Document Management

Overview

The document management system provides comprehensive capabilities for storing, organizing, and accessing vehicle-related documents. From registration papers to service records, all documentation stays connected to the relevant vehicle record, ensuring instant access when needed.

How It Works

Documents attach directly to vehicle records through a composition relationship, maintaining the connection throughout the vehicle lifecycle. The system uses SAP CAP's standard attachment framework, ensuring enterprise-grade reliability and compatibility.

Attachment Process

Select or drag files to upload
System automatically links to vehicle
Add metadata and categorization
Document immediately accessible
Automatic versioning for updates

Key Features

File Support

All common document formats (PDF, DOC, XLS)
Image files (JPG, PNG, BMP)
Text files and CSVs
Compressed archives (ZIP)
Size limits configurable

Organization

Automatic vehicle association
Category assignment
Metadata tagging
Search within documents
Folder structure support

Access Control

Permission-based viewing
Download restrictions
Sharing capabilities
External access links
Audit trail tracking

Document Categories

Common vehicle document types:

Registration & Legal

Vehicle registration
Title documents
Insurance policies
Compliance certificates

Purchase & Sales

Purchase agreements
Invoice copies
Finance contracts
Trade-in documentation

Service & Maintenance

Service records
Inspection reports
Warranty documentation
Repair invoices

Customer Documents

Driver licenses
Credit applications
Communication records
Special agreements

Benefits

Centralized Storage: All documents in one place
Instant Access: Find documents immediately when needed
Compliance: Maintain required documentation
Efficiency: Eliminate paper handling and storage
Security: Controlled access with audit trails

Integration Features

External Systems

Integration with document management systems
Cloud storage connectivity
Email attachment import
Scanner integration
Mobile upload capability

Retention Policies

Automatic retention period enforcement
Scheduled purging of expired documents
Legal hold capabilities
Archive to long-term storage
Compliance reporting

Use Cases

Sales Process

Store customer agreements
Maintain finance documentation
Keep trade-in paperwork
Archive communication history

Service Operations

Attach diagnostic reports
Store warranty claims
Keep inspection photos
Maintain repair authorization

Compliance Requirements

Regulatory documentation
Audit trail evidence
Safety certificates
Environmental compliance

Best Practices

Naming Conventions: Use consistent file naming
Categories: Properly categorize all documents
Metadata: Add descriptive metadata
Regular Cleanup: Remove outdated documents
Access Review: Periodically review permissions

Technical Implementation

The system leverages:

SAP CAP attachment plugin (@cap-js/attachments)
Composition relationship to vehicles
Automatic file handling
Virus scanning integration
Backup and recovery support