Define document types and configure profiles

The Documents module provides a secure, automated solution for collecting documents. It serves as a centralized platform where administrators can define the document types required by their organization, create profiles, assign them to assets, and enable drivers to upload documents via the SCALAR Cargo app.

Add document type #

Organizations can define standardized document types based on their policies and processes, such as CMR, expense sheets, incidents, and weekly reports. In the Documents module, an administrator can define document types and specify supported languages and choose the format — either as a photo or scanned copy.

1. In the Admin module, from the left navigation pane > click Documents .
2. Click Add document type. The Add document type page is displayed.



3. Enter a code for the document type, for example, ‘EXP’ for an expense sheet, and then click Check.
• Scenario 1: The document code already exists in SCALAR; therefore, you must specify another code that is unique.
• Scenario 2: The document code is predefined from the legacy platform. Therefore, when adding this document type in SCALAR, certain parameters will be preset.

The language, translation, and format will already be filled in. Note that the format cannot be edited in this case.

TIP:

Click Add language and translation to enter more supporting languages for the document type. Translation of each chosen language is provided.



• Scenario 3: The document code was not previously defined, so a new SCALAR document code will be added
1. Select the language from the Language list and enter the translated text in the Translation box.
2. Click Add language and translation to enter more supported languages for the document type.
3. In the Format section, select the Photo or Scan option, and then click Save. A confirmation message is displayed confirming that the document type is added. You are redirected to the Documents page.
NOTE:
• The code must be unique.
• English is the mandatory language that is selected by default. A second language is shown by default if the user who is creating this document type has set their preferred language to another language besides English.

View document types #

In the Admin module, from the left navigation pane > click Documents . All the document types used by the organization that are defined by an administrator are displayed.

Available columns

Column	Description
Document types	Name of the document type in the language of the user, for example, Bill of Lading, expense sheet, incident, and weekly report
Code	A unique code assigned to each document type for identification. This code is also used to reference document data when transmitting it to third-party systems.
Languages	Available languages supporting the document type
Last modified	Date and time when the document type was created or last modified
Format	Format in which the document type must be uploaded by a driver: photo (through the Gallery or Camera options) or scan

Edit document type #

You can modify the document code, language and translation, and format information.

On the Documents page, click the required document type record. The document type page is displayed. Click the section to be modified. The record is now in edit mode. Make the required changes, and then click Save. The document type details are updated. For more information about the different fields, see Add document types.

Add profile #

An administrator can create profiles and assign document types and assets (that will use this profile) to it.

1. In the Admin module, from the left navigation pane > click Documents . The Documents page is displayed.
2. Click the Profiles tab. The list of available profiles is displayed.
3. Click Add document profile. The Add document profile page is displayed.



NOTE:

Click Mark as default in the upper right corner to save the profile as the default one, which will be used for all assets that have not been assigned to a specific profile. Only one profile can be specified as default.

You can click Unmark as default to undo the operation.

4. Enter information in the various sections as described in this table.

Section and fields	Action
Default
Profile name	Enter a name for the profile
Description	Enter the description that can briefly describe its purpose
Assign document type
Document types	In the Assign document type section, click to assign document types that will use this profile. The Assign document type page is displayed. To assign a document type to this profile, from the document types section, click next to the required document types. The selected document types are added to the document types selected section. Click Done to save and return to the Add document profile page. To unassign a document type, click the minus icon. To unassign all the document types, click Remove all.
Assign asset
Assign asset	In the Assign asset section, click Name to assign assets that will use this profile. Click the Assets section that appears. The Assign assets page is displayed. To assign an asset to this profile, from the assets available section, click next to the required assets. The selected assets are added to the asset added section. Click Done to save and return to the Add document profile page. To unassign an asset, click the minus icon. To unassign all the document types, click Remove all.
Profile status	Select the required option: Active or Inactive.

5. Click Save. An acknowledgment message is displayed confirming that the profile is added.
NOTE:
• This profile is used to show the available document types to upload independent of the defined or structured workflow.
• Drivers can upload specified document types for their assigned assets through the SCALAR Cargo app, based on this profile.
• Document types not assigned to this profile can be uploaded by a driver from within the defined workflows.
• Document of type ‘Signature’ can only be uploaded from within a defined workflow.

Edit profile #

You can modify the profile’s general information, document types, assign or unassign assets, and change its status from the profile information page.

On the Documents page, click the Profiles tab, and then click the required profile. The profile information page is displayed. Click the section to be modified. The record is now in edit mode. Make the required changes and then click Save. The profile information is updated. For more information about the different fields, see Add profile.

View profile details #

You can view profile information on the Documents page > Profiles tab.

1. On the Documents page, click the Profiles tab. The list of profiles is displayed.
NOTE:

The profile marked as the default one is tagged as ‘Default’ in the Profile name column.



2. Click the required profile to view its details. The profile details page is displayed.

Filter profiles #

You can filter profiles to narrow search results based on the status: active or inactive. To open the filter panel, on the Documents page > Profiles tab, click Profile status.

Select the required option. The records that fulfill the criteria are listed.

Customize column view for document types #

You can hide or show columns on the Documents page > Types tab.

On the Documents page > Types tab, click Columns. To show or hide columns, from the Column display list, select or clear the checkboxes. The document types view is rendered based on the selected columns.

Customize column view for profiles #

You can hide or show columns on the Documents page > Profiles tab.

On the Documents page > Profiles tab, click Columns. To show or hide columns, from the Column display list, select or clear the checkboxes. The profiles view is rendered based on the selected columns.

Search profiles #

On the Documents page > Profiles tab, you can search profiles by using the Search feature.

In the Search box, enter the profile name. The records matching the search criteria are listed.