Document types and remind-before days
You will have a document type mapped to vehicles, employees, customers or suppliers, with the number of days before expiry that the reminder fires, so the type appears on every matching Documents tab.
Document Mapping under Settings is the list of document types the app tracks, one row per type and entity. Each row has an Entity Type (Vehicle, Employee, Customer or Supplier), a Document Type name, Remind Before in days, Is Default and Is Active. Whatever is mapped here appears as a row with an Upload button on the Documents tab of every record of that entity type.
This page covers the settings side only. Uploading documents, renewing them and reading the statuses are explained in the Document tracking section.
Before You Start
- The documents you must hold for each entity: for vehicles, for example, registration, insurance, permits, fitness and pollution; for employees, driving licence and identity documents; for customers and suppliers, trade licence or tax registration.
- How many days before expiry each one needs a reminder, allowing for the renewal time.
Steps
- Open Settings › Document Mapping and click Add.
- Choose the Entity Type: Vehicle, Employee, Customer or Supplier.
- Enter the Document Type name as it should read on the Documents tab and in reports. Types already seen include State Permit, Insurance, Pollution, Fitness, National Permit, Vehicle Tax, Driving License, identity documents and custom ones such as Health Insurance, Border Tax and Trade License.
- Set Remind Before in days. The document’s Next Reminder Date is its Expiration Date minus this number, and its Status becomes To be Renewed from that date.
- Tick Is Default if every new record of this entity type should show the row, and leave Is Active on. Save.
- Open any vehicle, driver, customer or supplier and confirm the new row appears on its Documents tab.
Fields On This Screen
Field | What to enter | Required |
|---|---|---|
Entity Type | Vehicle, Employee, Customer or Supplier | Yes |
Document Type | The name of the document | Yes |
Remind Before | Days before expiry that the status turns To be Renewed | Yes |
Is Default | Show on every record of the entity type | No |
Is Active | Off hides the type from new uploads | Yes |
What This Changes
- The Documents tab of each matching profile gains the row, with Upload, number, issued and expiry dates, next reminder, status and attachment.
- Vehicles › Document Tracking lists documents of the type under the matching tab (Vehicle, Employee, Customer, Supplier).
- The dashboard tiles Vehicle Documents and Employee Documents count the type in Current, Overdue, To Be Renewed and Unknown.
- Smart alerts for expiring documents use the Remind Before days.
Tips
- Give the Remind Before a margin for the renewal itself; a permit that takes two weeks to renew needs more than fourteen days.
- Country-specific documents go here too; see the country guides for examples per market.
- Switch Is Active off on a type you stop tracking rather than deleting it; existing uploads stay visible.
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.