Table of Contents
Storing files in Fleetio is a great way to ensure that hard-copy documentation is digitally backed up, secure, and easily accessible. Attachments are available to view or download with an active Internet connection.
Examples of files that can be stored in Fleetio include the following:
- Bill of Sale, Title, Proof of Insurance
- Photos of Vehicles, Parts, Contacts, etc.
- Estimates, Invoices, Receipts
- Licenses, Certifications
- Damage Photos
Documents and Photos are available to upload and view in many Fleetio modules and record types:
- Vehicles*
- Service Entries
- Work Orders
- Issues
- Inspection Items
- Fuel Entries
- Parts*
- Purchase Orders
- Contacts*
- Warranties
* Vehicles, Parts, and Contacts may be configured with a main Profile Photo, which will display on Index and Detail Pages.
On the Details Page for any of the records listed above, you can view uploaded photos, documents, and videos by clicking the Photos or Documents icons in the Details Sidebar on the right.
In addition, photos and files may be added as attachments to various other records, including Service Entries, Work Orders, Fuel Entries, Issues, and more.
Upload Documents
IMPORTANT: Document storage in Fleetio is determined by your current plan.
- Essential Plan includes up to 2.5 GB of Document Storage.
- Professional Plan includes up to 25 GB of Document Storage.
- Premium Plan includes up to 250 GB of Document Storage.
All other plans have unlimited Document storage.
Click on the Documents icon to expand the Details Sidebar. Here you can drag and drop a file or navigate to upload a file from your computer or a supported website or service.
NOTE: Fleetio accepts all text, Microsoft Word documents, Microsoft Excel spreadsheets and CSVs, XMLs, PDFs, Microsoft Powerpoint presentations, photos, and videos. Specifically, the following file formats are accepted in the Documents upload: .txt, .rtf, .pdf, .doc, .docx, .xml, .csv, .xls, .xlsx, .ppt, .pptx. For uploading photos in then Documents module. Fleetio accepts .jpeg, .png, .bmp, and .gif. For adding videos in the Documents panel, Fleetio accepts .mp4, .x-flv, .ogg, .mpeg, .webm.
Drag and Drop
Wherever you see a "drag and drop" zone (the dashed-line box shown below), you can drag a file into the area to upload it to Fleetio.
Navigate
Click on the "drag and drop" zone, then click Select Files to Upload and navigate to the source location on your computer, or click on a source icon in the left pane to upload from a website or service.
Fleetio supports uploads from the following websites and services:
- Github
- Web Search
- Direct Link (URL) to a file on the web
- Take a Picture using your device's camera
- Google Drive
- Google Photos
- Box.com
View or Edit Documents
Documents can include a Name and/or Description that can be edited after the file has been uploaded.
Navigate to a Details Page and click the Documents icon in the Details Sidebar.
Use the Search bar to search by filename or description.
Click the More Actions Button under the file, then:
- Click Open in New Tab to view the file in a new browser tab.
- Click Edit to add a Name or Description.
- Click Delete to remove the document.
- Click Download to download the document to your computer.
Upload Photos
To upload an image:
Click the Photos icon to expand the details sidebar, then use the same drag-and-drop or navigation methods shown above.
Fleetio supports the following image file types for upload and viewing:
- JPG
- PNG
- GIF
- BMP
View or Edit Photos
Photos can include a Name and/or Description that can be edited after the file has been uploaded. They can also be cropped and rotated or set as a Profile Photo.
Navigate to a Details Page and click the Photos icon in the Details Sidebar.
Use the Search bar to search by filename or description.
Click the More Actions Button under the photo, then:
- Click Open in New Tab to view the photo in a new browser tab.
- Click Set as Profile Photo to set the image as a Profile Photo (see below).
- Click Crop/Rotate to crop or rotate the photo.
- Click Edit to add a Name or Description.
- Click Delete to remove the photo.
- Click Download to download the photo to your computer.
NOTE: When cropping photos in Fleetio, the image will be cropped into a square starting from the very center of the photo. If the image is square at any dimensions (100x100, 640x640, etc.), then the whole image will appear.
Profile Photos
For Vehicles, Parts, and Contacts, one photo may be designated as the main Profile Photo to display on Index and Detail Pages.
To set a Profile Photo, click the More Actions Button as shown above and click Set as Profile Photo.
To edit the profile photo on any page, hover over the Profile Photo and click the pencil icon.
Upload a new photo, or click the More Actions Button next to a file name and choose Set as Profile Photo.
Video Files
Fleetio supports MP4 and MOV video file types for uploading to most record types. Video upload is not available for Inspection Items at this time. MP4 files may be previewed in the Fleetio web app or downloaded for viewing on your desktop or mobile device.
Video files can be uploaded by following the same instructions in the Upload Documents section above.
