Introduction
The Document Name module within the VSD Fleet Management System (VSD Fleet MS) is used to manage a list of document types or names that are referenced across various modules such as Document Attachments. Each document name represents a specific type of document that may need to be uploaded, tracked, or managed within the system (e.g., "Permit", "License", "Insurance").
Accessing Document Name
To access the Document Name module:
Navigate to the VSD Fleet MS module.
Locate and click on Document Name.
You will be presented with a list of existing document names. Click on New to create a new document name, or click on an existing record to view or edit it.
Key Features
Creating a New Document Name
Name: This is the primary field used to identify the type of document (e.g., "Cargo Permit", "Vehicle Insurance"). It must be unique within the system to prevent duplicate entries.
Enabled: This checkbox field indicates whether the document type is currently active and in use. If unchecked, the document type will be marked as disabled, preventing it from being used in other modules.
Managing Document States (Enabled/Disabled)
The Enabled checkbox allows you to manage the state of each document name. If a document type is no longer needed, unchecking the Enabled box will disable it.
This ensures that only active and relevant document types are available for selection throughout the system.
Field Overview
Primary Fields
Name: A unique identifier for the document type. This field is mandatory and must be filled in before saving the record. The name will be used across other modules (e.g., Document Attachments) to categorize and reference specific documents.
Enabled: A checkbox that indicates whether the document type is active and can be selected in other modules. The default value is "Disabled" (unchecked).
Step-by-Step Example of Creating a Document Name:
Create a New Document Name:
Go to the Document Name list view and click New.
Enter the Name of the document type (e.g., "Vehicle Registration").
Set the Document State:
Check or uncheck the Enabled box depending on whether the document type should be currently active in the system.
Save the Record:
Once the Name and Enabled fields are filled out, click Save. The system will automatically generate a unique identifier for the record based on the Name field.
View and Manage Document Names:
- The new document name will appear in the list view. You can filter by the enabled/disabled status or sort the list by name to manage document types effectively.