Changelog

View Updates

We improved a few views in the application to streamline workflows and processes. Take a look below to see what changed!

Work Order Updates

• Streamlined Document & Image Uploads: The previous combined document and image upload feature in the center of the page has been split into two buttons, allowing you to upload documents and images separately.
• Improved Asset Summary Layout: The Asset Summary on the right side of the page has been reorganized for a better fit, especially on mobile devices. Additionally, we’ve renamed the button for viewing asset details to “Review More Asset Information” to provide clearer navigation.

Accident & Claims Updates – Fleet

• Primary Asset Selection: You can now designate a primary asset for each accident, making tracking easier.

• Improved Damages Tab: The Damages tab now has a Pictures subtab to upload images of the accident for each issue. Now, when you add an asset to the Damages tab, you can easily upload and view images of the accident within a dedicated subtab.

• Centralized Image Access: These images uploaded to the accident record are now conveniently accessible under “Pictures: Other Images” on the Asset View.

Asset View Updates

• Yearly Operating Costs Chart: We’ve reintroduced the Yearly Operating Costs Chart to the Main Asset view. This chart consolidates data from the Life Cycle and Scheduling tabs, allowing you to view Maintenance, Collision, Fuel, and Registration costs all in one place.

• New Recalls Tab: There is now a dedicated Recalls tab. If a recall is open and the work is pending, a red badge will appear next to the tab name. Once the work is completed, the badge will disappear, but you can still review the recall details.

Image Size Updates

We’ve updated image compression settings in the application in key areas, allowing for larger images to be uploaded for more clarity. This change applies to new images going forward and won’t affect or convert the existing ones that are already in your application.

Import Updates

We’ve made improvements to the Import Templates and File Schema to simplify mass data imports. The template columns have been reorganized, and we’ve added extra comments and instructions to guide you through the import process more easily.

Introducing Our New Filter Bar: Simplifying Your Search Experience

At the top of each view, you’ll now find a sleek filter bar with quick-add options for seamless filtering. Easily choose the type of filter you want to apply by clicking on one of the buttons and entering your search term.

This update also allows you to create custom filters effortlessly, helping you narrow down options and find the records you need in no time. Plus, you can save these filters for use by any licensed user, eliminating the need for everyone to create their own filters.

To learn more about how this filter can be used, please go to the User Guide – General Navigation – Components of a View.

Shop Module: Work Order Feedback

The Shop module now includes a feature called Work Order Feedback, enabling drivers or other employees who bring vehicles to your shop(s) to submit feedback on the service received. After the work order is completed or closed, the driver will receive an email at the address provided in their Employee record. They will be able to rate the service on a scale of 1 to 5 and provide additional comments. You can then generate reports based on shop location(s) to review this feedback.

For detailed setup instructions, please refer to the User Guide, specifically the “Shop Module: Driver Feedback on Work Orders” section. This feature is included in your Shop module annual pricing with no additional charge.

Questions or looking to receive a demo on our Shop module? Please contact your Client Success Coordinator.

New Inspections Options & Setup

Regular vehicle inspections are essential for ensuring the safety, reliability, and environmental compliance of vehicles on the road. It is also crucial for employees to complete inspections to verify that the tools or assets assigned to them are properly recorded and in good condition. Collective Data allows you to customize and create inspections that fit your needs whether you’re creating one based on your DOT compliance or to have employees verify what inventory items or assets they have assigned to them.

We are excited to introduce several new features and improvements to our inspections! One of the most significant updates is the ability to view inspections in either a List or Step-Through format. The Step-Through option is particularly useful for drivers using a cell phone or tablet for pre- and post-trip inspections, allowing them to simply click Pass or Fail quickly without having to scroll down on the page and potentially lose their spot or forget something.

Additionally, we are introducing an Inspection Manager view. Shop or fleet managers can use this view to create work orders or maintenance tasks based on failed inspection items. This view is also useful for sergeants or lieutenants reviewing inspections of weapons or patrol cars.

For detailed instructions on creating and using the new inspections, please refer to the User Guide – Inspections section. If you have any questions, please contact your Client Success Coordinator!

Returning Kits

For Quartermaster clients, improvements were made to the Return Item view to incorporate information when a kit is returned.

When an employee has a kit issued to them and is returning those items, a field will be available to select the kit on the Return Item view. If they do not have any kits issued to them, the field will not be visible.

Additionally, on the Employee View, a new button appears on the Issued Items tab for their kits. If they have a kit issued to them, a button titled “Return Items from Kit ____” will appear and it will allow for all items in that kit to be returned. If they do not have any kits issued to them, the Kits button will not appear. The original buttons of Return, Transfer, and Go to Issue Record are still available and shown regardless if they have a kit issued or not, so original workflows can still be followed for non-kit items.

Work Orders + Collisions

Fleet clients are now able to use a new Work Type called “Collision.” This will help to determine what Maintenance Costs are associated with normal wear and tear on an asset versus it being involved in an accident.

You can see this broken out on the Life Cycle tab of the Asset View.

The Yearly Operating Costs widget on the Asset View and the Asset Operating Costs report now incorporate the collision work code type under “Accident Costs.”