Skip to main content

Vehicle Verification Survey - Server Setup

Distributor setup steps for the Vehicle Verification survey: set Detachable Trailer, print vehicle/trailer barcodes, add Assignment Groups, Assignments and the objective, then assign to Routes. Requires v25.08+.

B
Written by Bailey Naas-Thornton

Minimum Version Required: 25.08

Steps

The purpose of this document is to outline the method for setting up the Vehicle Verification survey. The Vehicle Verification survey is used to confirm the vehicle that is being used forthe day. This is important to make sure the DOT Survey is taken forthe correct vehicle, and that Fleet Trackeris looking at the correct Plan. If you need to set up a DOT Survey, start with the knowledge document “Encompass on Tap: DOT Vehicle Inspection Survey Set-Up”

Updating Trailer and Vehicle records - Defining whether the vehicle has a detachable trailer will cause the Vehicle Verification function to require the user to verify the trailer barcode as well as the vehicle barcode.

  1. Navigate to the ‘Vehicles’ table using the search bar in the top-left corner of the window

  2. Select the vehicle to be adjusted by clicking the arrow icon

  3. Click the pencil icon to edit the record for the vehicle selected

  4. Click the ‘Detachable Trailer’ dropdown fielda. Select ‘True’ if the user will be required to scan a separate trailer barcodeb. Select ‘False’ if the user will not be required to scan a separate trailer barcode

  5. Save Changes

  6. Repeat for each vehicle that requires adjustment

Print Vehicle and Trailer Barcodes - Use the Encompass Bar Code tool to print vehicle barcodes so the driver can scan them to verify the vehicle and trailer they are using.

  1. Navigate to the ‘Bar Codes’ tool by searching in the top-left search bar

  2. Click the ‘Vehicle Bar Codes’ tab

  3. Print Bar Codes for the Vehicles and Vehicle Trailers

  4. Select the appropriate location for the vehicle barcodes to be printed

  5. Select the print type
    -- Vehicle Label will print each vehicle barcode on a standard 8½” x 11” page
    -- Vehicle Label 2x1 will print multiple barcodes on one page
    -- Vehicle Trailer Label will print each trailer barcode on a standard 8½” x 11” page

  6. Click ‘Search’

  7. Select the checkbox of the vehicles that will be required to be verified

  8. Select the number of barcodes to print for each vehicle or trailer (the default is 1)

  9. Click ‘Print Labels’

  10. In the PDF frame, click the download icon or the printer icon to print directly from the browser
    -- It is recommended to download the PDF file as the system print dialog often provides more options to ensure an accurate print

  11. It is recommended to laminate the bar codes

  12. Place the printed vehicle label on the door jam of the driver’s door

  13. Place the printed trailer label in the first bin on the driver-side if the trailer is a side loader. If the trailer is an end loader place the label on the driver-side and out of the weather

Adding an Assignment Group - An assignment group can be used to apply various assignments to a route. An example of an Assignment Group could be called ‘Delivery DOT Compliance’. If an assignment group already exists, refer to ‘Adding an Assignment’.

  1. Navigate to the ‘Assignment Groups’ table using the search bar in the top-left corner of the window

  2. Click the ‘Add Assignment Groups’ button at the top of the window
    -- Input a name that is descriptive of the group, e.g. “DOT w/Vehicle Verification”

Adding an Assignment - An assignment is a collection of assignment objectives. An example of Assignments are Pre-Trips, Post-Trips, Breaks, Meals, and Meetings. The assignment governs when the task starts and ends as well as the duration. If an assignment already exists, refer to ‘Adding the Vehicle Verification Objective to an existing Assignment’.

  1. Navigate to the ‘Assignments’ table using the search bar in the top-left corner of thewindow

  2. Click the green ‘Add Assignments’ button at the top of the window
    -- In the ‘Assignment Group’ field, select the group created in the previous section
    -- Select a name that is descriptive of the group, e.g. “Pre-Trip”
    -- Set either static start/end times or dynamic timing using ‘Planned Start’
    -- If using ‘Planned Start’ set the timing and duration to what the user requires tocomplete the process
    -- Add Record

Add the Vehicle Verification Objective to an existing Assignment - The Vehicle Verification Objective will require the driver to scan a barcode in the vehicle, and trailer, if applicable, with the handheld device camera. This can be added to the existing Assignment of Pre-Trip.

  1. From the new assignment or the existing assignment, click the ‘Add AssignmentObjectives’ button. If the button is not present on the screen, click the black ‘Sub Tables’ dropdownmenu and select ‘Assignment Objectives’

  2. Complete the fields for the new Assignment Objective
    -- In the ‘Objective’ field, select the ‘Vehicle Verification’ option by typing in the fieldand selecting the option from the list
    -- Set the ‘Required’ field to ‘True’; this will remind users that they must completethis required task.
    -- Set the ‘Sequence’ field to ‘0’ or ‘1’; this sequence number must be the lowest ofall other assignment objectives in the assignment to ensure the vehicle is verifiedbefore the DOT survey is taken.

Add Assignment Group to Route - Once the assignment group has been created and configured correctly, the assignment group must be assigned to routes so the objectives apply to the routes.

  1. Navigate to the ‘Routes’ table using the search bar in the top-left corner of the window

  2. Filter routes as necessary to view the routes that you will require to complete vehicleverification

  3. If not already visible, add the ‘Assignment Group’ column by clicking the‘Columns’ dropdown menu, ticking the box labeled ‘Assignment Group”, thenclicking ‘Create View’

  4. Set the ‘Assignment Group’ in the following ways:
    -- Click the pencil icon on the row of the individual record you are trying to edit or use Column Edit and Fill Down functions
    -- Click ‘Save Changes’ when done

Did this answer your question?