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Add Asset Documentation in Whip Around Wallet
Add Asset Documentation in Whip Around Wallet

How to add asset documents, set reminders and organize them with tags through Wallet.

Updated over a week ago

Adding documents to assets with expiration dates and tags with the Whip Around Wallet add-on.


Fleet Managers, Fleet Admins

Applies to

Web Platform


Wallet Add-On

In this article

  1. Upload and store your asset documents securely

    It's easy to upload a document. Either drag and drop a file onto the 'Upload New Document' or simply click to open the tab.

    Use the pop-up to navigate to the file on your computer and click 'Open'.
    You can upload PDF, JPEG, PNG, Word docs or Excel files. Note that Word docs and Excel files will not have a preview and are available on the web platform only.

  2. Never let your asset documentation expire

    Once you've selected the file you want to upload, you'll have the option to set an expiration date for the document.

    Toggle the 'Document Expires' tab to signify that the document needs to have an expiration date, otherwise leave it as is, and you'll see that the "Expiry reminder" will stay greyed out. This means the document will never expire and you will not receive any notifications related to it.

    Choose the time period or select 'Custom' to set an exact date for the expiry of the document. You'll receive a notification to remind you that the document is going to expire. This will give you enough time to renew the document and keep it current.

  3. Set user access for your team managers and drivers

    Next, set who is going to have access to view the file. Toggle the 'Available to drivers' to allow drivers in the same team as the asset the document belongs to view the document.

    This is useful for drivers if asked to present an asset's documentation to law enforcement. For example, this could be an insurance document for the asset.

  4. Assign documents to specific assets or share among all of them

    If the document is something like an insurance document that applies to more than one asset in the fleet, you can choose to share the document with other assets as well. This way, you need only upload the document once, which can apply to many assets.

    As assets are arranged by team (or location – however you've chosen to set your 'teams' up specifically for your fleet) you'll have the option to select which teams the document will be assigned to. Alternatively, you can click on 'Select assets' to choose specific assets to assign the document to.

  5. Organize your documents using tags

    Using tags to organize your documents is a fairly modern concept. Originally, files used to be organized by folders. You would create a folder and name the file in that folder. When you want to locate that file, you would have to navigate to that folder and then once in the folder, search for the file name. This means that sometimes even if the file was saved somewhere on that drive, it would not come up in the search results unless you were in the correct folder.

    Tags can be assigned to many documents, and the various documents can be stored in different areas of the document areas. One document may also have more than one tag assigned to it.

    This is useful when you need to quickly search and locate a file because it means you don't have to look in a specific folder to locate the file. As long as the document is tagged, and you search via a tag, every document with that tag attached to it will come up in the search results. The tagging method organizes your files efficiently and makes searching for one super quick. This is just another way Whip Around helps you to stay organized.

    It's quick to tag files. Either select a default tag or create your own new one by clicking the arrow before the 'Tags' title.

    Simply type in a new tag name and click 'Add tag'.
    To change an existing tag name, select the box the tag is in and type a new name.
    To delete an existing tag, click the red 'Delete' text.
    Hover over the '?' beside each tag to see the number of documents that share that specific tag.

    Edit Existing Tags in Your Assets Page

    Tags are a useful way to organize and categorize your assets in your wallet. However, as your collection grows, you may need to make changes to your existing tags. Let me guide you through the steps to edit your tags from the assets page.

    Asset page > Wallet tab > Actions > Edit tags

Heads up! You can only use up to 15 different tags. Adding more will trigger an error, and you'll need to remove a tag to continue.

If you need more assistance, reach out to one of our helpful Customer Success Managers via the chat at the bottom right of this screen.

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