the service in chapter 7.2.1 Completing

the service), the values in the fields "Last regular service date" and "Last regular service mileage" are updated

after this change to recalculate the following service according to the above formulas. Therefore, the "Next

regular service date" and "Next regular service mileage" fields now have new values.

7.4.2 Regular service notification

For the proper functioning of the automatic sending of notifications about approaching a regular service should

be the following conditions:

• Completed fields " Last regular service date " and " Last regular service mileage " so that the correct

calculation of the upcoming service can take place (for more information on calculations of regular

service, see chapter 7.4.1)

• Correctly defined and set notification template (more about setting notifications in chapter 10.

Notification management)

• The set notification recipient for the given template

You can specify how long in advance to generate a notification about the upcoming regular service in the

notification template settings for regular service (for more information on setting up notifications in Chapter 10.

Notification management).

If this setting only needs to be changed for a specific vehicle, the "Notify X KM before service" field is used for

this purpose.


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• Notifications are generated once a day in the early morning hours. Vehicles for which regular service

is required are marked in the "Regular service required" field on the vehicle record on the "Services"

tab.

• This field is set to "No" when a regular service is created for the vehicle.

• Notifications are not generated for vehicles that have a current active service of the "Regular" type.

8 Insurance contracts and events

The FLEETMAN application offers records of insurance contracts and events.

8.1 Creating an insurance contract

1. Insurance contracts can be found in the section of the menu Insurance and Service.

2. By default, you create a new Insurance Contract via the New button while you are on the record or

view of the Insurance Contract entity.

3. To create a new contract, the user must enter at least the fields Name and Number of the insurance

contract.

4. The insurance contract is connected to the vehicle or to the insured driver by means of lookup-type

fields. If the user fills in the insurance contract for the driver, he only fills in the field Insured driver.

Similarly, when creating a contract for a vehicle, he only fills in the Vehicle field.


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8.2 Insurance contracts and insured events on the vehicle form

Information on the insurance contracts of individual cars can also be found on their form.

1. The user searches for and opens the vehicle record

2. Go to the Insurance Contract tab

3. Here the user will see a field of type "lookup" for the given record of the insurance contract, as well as

a list of information from this record in the locked fields.


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8.3 Insurance contracts and insured events on the driver form

Just as their insurance contracts can be traced on the vehicle, so can contracts for individual drivers.

1. The user searches for and opens the driver record

2. Go to the Insurances tab

3. Here the user sees a list of all insurance contracts connected with the given driver


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8.4 Insurance event processing

An insured event is an entity that helps users keep information about individual insured events, such as traffic

accidents.

1. To create a new insurance event, go to the Insurance and Services section in the menu, select Insured

Events here and you can create a new record by clicking on the "New" button in the ribbon. (Chapter

8.1)

2. To save a new Insured Event record, it is necessary to fill in at least the Vehicle and Insured Event

Date fields.

3. Click the "Save" button in the form ribbon

4. The name of the insured event record is generated automatically from the data that the user enters in

the fields Insured event number, Vehicle, Insured event date and Fault

5. The insured event also includes the business process flow of the entire insured event process, from

the start, through the vehicle reparation, invoicing to the closure. More about working with the flow of

an insured event in the next chapter.


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8.4.1 Business process flow of insured event

• In order to process an insured event, it is necessary to proceed in its procedural flow.

• At the initial creation, the insured event in the first phase is called “Initiation”.

• To go to the next phase, you need to fill in all the necessary fields in the pop-up window that appears

after clicking on the phase. In the picture below, you can see that it is the Date of the insured event

and the Vehicle fields that are identical to those on the insured event on the form.


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• At this point, the user can click on the Next Phase button to move to Phase 2 with the name Vehicle

in repairation

If the user changes the phase of the flow in any record of the service type connected with the insured event,

the phase will also change in the record of the given insured event. For example, if the service connected to

the insured event moves to the “vehicle in repairation” phase, then the insured event also goes to the “vehicle

in repairation” phase. If the service moves to "vehicle repaired", the insured event will occur in the "Cost

invoicing" state.

• The same way you can get to the last phase Closed

• When entering the Closed phase, the insurance event record is deactivated, thus it is locked and

remains in the system in the "Read-only" mode.


