How to upload a fleet policy or entrustment agreement template for signature?

How to prepare a document for signature?

A document for signature is prepared using document templates. The template of a document required for signature when a vehicle is issued is a text file in .docx format.

The template must contain variables, which are automatically replaced with data when the document is generated.

Each time a vehicle is issued, the system fills the template with information about:

• the handover details,

• the vehicle,

• the company,

• the person issuing and the person collecting the vehicle.

All required fields must be filled in and up to date.

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List of variables that can be used in the template

Full list of variables that can be used

Handover:

• [date] - handover date

• [datetime] - handover date and time

• [address] - handover location

• [notes] - Handover notes

Vehicle being handed over:

• [vehicle.registration_number] - Registration number

• [vehicle.brand] - Make

• [vehicle.model] - Model

• [vehicle.vin] - VIN

• [vehicle.year] - Year of manufacture

• [vehicle.mileage_km] - Mileage in km

• [vehicle.mileage_mth] - Mileage in engine hours

• [vehicle.insurance_policy_number] - Insurance policy number

• [vehicle.variant] - Model variant

• [vehicle.group] - Vehicle group names

• [vehicle.energy_source] - Fuel type

• [vehicle.fuelcard_PIN] - Fuel card PIN

• [vehicle.registration_date] - Date of first registration

• [vehicle.registration_card_number] - Registration document number

• [vehicle.type] - Vehicle type

• [vehicle.segment] - Vehicle segment

• [vehicle.notes] - Vehicle notes

Company that owns the vehicle being handed over:

• [company.name] - company name

• [company.address] - company postcode, city and street

• [company.nip] - company tax ID (NIP)

Person issuing the vehicle:

• [issuer.name] - Full name of the person issuing the vehicle

• [issuer.address] - postcode, city and street of the person issuing the vehicle

• [issuer.phone] - phone number of the person issuing the vehicle

• [issuer.driving_license] - driving licence number of the person issuing the vehicle

• [issuer.email] - E-mail address of the person issuing the vehicle

• [issuer.job_title] - Job title of the person issuing the vehicle

• [issuer.group] - Group names of the person issuing the vehicle

• [issuer.notes] - Notes from the profile of the person issuing the vehicle

• [issuer.ID_type] - Identity document type

• [issuer.ID_number] - Identity document number

• [issuer.cooperation_form] - Form of cooperation

Person collecting the vehicle:

• [receiver.name] - Full name of the person collecting the vehicle

• [receiver.address] - postcode, city and street of the person collecting the vehicle

• [receiver.phone] - phone number of the person collecting the vehicle

• [receiver.driving_license] - driving licence number of the person collecting the vehicle

• [receiver.email] - E-mail address of the person collecting the vehicle

• [receiver.job_title] - Job title of the person collecting the vehicle

• [receiver.group] - Group names of the person collecting the vehicle

• [receiver.notes] - Notes from the profile of the person issuing the vehicle

• [receiver.ID_type] - Identity document type

• [receiver.ID_number] - Identity document number

• [receiver.cooperation_form] - Form of cooperation

Adding a template to the app

Once prepared, you can upload one or more templates to the Navifleet Manager app.

1. See how to upload a document template that requires a signature to the system.

2. See how to upload a document template that does not require a signature.