Can I change the Remind Before days after documents are uploaded?

Yes. Edit the mapping row and save. Next Reminder Date and Status on existing documents of that type follow the new value.

Why does a type show on drivers but not on vehicles?

Mappings are per entity type. Add a second row for the same Document Type with Entity Type set to Vehicle.

Docs · Document tracking · How-to

Define document types and remind-before days

You will have every document type your company tracks mapped to vehicles, employees, customers or suppliers, each with the number of days before expiry that its reminder starts.

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Document Mapping is the list that decides which documents appear on each profile and on each tab of Document Tracking. One row maps one document type to one entity type and sets its reminder window. Until a type is mapped, nobody can upload it and nothing reminds you about it.

The app ships with common types already mapped. You add the ones your country or your customers require, and switch off the ones you do not use so they stop showing as Unknown.

Before You Start

You are signed in as a user whose role can open Settings.
You know which documents each entity type must carry in your market: for vehicles usually a permit, insurance, emissions or fitness certificate and road tax; for drivers a driving licence and identity documents; for customers and suppliers a tax registration or trade licence.
You have agreed with the person who handles renewals how many days of notice they need for each type.

Steps

Open Settings › Document Mapping. The existing rows show every type already mapped, with its entity type and Remind Before days.
Click Add to create a new mapping.
Choose the Entity Type: Vehicle, Employee, Customer or Supplier. The same document type can be mapped to more than one entity type; each mapping is its own row.
Enter the Document Type name as you want it to appear on profiles and reports. Use the name your staff use. Custom names such as Health Insurance, Border Tax or Trade License work the same as the built-in ones.
Set Remind Before (days). This is how many days before the Expiration Date the status changes to To be Renewed and the Next Reminder Date falls. Insurance and permits often need 30 days or more; a licence may need less.
Tick Is Default if the type should be listed on every new record of that entity type. Default types appear on the profile with an Upload button even before a document is added, so the gap is visible.
Leave Is Active ticked, then Save. To stop tracking a type later, untick Is Active instead of deleting it; existing documents keep their history.
Open Vehicles › Document Tracking and check the matching tab. The new type appears as Unknown on every record until a document is uploaded.

Fields on the Document Mapping form

Field	What to enter	Required
Entity Type	Vehicle, Employee, Customer or Supplier	Yes
Document Type	The name of the document, for example State Permit, Insurance, Pollution, Fitness, National Permit, Vehicle Tax, Driving License, an identity document or a custom name	Yes
Remind Before (days)	Days before expiry when the reminder starts and the status becomes To be Renewed	Yes
Is Default	Tick to list the type on every record of this entity type	No
Is Active	Untick to stop tracking the type without losing history	Yes

What This Changes

The Documents tab on each driver or employee, and the Document Tracking tab on each vehicle, gain a row for the new type with an Upload button.
The matching tab in Vehicles › Document Tracking lists the type for every record, with Status Unknown until a copy is uploaded.
The dashboard Vehicle Documents and Employee Documents counts include the new rows, so the Unknown count rises until documents are added.
Next Reminder Date on every document of this type is recalculated from the Remind Before days you set.

Tips

Map only what you will actually maintain. Every default type that stays empty adds to the Unknown count and hides the real gaps.
Use global names where you operate in more than one country: Emissions Certificate rather than a local acronym, Identity Document rather than a national card name. Country specifics are covered in the Country guides.
If customers must see a valid document before they load your vehicle, set the Remind Before window long enough to complete the renewal and send them the new copy.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.