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9 Vehicle accessories

Registration of various types of vehicle accessories takes place in separate entities. By default, the

FLEETMAN application offers the storage of information about the following accessories:

• Fuel Card

• Entrance Cards

• Payment Terminals

• Mobile phones

• SIM cards

9.1 Records of accessories

The accessory is registered in several entities, corresponding to the accessory types. The "Vehicle

accessories" entity itself assigns the individual accessory records to the vehicle. In other words, the "Vehicle

accessories" entity maintains information about the current assignment of the accessories to a specific vehicle.

Recording takes place in the Vehicle accessories section, which you can access by switching the area in the

navigation menu, see the picture below.


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For easy orientation in vehicle accessories, views corresponding to the states and types of accessories are

created for the user.

9.2 Creating individual types of accessories

The responsible user will have to take care of the individual accessories, and this includes the creation of new

ones.

Procedure for creating individual types of accessories:

1. The user makes sure that he is in the correct area of the Vehicle accessories, or switches to it.


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2. In the list of accessories, click on the type of accessory you want to create, e.g. on Fuel Cards.

3. In the ribbon, click New.

4. A blank form for a new Fuel Card record will open for the user.


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5. After filling in the individual data, the user saves the record and the system itself generates the name

of the record.

If you only want to create a record of a certain accessory that no vehicle has associated with it, you can do so

by creating a record in the individual entities Fuel Cards, Entrance Cards, Payment Terminals, Mobile Phones

and SIM Cards. These records can then be used to create a Vehicle Accessories record to link the accessory

to the selected car. This fact is also useful for importing data; for example, we can easily import all company

fuel cards and then create the appropriate vehicle accessories records in the system for assignment to the

vehicles.

9.3 Adding accessories to the vehicle

To connect individual types of accessories with a given vehicle, the user must:

1. On the form of the vehicle record to which you want to assign accessories, go to the Vehicle

accessories tab

2. An overview of active accessories associated with this vehicle will open, click on New Vehicle

Accessories in the right part of the overview.


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3. The form for quickly creating a vehicle accessory record with a pre-filled connection to the vehicle is

displayed

4. Fill in the field for the connection to the accessory

5. Click save and close

9.4 Removing accessories from the vehicle

The user can choose to remove existing accessories from a vehicle. To do so, the vehicle accessory entry

must be deactivated. Here's how:

1. The user goes to the record of the vehicle from which he wants to remove the accessories

2. Go to the Vehicle accessories tab on the form


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3. In the list, the user selects one or more vehicle accessory records by clicking next to their name, see

the picture below

4. After selecting an entry, the Deactivate option is displayed in the right part of the list, the system asks

for your consent before deactivation, and then the vehicle accessories entry is deactivated and

removed from the list of active accessories on the vehicle

9.5 Display of current and historical vehicle accessories

You can find the accessories of the given vehicle on its form in the Vehicle accessories tab. Here, of course,

you can also create new accessories or assign existing ones to the vehicle.

Procedure for displaying vehicle-specific accessories:

1. The user searches for and opens the record of the vehicle for which he wants to display its accessories

2. Go to the Vehicle Accessories tab

3. A list of vehicle accessories linked to that vehicle opens


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The list of vehicle accessories opens in the Active vehicle accessories view. However, the user has the option

to switch this view and inspect both the specific type of accessory and an overview of historical accessories

that have already been deactivated.

9.6 Viewing the history of individual accessories


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The user can look at the history of specific accessories and see information about when and for which car the

accessories were used.

Steps to view this accessory history:

1. The user makes sure that he is in the correct area of the Vehicle accessories, or switches to it

2. In the list of accessories, click, for example, on Fuel Cards

3. Selects a specific entry in the view

4. When opened, its form will be displayed, where you can see a list of all vehicle accessories records.

According to the Status field, the user can easily see whether it is an actively used accessory or already

inactive.


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9.7 Removal of accessories from the register

There may be situations where the user wants to exclude accessories that are no longer in use. To exclude

such an accessory from the register, the user must deactivate the given record of the specific accessory.

