Using Driver Forms along with the Samsara Driver App, you can create fully-customized forms for drivers to send documents, including text and photos, to your office staff digitally. To streamline the documentation workflow for your fleet, you can customize the form types, the information needed for each type, and assign each field in the driver form as optional or mandatory. Forms can include customizable fields to allow you to collect data from your drivers such as numbers, text, photos, multiple choice, date/time, signature, and scanned documents:
To create a new document, use the following workflow:
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From your Samsara dashboard, navigate to Documents (
).
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At the top of the menu, select Create Document Type.
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Select a standard driver document type template or select Create Custom Document Type to start with a blank form.
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Name the document type.
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To customize your document, you can select Add Field to collect different types of information from your driver.
The following table summarizes the types of information you can collect from your driver using the Samsara Driver App:
Field
Driver Prompt
Number
Numerical Value, (optional) restrict decimal places
Text
Text string
Photo
Take a photo or upload a photo from the device gallery
Multiple Choice
Up to 100 pre-defined values for the driver to select. Values can be numeric or text
Select + Conditional field for drivers to answer specific follow up questions for a multiple choice option
Signature
Driver types their name and draws an eSignature with their finger
Date/Time
Capture date and time values using the native date and time pickers on Android and iOS
Document Scan
Black and white photo with document frame guide. For more information, see Document Scanning.
Barcode Scan
Uses the device camera to scan a barcode. Supported barcode types:
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aztec
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code128
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code39
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code39mod43
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code93
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ean13 (iOS converts upca barcodes to ean13 by adding a leading 0)
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ean8
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pdf417
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qr
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upce
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interleaved2of5 (when available)
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itf14 (when available)
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datamatrix (when available)
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Enter a name for each field.
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For each mandatory step, indicate Required.
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Drag and drop fields to rearrange the order of the steps.
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Save the new document type.
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View submitted driver documents from Documents (
).
Samsara provides several common form types as pre-populated templates to help you get started with driver documents. See Create Driver Forms for more information on Driver Forms.
The following table summarizes standard document types:
|
Document |
Description |
|---|---|
|
Accident |
Enables drivers to document accidents by providing information required for insurance or claims purposes. The Accident document template provides the following default fields:
|
|
Bill of Lading |
The purpose of this Bill of Lading document type is for dispatchers who want to know when a driver under their purview is submitting a Bill of Lading so they can audit that the right information was collected. Enables drivers to provide a detailed list of a shipment of goods in the form of a receipt given by the carrier to the person consigning the goods. This will usually require the customer to sign off. The Bill of Lading document template provides the following default fields:
|
|
Citation |
Per FMCSA, a citation is a notice, issued by a law enforcement officer to a commercial motor vehicle (CMV) driver for a violation of State law or a State-adopted Federal Motor Carrier Safety Regulation or Hazardous Materials Regulation. The Citation document template provides the following default fields:
|
|
Fuel Receipt |
The receipt is primarily used for IFTA to determine how much fuel was purchased and where. The Fuel Receipt document template provides the following default fields:
|
|
Proof of Delivery |
Method to establish proof and assurance that drivers have actually delivered the loads as expected during their assigned routes and that the recipient received the contents sent by the sender. Proof of Delivery becomes important when the exchange of legal and financial documents are required between two parties. Proof is typically photograph evidence. The Proof of Delivery document template provides a single default field for drivers to provide Photos of the delivery drop-off or sign-off sheet. |
|
Scale Ticket |
Represents the gross vehicle weight at checkpoints. The Scale Ticket document type is most used for weighing products transported by your drivers. The Scale Ticket document template provides the following default fields:
|
|
Custom Document |
Provides a blank template you can populate with custom fields and field labels. |
When a driver completes a document template, it displays in Documents ( ) from your Samsara dashboard.
To view, edit, delete, or archive a submitted driver document, perform the following workflow:
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Select Documents (
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Select the document to view or edit. (Optional) Use the search, tags, or document type to narrow the scope of results. You can also use the date selector to display docs submitted during a specific time period.
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Review the document details.
For each document, Samsara displays the submitted information based on the template fields (for example notes, reference numbers, photos), submission details about the time and location of the document submission, and an audit log for any changes related to the document.
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To make corrections to a document, select Edit.
Note
The signature field cannot be edited.
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Save your edits.
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After you process a driver document, you can Delete or Archive the document.
View archived documents in Archived Documents. Archived documents are not visible to drivers in the Driver App.
Note
The document scanning capability is supported on iOS and Android devices with the Samsara Driver App 2140 and later releases.
With document scanning, you can use the Samsara Driver App to capture and upload high-quality images of paperwork to the Samsara dashboard. Examples of paperwork you may want your drivers and fleet workforce to capture include receipts, invoices, proof of delivery, and Bills of Lading.
Before you drivers can use the Samsara Driver App to scan documents, you must Create a Driver Form and choose Document Scan as the field type.
The Samsara Driver App provides specialized processing of scanned documents with a visual guide that allows drivers to take properly oriented photos with automatic lighting adjustments to aid in legibility of documents. When a driver uses the Samsara Driver App to scan a document, the smart algorithms automatically detect the document, apply perspective corrections and enhance colors. Drivers can also further adjust the document (for example crop or retry) before submission. No text is parsed from the scanned documents.
The submitted document will include black and white image(s) of the scan in JPEG format. When you view the document in the Samsara dashboard, you can also use the Get PDF option to download a PDF of the scan.
Note
The image capture screens are localized depending on the locale setting on the device (not by the language setting on the Samsara Driver App).
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