Document Management

Updated on 30 Apr 2024

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#	Article
1	Create and edit permission groups
2	Create folder
3	Upload files and encrypted files
4	Edit files and folders
5	Assign files and folders to specific users
6	Notify users of new documents and request and analyse read confirmations

General information

The Document Management enables you to provide documents / files for your drivers yourself via SPEDIONline in the SPEDION App or LUCY App.

You also have the option of sharing certain documents / files only with selected drivers or vehicles.
This allows you to save costs and data volume and distribute your documents / files efficiently to your drivers and vehicles.

Upgrade options in SPEDIONline Administration

Please note that this is a variable, chargeable additional function in your SPEDION tariff model and the costs depend on the volume of files provided.
You can also find more information on the cost models in the Costs and controlling chapter.
If you have any questions, please contact SPEDION Support:

Phone: +49 (0) 6024 50990 0
E-mail: support@spedion.de

Basic procedure

#	Step
1.	Create permission groups in the Group Manager.
2.	Create a folder structure.
3.	Optional: Assign folders to a permission group or a vehicle, a driver.
4.	Store documents/files in the corresponding folders.
5.	Optional: Assign a permission group or a vehicle, a driver to documents/files.

Document Management Overview

If you have opened the Document Management module, you will see the following overview:

#	Description
1	Here you can see the current file path and therefore the location where you are currently located in the folder structure. Click on the desired area to open the respective directory. If you click on the folder icon, you will return to the root directory.
2	Here you can see the current file tree. Click on Expand all to display the file tree in full. With Reduce all the file tree is completely hidden. In addition, you can view folder contents by clicking on the respective folder and thus quickly navigate through the structure.
3	In the main area, you can see the files and folders in your currently selected directory.
4	You can manage groups at the top right (Group manager). You can also carry out cost control here (Accounting).
5	Here you can see the total storage space used for all files in document management. You can upload files and create folders via + New.
6	You can make settings for the document / folder under Edit.
7	Under Assignment you can see whether and to whom the document / folder is assigned. If the circle is green, the document / folder is not assigned to a specific group, vehicle or driver. If the symbol is orange, the document/folder is assigned to a group, vehicle or driver. Note that the circle may be green, but the file may be assigned via a parent folder.

Costs and controlling

The Document Management offers you a cost controlling function.
This gives you an overview of the document management memory used on your vehicles and the associated cost class.

In Document Management, click on Accounting at the top right.

#	Description
1	Storage space used in your document management system
2	List of the different cost categories
3	List of vehicles with the storage space used in each case

Price information

For detailed information on the price models, please refer to the SPEDION price information.
Please note that the cost categories are based on the amount of storage used per vehicle (+ flat rate for driver documents) and this is also charged per vehicle.

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What's Next

Create permission group

Table of contents

General information
Basic procedure
Document Management Overview
Costs and controlling