PDF attachments can be added to shifts to provide extra information for drivers. When jobs are generated from the shifts, the attachments flow into the job.
When attachments are being uploaded, you can decide if the attachment will be shown on the kiosk and the Driver’s App or on the tablet. This allows you to customise the attachment based on where it will be used & whether it will be printed or viewed on a tablet screen.
When adding or deleting an attachment on a shift, you can also select whether or not you would like to update current jobs or leave the current jobs the way they are & only apply the changes to the attachments, from the next time jobs are generated.
Attachments can be added to all shift types found in the Operations > Shifts menu, as well as to Rail shifts via Rail Templates.
Navigate to Operations → Shifts
Find the shift you want to add the attachment to by using the search bar 🔍.
Click on the Shift Number to access the Manage Shift page.
On The Manage Shift page, you will see an attachments column on the right side of the page.
Click the Add Attachments button to open the Add Attachment menu & click on Choose File.
Select the file you would like to add to the shift.
Note: only PDF files can be attached to shifts.
Optionally change the file name of the uploaded attachment.
Note: If you edit the file name, you will still need to end it with .pdf
Select where you would like the attachment to appear as per the following options:
Select whether you would like to update current jobs (see below for details).
Click Add to finish adding the attachment to the shift.
Navigate to Operations → Rail Templates
Select & open the template you would like to add shift attachments to
Click the edit button to edit the template
Find the shift you want to add the attachment to and click the edit button to edit the shift.
On the Edit Shift page you will see an attachments section above the Schedule section.
Click the Add Attachment button to open the Add Attachment menu & click on Choose File.
Select the file you would like to add to the shift.
Note: only PDF files can be attached to shifts.
Optionally change the file name of the uploaded attachment.
Note: If you edit the file name, you will still need to end it with .pdf
Select where you would like the attachment to appear as per the following options:
Select whether you would like to update current jobs (see below for details).
Click Add to finish adding the attachment to the shift.
Selecting Yes to Update Current Jobs will make changes to all In Progress or Future jobs that have already been created from this shift. Performing this action while a job is in progress will require the driver to refresh their tablet for the previous attachment to be removed and or have the new attachment appear.
Navigate to Operations → Shifts
Find the shift you want to delete the attachment from using the search bar 🔍.
Click on the Shift Number to access the Manage Shift page.
On The Manage Shift page, you will see an attachments column on the right side of the page with the current attachments listed .
To delete the attachment. click the delete icon 🗑️ & confirm whether you would like to update the current jobs.
To save time and maintain consistency, you can elect to upload a single PDF for use on the kiosk and Driver’s App as well as on the tablet. The downside of this approach is if the layout has been optimised for printing to A4 paper, it may be a lot more difficult to read on a tablet screen while driving. There is the ability to zoom and scroll around the attachment, but this may lead to driver distractions while on a job.
An alternative approach would be to upload an attachment specifically for the driver’s tablet and a separate one for the kiosk and Driver’s App.
Attachments added to a shift that are Available on Driver’s Tablet = Yes will appear at the bottom of the job details screen while on a job. An attachment that is optimised for the driver’s tablet will make it easier and safer for drivers by having the following:
Attachments that have multiple pages will be shown with large forward and backward arrows on either side, allowing the driver to easily change pages during a shift as shown below.
💡Recommendation: When adding attachments, they can be of any size smaller than A3 and any format as long as it is a pdf document. Our recommendation is that the pdf shown on the tablet is formatted as an A4 or A5 landscape document depending on the screen size of your tablets. We also recommend checking the size of the file, as it will need to be transferred to the tablet possibly using mobile data networks and will then require storage space on the device to be available for offline use.
We have included a template below which can be used to help optimise your tablet attachments. The file is best viewed in Excel after being downloaded, rather than viewing in a browser. You may need to save as Google Sheets before you can download the file & open it in Excel.
Tablet Shift Bats - Starter File.xlsx
💡Recommendation: When formatting the information shown in your attachments, be aware of the colours used in your document. When driving at night, drivers may choose to set the tablet to Dark Mode which will invert the colours. This may have unexpected results causing the document to be difficult to read.
The following examples show what colours used in light mode (on the left) will look like when the tablet switches to dark mode (on the right). Pay particular attention to background colours such as yellow with white text as this will appear as black text on a blue background.
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