Email Documents to Gearbox
Overview
Documents can be emailed directly into Gearbox using the documents email address. This email address is unique to each Gearbox system and is case-sensitive.
The Documents module must be active on your subscription to upload documents. Please email support@gearbox.com.au if you wish to add this to your subscription.
The email address that the documents are being sent from must also be in the system as a user with Read-Only user with permissions to the Documents module. Please see the support article Add/Edit Gearbox Users for instructions on how to add new users.
Emailing Documents to Gearbox
You will be able to email documents to Gearbox using the email address under Email your documents to:. Depending on the size of the document is may take a few minutes to appear within under the Unprocessed Documents page. Once the documents appear under Unprocessed, they can then be tagged and linked to assets, service records, etc.
1. Click on Documents (1) then click Unprocessed (2)
2. To import documents, send an email to this email address (3) with the documents added as attachments. Depending on the size of the document, it may take a few minutes to appear under the Unprocessed Documents page.
3. The document will now show in Unprocessed (4), Click Add Tag (5) to link the document to an asset, employee and/or work order (service, repair, tyre, prestart, training, purchase order, load sheet, inspection, permit other)
4. From here you can process the document and tag it to existing work orders or create new ones. Select the Vehicle (6), click on the type of work order (7) if it is an exist record you can select the work order in the Select an Existing Record (8) or in this case Create a New Record, Inspection Type (9) then enter the Date Opened (10) Click Create Tag (11)
5. Once you have clicked Create Tag (11) it will show the documents linked below (12), click Save (13)
You can link a document to multiple work orders
6. Once to tag has been created and saved the document will now move from Unprocessed (4) to Processed (14)