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LOCATIONS - Adding documents to a location and auto-share to the driver app

Locations can have their own Documents section, such as driving instructions, site maps and access rules, so site paperwork does not have to be attached by hand to every order passing through that location, and reaches drivers automatically.

Written by Shoko Tamura

Terminology

Term

Definition

Location document

A file uploaded directly to a location's detail page

Location info for driver

Document type for driving instructions, site access info or special instructions

Communication

Any form of communication related to the location

Other

Catch-all document type for anything not covered by the above

Driver app/Subco portal: documents

The Configuration screen that decides which document types reach the driver app and the subcontractor portal

Contact tasks

A task that sends a communication (email, EDI, etc.) to a configured contact

Prerequisites

The document types available need to be enabled on the Documents section.

🧰 Super admin and Admin users can configure this.

  1. Navigate to CONFIGURATION > Documents.

  2. Select Available document types from the side menu.

  3. Click the Location tab.

  4. Enable the location document types.

  5. Save.

See Documents in Configuration.

Adding a document to a location

  1. Navigate to LOCATIONS > Locations.

  2. Open a relevant location to add a document.

  3. Scroll to the Documents section, directly under Address section.

  4. Click Add document.

  5. Choose a Document type (Location info for driver, Communication or Other), then upload a file.

  6. Save.

  7. Click the Eye icon to preview it in the right-hand panel.

Location documents have no validity date: unlike resource documents, there is no Valid from/to option. Remove or replace a document manually when a site's rules change.

Sharing with Drivers and Subcontractors

🧰 Super admin and Admin users can configure this.

  1. Navigate to CONFIGURATION > Documents.

  2. Select Driver app/Subco portal: documents.

  3. Click the Location tab.

  4. Enable the location document types that should reach drivers and subcontractors.

  5. Save.

Once toggled on, every stop at that location automatically shows the documents uploaded to the driver (mobile app) and to any subcontractor (subcontractor portal). See Document visibility on the Mobile App and Subcontractor Portal - Document configuration.

🧰

  • A location document only reaches trips dispatched after it was added, replaced or removed. An already-dispatched trip needs its task retriggered to pick up the change.

  • A contact task for a stop, order or trip automatically includes location documents of the types it's already set up to attach, no extra configuration is needed. Excluding a document type on the task removes it everywhere, not just from the location. See TASKS - Contact Tasks: Viewing & sending Documents.

Troubleshooting

Issue

Resolution

The document type needed isn't in the dropdown on the location.

Enable it for the Location object in Configuration > Documents > Available document types.

A driver or subcontractor doesn't see the document.

Confirm the document type is enabled under Driver app/Subco portal: documents (Location tab), and that the trip was dispatched after the document was added.

There's no option to set an expiry date.

Location documents don't support validity dates. Remove or replace the file manually when it's out of date.

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