Example of how to deactivate the fuel card accessory:

1. The user makes sure that he is in the correct area of the Vehicle accessories, or switches to it

2. In the list of accessories, click on e.g. Fuel cards


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3. User finds the entry he wants to deactivate and opens it

4. On the ribbon, click the Disable button and confirm with the button in the dialog box

5. The record then becomes inactive and is removed from the register of active accessories

10 Notification management

The FLEETMAN application can notify the user of upcoming events such as State technical inspection

expiration on the vehicle or the approaching date of regular service.


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Standard channels for receiving notifications are email, MS Teams channel or chat, or a task in the FLEETMAN

application. The basic notification templates of the application include the following events: the expiration date

of the driver's license, the expiration date of the driver training, the approaching date of regular service, the

approaching date of the State technical inspection and the expiration date of the vehicle contract.

The basic setting of notifications is performed during the analytical workshop with the customer. There,

templates are passed to the user for importing notification recipient data, which determines to whom, through

which channel and which notification the application will send to users.

Notifications work based on the interconnection of 3 entities. It is a Notification Template, Notification Recipient

and Notification.

10.1 User subscription to notifications

An entity named Notification Recipient is used to subscribe the user to a notification. The steps for connecting

a new notification subscriber are described below:

1. In the menu, go to the Settings section


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2. Go to the Notification Recipient entity

3. Click New

4. An empty Notification Recipient record form opens

5. The following fields are required here:

a. Name- the name of the notification, just for indication of individual records, for example.

Regular service - Jan Novák - Brno

b. Recipient - the person who receives the notification

c. Business Unit - the branch to which the notification applies

d. Notification Template - a template for the given notification

e. Notification Channel - determines by which communication channel the user will be notified


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10.2 Subscription to notifications for Teams Channel

If the user decides to use the Teams Channel notification channel, he must also fill in the lower section on the

form called Post to Teams Channel.

To create a notification using the Teams channel:

1. The user creates a new Notification Recipient record, see chapter 10.1

2. Fills in the Name and Notification Template field, the Notification Channel field set as Teams Channel

3. In the Post to Teams section, the Post to Teams field switches to “Yes”

4. Fill in the Teams ID, which can be found by right-clicking on the team in the MS Teams application

and selecting Get a link to the team, see the figure below


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5. Fill in the Channel ID, it will find it in the same way as the Teams ID, just right-click on the channel in

the team and select Get Channel Link, see the picture below.

10.3 Unsubscribing from the user

To unsubscribe a user from the notification subscription, it is necessary to deactivate his record in the

Notification Recipient entity.

Steps to deactivate the Notification Recipient record:

1. The user makes sure that he is in the correct Settings area, or switches to it


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2. In the menu, the user clicks on Notification Recipient and opens a system view of all users subscribed

to notifications.

3. The user selects the record he wants to deactivate and opens it

4. At the ribbon, click Deactivate and confirm the pop-up window


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5. After deactivation, the entry becomes inactive and notifications are no longer sent

10.4 Display of past vehicle notifications

As notifications often relate to a specific vehicle, the user has the possibility to access lists of all notifications

related to that vehicle via the vehicle form.

Steps for displaying past notifications on the vehicle:

1. The user goes to the record of the vehicle for which he wants to see notifications.

2. Go to the Related - Notifications tab on the form

3. The user will see a list of all notifications associated with this car

10.5 Modification of notification parameters

The user has to some extent the possibility to adjust the notification settings. Parameters that determine the

behavior of notifications are maintained in the Notification Template entity. It is important for users to know

about the possibility of editing individual parameters.

To access a specific template, a user must:

1. The user makes sure that he is in the correct Settings area, or switches to it


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2. The user clicks on Notification Template in the navigation panel and opens the system view of all

notification templates

3. Double-click to open its record and a form with several sections will appear

4. Here the user sees the sections Body, Configuration, Adaptive cards and Notification settings, which

can be further modified, see the example below.


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10.5.1 Example: Modifying a regular service notification

Each notification template has a set of options in the Notification Setting field that can be modified. For a better

idea, consider changing the parameters for regular service notification.

