Document tracking explained
You will know what the Document Tracking screen lists, what each status means and where the counts on the dashboard come from, so you can keep permits, insurance, licences and identity documents from lapsing.
Vehicles › Document Tracking is one list of every document with an expiry date that your company must keep valid: vehicle permits and insurance, driver licences and identity documents, and the registration or trade documents of customers and suppliers. Each row is one document on one record, with the number, the issued and expiry dates and the next date a reminder is due.
The documents themselves are not added here. They are uploaded from the profile of the vehicle, driver, customer or supplier they belong to. Document Tracking is the view across all of them, so the person responsible for renewals can work from one screen instead of opening every profile.
The four tabs
The screen has one tab per entity type: Vehicle, Employee, Customer and Supplier. Each tab lists the documents of that type only. Which document types appear under each tab is decided in Settings › Document Mapping, where you map a document type to an entity type and set how many days before expiry the reminder starts.
- Vehicle: permits, insurance, emissions or pollution certificate, fitness, road tax and any custom type you add.
- Employee: driving licence, identity documents, health insurance and other staff documents. Drivers are employees, so their documents are here.
- Customer and Supplier: tax registration, trade licence or any document you want to keep on file with an expiry.
Columns on the list
Column | What it shows |
|---|---|
Document Type | The mapped type, for example Insurance or Driving License |
EntityName | The vehicle number, employee, customer or supplier the document belongs to |
Number | The document number as typed on upload |
Issued Date | The date the document was issued |
Expiration Date | The date it stops being valid |
Next Reminder Date | Expiration Date minus the Remind Before days set in Document Mapping |
Status | Current, To be Renewed, Overdue or Unknown |
Attachment | The scanned copy, if one was uploaded |
What the statuses mean
- Current: the expiry date is in the future and the reminder window has not started.
- To be Renewed: today is inside the Remind Before window. The document is still valid but renewal should start now.
- Overdue: the expiry date has passed and no newer copy has been uploaded.
- Unknown: the type is mapped to this entity but no document, or no expiry date, has been entered yet. Treat Unknown as a to-do, not as safe.
How it connects to the rest of the app
- The dashboard tiles Vehicle Documents and Employee Documents show the counts of Current, Overdue, To Be Renewed and Unknown. They are a live summary of this screen.
- Each vehicle profile has a Document Tracking tab and each driver or employee edit page has a Documents tab. Both show the same rows filtered to that one record, with Excel export.
- Reminders go out through Settings › Notification Settings, where WhatsApp and Push channels are switched on per event, and every message sent is listed in the Notification Delivery Log.
- A vehicle also has a Registration Expiry Date on its own record. Keep it in step with the registration document you upload here.
When to use it
Open Document Tracking once a week, sort or filter by Status, and work the Overdue and To be Renewed rows first. Then clear the Unknown rows by uploading the missing documents or by switching off types you do not use in Document Mapping, so the dashboard counts stay meaningful.
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.