Uploading a Document and Processing

Overview

Gearbox allows multiple ways to upload a document to the platform.

• Manual Upload
• Email
• Attaching to a Service/Record

All new Documents either added manually or sent via Email will first appear in a "Unprocessed".

 

Once in here, it's imperative to add a Tag to a document, so that it can move from Unprocessed to Processed.

Manual Upload

1. Go to (1) Documents > (2) Dashboard

2. Then select (3) Add New and upload the file(s)

Once uploaded, they will appear in (4) Unprocessed

Email Documents

Documents can also be emailed in as pdf attachments to Gearbox. The email inbox can be found on the Unprocessed tab and will end in the suffix *@gearbox.com.au

Adding them to Work Orders

1. Documents can also be added to Repairs/Tyres/Asset profiles

(Couple of examples, these will automatically moved to Processed)

Asset Profiles:

1. Go to the Documents tab, then select (1) Documents then click on (2) +Add Document then press (3) Save

Repairs:

1. Go to the (1) Documents tab, then press (2) Choose files - once the upload is complete click (3) Save and close

 

Tagging Documents

Adding Tags to documents allows the documents to be sorted into categories and also helps with filtering for specific "kinds" of Documents.

1. The document will now show in Unprocessed (4), Click Add Tag (5) to link the document to an asset, employee and/or work order
   (service, repair, tyre, prestart, training, purchase order, load sheet, inspection, permit other)

 

4. From here you can process the document and tag it to existing work orders or create new ones. Select the (6) Vehicle, click on the type of work order (7) if it is an exist record you can select the work order in the (8) Select an Existing Record or in this case (9) Create a New Record: Inspection Type then enter the Date Opened (10) Click Create Tag (11) 

 

5. Once you have clicked (11) Create Tag  it will show the documents linked below (12), click (13) Save

You can link a document to multiple work orders

 

6. Once to tag has been created and saved the document will now move from (4) Unprocessed tab to (14) Processed

 

Related to

• Documents
• document upload