The settings can be adjusted after opening the given notification template (see chapter 10.5) for regular service

(RegularServiceTemplate) and on its form, in the Notification Settings area set numeric values for the attributes

“Nextdays” and “Mileage”.

• The numeric value for “NextDays” determines the number of days the system will notify you in advance

of the upcoming service.

• The numerical value after “Mileage” determines the same attribute, just given in KM (e.g. the system

notifies 1000 km before reaching the mileage milestone for the next regular service.

11 Custom user views of FLEETMAN data

Users can select different views and view a subset of records of the same entity that are subject to given filter

parameters.

There are three main types of views: public, system, and personal. More in chapter 2.2 Views.

The user can choose to create his own or personal view. This view will not be shown to colleagues until you

choose to share it.


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Example of when to use the creation of your own view: The user is given the task of searching for a list of all

cars from the Brno Branch, where their current mileage reading is more than 200,000 km. Follow the

instructions below to create this view and export your records. At the same time, the user can choose to save

this view so that he can return to it in the future.

11.1 Creating your own view

Steps to create your own view:

1. Open Advanced Search.

2. Switch the Use saved view field to [new] if you want to start from a blank view or choose another,

system view.

3. Click Edit Columns in the header.

4. The view editor opens, where you can add new columns, edit or remove existing ones, etc.


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5. When you are satisfied with the columns in the new view, click ok.

6. To filter records, you can use Advanced Search and set a specific filter here. (In the example below,

the user enters a filter: Branch - is equal to - Brno Fleet, so that the newly defined display shows only

vehicles from the branch in Brno.)

7. Save the view using the save as button and name it


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8. You can display your saved custom views on the given entities using the view list.

11.2 Sharing your own views

The user can decide that he wants to share the view he has created as personal with other users of the system.

Here is a simple tutorial:

1. The user clicks Advanced Search.


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2. In the control panel, click the Saved Views icon.

3. Select the view you want to share.

4. In the control panel, either click on the icon of a small dashed circle - Share (see the figure below).

5. A window will open for the user with the option to add other users or teams that will be able to work

with the view and what rights to assign to them - read, write, delete, assign or share.


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TIP: The user can choose not to share the view, but change its owner. This step removes itself as the

owner and sets another user's view as the owner. This is done with the Assign Saved Views record icon

- to the left of the Sharing icon (step 4 in the instructions above).

11.3 Custom view for the needs of data export to Excel

The user can choose to use his view to export specific data from the selected entity. This typically happens

when the user has to obtain particular data for which system views are not enough.

Example of a situation where to use your view for data export: The user is given the task of finding out which

all vehicles from the branch in Prague have a diesel engine and are currently in use. At the same time, I need

to see their license plates, mileage status and their drivers for these cars. There is no system view with these

specifications, so the user decides to create his view. The user can also choose whether to save this view or

only use it once for this export.

Instructions for exporting data using your own view:

1. The user clicks Advanced Search


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2. Selects his own view, which you have previously saved (chapter 11.1), or sets a new view (the user

can create a view and not save it, only use it once to export data) and click on Results

3. He will see a list of all records that match his view filter

4. This list can be exported via a button in the control panel Export entity (e.g. Vehicles)

5. After confirming the export, an excel file with the given records and columns is automatically generated

and downloaded


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More about importing and exporting system data:

https://docs.microsoft.com/cs-cz/dynamics365/customerengagement/on-premises/basics/import-export-data

WARNING: The exported template can also be used for subsequent import. However, bulk data import is an

advanced operation. It is always recommended to verify the import results first in a test environment. More

about importing data on a link https://docs.microsoft.com/cs-cz/dynamics365/customerengagement/on-

premises/basics/import-accounts-leads-other-data

Data import is also part of advanced user training. If you have any questions, please contact your system

administrator, or please contact our Support Team [email protected].

https://docs.microsoft.com/cs-cz/dynamics365/customerengagement/on-premises/basics/import-export-data

https://docs.microsoft.com/cs-cz/dynamics365/customerengagement/on-premises/basics/import-accounts-leads-other-data

https://docs.microsoft.com/cs-cz/dynamics365/customerengagement/on-premises/basics/import-accounts-leads-other-data

mailto:[email protected]