Effortless Onboarding: Migrating Your Fleet Documents
Your documents already exist — as photos, PDFs, a spreadsheet, or a SharePoint library. Four ways to bring them into DocVigia, what each one expects, and how a fleet is usually live in under an hour.
Four ways in
Pick the one that matches where your documents are today. The paths are not exclusive or sequential: a fleet commonly photographs a handful of units to see the OCR quality, then bulk-imports the rest from a spreadsheet once it trusts the result.
1. One unit at a time, from a phone
Photograph the document. AI/OCR reads the expiry date, plate and policy number; you confirm or correct them before anything is saved. The right choice for a small fleet or a first test.
2. A ZIP of photos or scans
Registration and insurance images for many units in one upload, read by the same OCR and queued for the same confirmation step. If an upload is interrupted, it resumes — nothing has to be re-selected.
3. Bulk Excel import
The fastest way in for a fleet that already tracks its dates in a spreadsheet. Download the template, fill one row per document, preview every change, then import. Details below.
4. SharePoint connection
Connect a document library, browse it from inside DocVigia, and import folders in batches through the same OCR pipeline. Built for a fleet whose paperwork already lives in Microsoft 365. Details below.
Bulk Excel import: one row per document, not per vehicle
The downloadable template comes pre-filled with one row per document type for a sample truck and trailer, plus reference sheets listing your own document types and centre codes — so the file you fill matches what your account expects.
- Ambiguous dates are rejected, not guessed. 03/04/2027 could be March 4th or April 3rd; the importer will not decide that for you.
- Every change is previewed before anything is written. You see what will be created and what will be updated, then confirm.
- Re-importing updates, it does not duplicate. The same plate and document type later replaces the record and keeps the prior version.
SharePoint: a real connection, run when you decide
DocVigia connects as an application, not as a person's account: a tenant ID, a client ID and a client secret from an Azure AD app registration, entered once. The secret is encrypted at rest and never shown again. "Load libraries" lists your real document libraries; "Test connection" exchanges the credentials for a token — the same call the import itself makes.
What matches a file to a unit and a document type is the folder and file name — no separate mapping screen to maintain:
Once matched, a file goes through the identical OCR extraction, versioning and privacy handling as a phone photo, including the driver-licence rule. Importing is a deliberate batch, not a background sync: you pick a distribution centre, select folders or "import all", and nothing uploads until you submit. A run caps at 5,000 files and reports when it has been truncated rather than cutting off silently.
The guided wizard on paid plans
On the free trial, setup is three ordinary screens: add distribution centres, invite the team, get the fleet in. A paid plan unlocks a five-step wizard that walks the same setup in a fixed order with a progress checklist — built for a one-time structured migration rather than adding a few units to try the product.
- Company profile. Legal name, tax ID, address, logo, currency, language and working hours — mostly prefilled from signup.
- Distribution centres. Every real yard beyond the default one — code, address, contact and capacity.
- Invite the team. Name, role and centre assignment for everyone who needs a login.
- Onboard the fleet. The same import paths as above — photo ZIP, SharePoint or bulk Excel — picked once for the whole fleet.
- Historical data. Past compliance reports and exports, uploaded once so the record does not start blank on day one.
Nothing is gated behind it. Finishing the wizard checks a box on a progress card; you can stop partway, use the product, and come back.
Questions about getting set up
Do I need the requirement matrix set up before I add vehicles?
No, but it changes what a status means until it is. A new account installs the Mexico catalog pack to seed a starting matrix, then edits it on the catalogs screen — a unit added before that still gets evaluated, just against whatever the matrix says at the time.
Does DocVigia keep SharePoint and DocVigia in sync automatically?
Not today. The connection stays saved so re-running an import is quick, but nothing runs on a schedule in the background — someone triggers each import from the SharePoint screen when they want new or updated files pulled in.
What happens to my trial vehicles if I never upgrade?
Nothing is deleted. Once the thirty days pass without a paid subscription, requests that change data are blocked — reading units, documents and reports stays open, so the setup work is not lost.