Help MAINTAIN TEMPLATES

Templates determine which data fields can be viewed, when you want to either download, email or view your transactions. Templates therefore act as filters for the different levels of user.

If you are a Main Company on level 1, templates are irrelevant. Main Companies have access to all data fields in the transaction.

However if you are a Subcontracted Company on level 2, the Main Company on level 1 creates the template you will use. The Main Company on level 1 therefore; selects which data fields will be available when you want to download, email or view your transactions. Once the template has been created or added by the Main Company, the Main Company has to allocate the template to you the Subcontracted company on level 2.

If you are a Subcontracted Company on level 3, the Subcontracted Company on level 2 creates the template you will use. The Subcontracted Company on level 2 selects which data fields will be available when you want to download, email or view your transactions. The templates which the level 2 Subcontracted Company can create or add are limited by the datafields made available by the level 1 company. The data fields selected for the template on level 2 are the only fields which can be selected for the template on level 3. Once the template has been created or added by the Subcontracted Company on level 2, the Subcontracted Company on level 2 has to allocate the template to you the Subcontracted Company on level 3. As a level 3 company, you do not have access to add or to allocate templates.

Maintain Templates

To navigate to the Maintain Template Screen, use the following keystrokes: Maintain/Template.

Maintain Template

Figure 1: Maintain Template Screen

To ADD A Template

To Create or Add a new template to the Card MIS use the following keystrokes: Maintain/Template
Click the Add button.

Maintain Template

Figure 2: Add Template Screen

On the Add Template screen you can enter the "Template Name" and "Description". Depending on your level and the template allocated to your company, certain items may not be available (either grey-shaded or not present).

To specify which data fields the company on the level below you is allowed to see, select the relevant data field in the left box (by clicking on it) then click the > arrow. The selected data field moves from the left box, where all unselected data field names are listed, to the right box where the selected data field names are displayed.
Once you have selected all the required data fields for the template, click the OK button. The system saves this template and it can now either be allocated, edited or deleted.

To unselect a data field, select the relevant data field in the right box (by clicking on it) then click the < arrow. The selected data field moves from the right box, where all selected data field names are listed, to the left box where the unselected data field names are displayed.

You can also use the >> arrow to move ALL the unselected fields from the left box to the right box and vice versa for the << arrow, which unselects ALL selected fields in the right box and moves them back to the left box.
To view the full list of possible data fields, scroll up and down using the scrollbar and/or the up and down arrows as provided in the left box.

If you change your mind about adding or creating a template, you can click the Cancel button and the Card MIS rolls back to the previous page.

Possible Problems:

  • Error Message: Template Name / Description is Required. This indicates that you have not completed one of the mandatory fields.
  • Error Message: Template Name already exists. This indicates that you entered a Template Name which you have already used. Change the template name to one which is unique.
  • Error message: Templates are not available for level 3 companies. This indicates that you are a Subcontracted company on level 3 and while you do have the template menu item, you do not have access to use this functionality. Should you be moved to a level above, i.e. to level 2 or level 1, the template functionality associated with the template menu item will become available to you. 
  • As a Subcontracted company on level 2, you want to create or add a template, but NO fields are available for selection. This means that you do not have a template allocated to yourself. Contact the Level 1 Main Fleet Administrator. Once the Main company on the level above you (i.e. level 1) has allocated a template to you, fields will become available for selection.

To SEARCH For A Template

To Search for a template on the Card MIS, use the following keystrokes: Maintain/Template.
Click the Search button.

This is an "open" search. Card MIS displays a list of all the relevant templates in the Card MIS, on the Template Search Results screen.
To refine your search you can enter the "Template Name" on the Maintain Template screen.

Maintain Template

Figure 3: Template Search Results

Possible Problems:

  • Error message: There is no data available. This indicates that either the search criteria was invalid or no templates have been created. Try and make your search wider or use the 'open' search keystrokes: Maintain/Template/Search. This will list all your templates (if any exist).

To EDIT A Template

To Edit a template on the Card MIS, use the following keystrokes: Maintain/Template.

To find a specific template that you would like to Edit, refer to the To SEARCH For A Template section.

Once you have found the template you wish to edit, click the Edit link, next to that template's "Template Name".

Maintain Template

Figure 4: Edit Template Screen

On the Edit Template screen, you can change any of the template details. Note the possible warning display (below) for editing templates which are allocated.
Once you are satisfied with the updated information, click the OK button. The system updates the template record and displays a confirmation message for you.

Maintain Template

Figure 5: Confirmation Message

Possible Problems:

  • Warning display: There are 1 companies using this template. This implies that editing the template will change the access to data fields the company using the template, currently has.

To DELETE A Template

To Delete a template on the Card MIS, use the following keystrokes: Maintain/Template.

To find a specific template that you would like to Edit, refer to the To SEARCH For A Template section.

Once you have found the template you wish to delete, click the Edit link, next to that template's "Template Name".
Clicking on the Edit link will take you to the Edit Template Screen, if you still wish to delete the template, click the Delete button.

Card MIS will display a pop-up message: "Are you sure you want to Delete this Template?".

Maintain Template

Figure 6: Confirmation Pop-Up

If you are certain that you want to Delete the template, click the Continue button.
Card MIS will then display a confiirmation message.

Maintain Template

Figure 7: Confirmation Message

To DOWNLOAD A List Of Templates

To download a list of templates, use the following keystrokes: Maintain/Template.

To find a specific list of templates that you would like to Download, refer to the To SEARCH For A Template section.

Once you have found the list of templates you wish to Download, depending on which format you prefer, click the Download to Csv and/or Download to Pdf button.
Please Note: PDF format is Non-Editable, whereas CSV format is Editable.

View Templates

Fleet Administrators are the only user type, with access to view templates. Furthermore, only those Fleet Administrators of Main or Subcontracted companies, which are found on level 1 or level 2 have access to this functionality.

To navigate to the View Template Screen, use the following keystrokes: View/Template.

Maintain Template

Figure 8: View Template Screen

To View A Template

To View a template on the Card MIS, use the following keystrokes: View/Template.

To find a specific template that you would like to View, refer to the To SEARCH For A Template section.

Once you have found the template you wish to view, click the View link, next to that template's "Template Name".

Maintain Template

Figure 9: View Template Details Screen

Note that on this screen, all the templates details have been greyed-out and is therefore not editable.
Click the Cancel button to return to the View Template Screen.