Introduction
This facility can be used to upload vehicle documents en mass.
Import Options
On selecting the Interfaces > Import > Vehicle Documents menu form the Management menu you will be presented with the following screen. The Interfaces > Vehicle Documents screen is used to identify the Authority/Trust and the file to be used by the import process.
Authority/Trust
Select the Authority/Trust that the file relates to.
File
Click on the button to select the file to upload.
The file must either be in an XLS or XLSX file format. The file header must also contain the columns and values exactly as shown in the EASY Vehicle Documents Upload file template attached to this article.
The following sets out the options and data expected in the data rows of the file.
| Column Heading |
Data Details |
|---|---|
| Registration Number | The vehicle registration should not have any spaces. |
| Assignment Number / *Employee Number |
* The file template was modified in version 7.45 so that the column heading could be selected according to indicate what type of data is being supplied. Where the column heading is set to Assignment Number the data value should follow the same format as required by ESR, i.e. 8 numeric characters plus “-N”, where appropriate. Ensure that the column is formatted as text so that leading zeroes are not lost. The system will only link the document to the assignment and vehicle concerned. Where the column heading is set to Employee Number the data value should follow the same format as required by ESR, i.e. 8 numeric characters only. Ensure that the column is formatted as text so that leading zeroes are not lost. The system will link the document to all of the employee's assignments, and the vehicle concerned. |
| Document Type | This field should only contain one of the following values:
|
| Expiry Date | Where required, this should be in the format dd-MMM-yyyy, e.g. 01-Jan-2015, or other Excel date format. This field should not be completed for the document type “Vehicle Registration Certificate” |
| Closing Action | This field should contain one of the following value, or can be left blank:
|
| Action Date | This is used by the system to determine when the document should next be checked, e.g. where the driving licence is checked annually. This should be in the format dd-MMM-yyyy, e.g. 01-Jan-2015, or other Excel date format. Where this field is left blank, the date of import will be used. |
| Action User | This field is optional, and may be left blank. When completed the value should correspond to an EASY username. |