Fleet Confidential Document Lifecycle

This document outlines the full lifecycle of a fleet's confidential file, from creation to delivery and return within the FleetMaster system. The Confidential View section allows users to manage, track, and interact with these documents in a sequential flow.

1. Create Confidential Document

Navigate to Additional > Confidential > Create to initiate the process.

Required Fields

• Type (dropdown:Dynamically added in attribute section)
• Code
• Fleet ID (dropdown)
• Place
• File Upload (.jpg, .jpeg, .png, .pdf | max 2MB | max resolution 1920x1080)
• Note (optional)

Click Save to save the document.
Status: Received

At this stage, the document is added to the Confidential View where it can be viewed and tracked as it progresses through the lifecycle.

2. Send to Next

After saving, status will be received click Send to Next to move the document forward in the workflow.
Status changes to: Saved

Once sent to the next step, the document is now part of the sequential lifecycle and can be acted upon by the admin or fleet.

3. Fleet Request

The fleet can now submit a Request to access the confidential document. This request can be made from the Confidential View where the document details are visible.

Request Includes:

• Reason for the request
• Return Date (when the document will be returned)
• Note (optional additional details)

4. Approval Flow

Once the fleet request is submitted, the document is placed in the Request Review stage for admin approval. Admin reviews the request based on the provided details.

• Approve: The request moves to the Execution stage, where further actions are available.
• Reject: The request is denied, and the document remains in its current status.

The Confidential View will update to show whether the request is in progress, approved, or rejected.

5. Execution & Delivery

If the request is approved:

1. Click Execution to begin processing the request.

2. Click Deliver once the document is ready to be delivered to the fleet.

The document is now marked as Delivered, and the fleet has successfully received the document.

6. Return Process

When the fleet returns the document:

• The document’s status is updated to Return.
• Once the return is processed and verified, the document’s status reverts back to Received. This is tracked within the Confidential View, showing that the document has been returned and is ready for further processing or archiving.

Status Transition Summary

Confidential View

The Confidential View provides a comprehensive interface for managing fleet documents. It allows users to:

• View Document Status: Track the current stage of the document in the lifecycle (Received, Saved, Execution, Delivered, Return).
• Interact with Requests: See and manage requests made by fleets, including reasons and return dates.
• Move Documents Sequentially: As the document moves through the stages (from Received → Saved → Execution → Delivered → Return), the Confidential View provides an easy-to-follow sequential workflow.

The data entered in the Create Confidential Document form flows into this lifecycle and is reflected in the Confidential View for efficient tracking and management.

Notes

• Document types and reasons for requests can be configured in the system settings.
• The Confidential View updates in real-time as documents move through the workflow, allowing for seamless management and auditing.
• Ensure all statuses are tracked for audit purposes to maintain document integrity and compliance.