Insurance and documents

Insurance

Insurance contracts can be recorded per vehicle – with type of contract, term, insurer and contact.

Expiring contracts appear together with the other deadlines. In case of an accident it is therefore immediately clear which contract applies and whom to call.

Documents

Documents do not live in the database but in the documents folder on the server. The database only holds the details: name, category, assignment, time.

Every file is attached to a record – a vehicle, a damage, an accident, an inspection or a workshop order. That way it shows up later where it is needed, and not only in a general file list.

Typical categories are registration paper, invoice, assessment and photo.

What may be stored

Vehistra checks every file by its content, not by its extension.

• Anything that looks like a program – EXE or DLL, ELF, Java, a script with a shebang – is rejected, even if the file is called “invoice.pdf”.
• If the content does not match the extension, for example a PNG named .pdf, the file is rejected as well.
• Formats without a reliable signature – .txt, .csv, .eml – remain allowed; for them only the check for executable content applies.

The maximum file size is set under Settings and starts at 25 MB. The storage itself additionally enforces a hard limit of 50 MB – a higher value in the settings does not lift it.

Storage location

The documents folder is a share on the server, for example:

\\FLEET-SRV01\Fleet\Dokumente

Important for backups: a backup of the database alone is not enough. The documents folder has to be included – see Backup and restore.

Permissions

Viewing and managing are separate permissions. Anyone who should only read documents is not given the right to delete them.