Storing Images and Documents against a Reservation
Purpose
You can upload images (photos) and PDF documents against a Reservation. Uploads could be from your file system, or from a camera if you are running it from a device capable of capturing photos.
There is no extra cost for this service, and there are no restrictions on the number of files you can upload.
Important Information about Image/Document Retention:
Uploaded images and documents will be stored according to the following rules:
- Images linked to a reservation will be stored for 3 months after the return date
- Images not linked to a reservation (e.g. linked to a vehicle or customer) will be stored for 6 months after their upload date.
- Images may be marked for longer retention if they are important, for example if you require an image to settle an ongoing dispute. If this is the case, we strongly recommend that you also take a back up copy of the image by saving it to local storage.
How to Upload an Image against a Reservation
You can upload images or documents from the Booking Details page or the Booking Documents tab of the Booking Form for both allocated and unallocated bookings. You do this by clicking the "Images/Uploads" button in the Documents column at the bottom of the page:
If you are within the 3-month retention period for reservations, then the following screen will appear. From here you can view existing uploaded images and upload new images by selecting the New Image/Document button.
Clicking New Image/Document will open a section that allows you to optionally put in a description of the file. Click the "Upload" button and you will be asked to select the file.
The next page will ask you to choose a file. If your device has a camera, you can choose the option to take a picture. You may alternatively either browse to an existing file or drag and drop a file from your file system.
Retention Period Expired
Once 3 months have passed since the drop off date of the reservation, the Retention Period expires, and all uploaded files are removed from the reservation. If you try to add an image or document to a reservation after this 3-month period the following screen will open, and you will be unable to upload anything.
Technical Information
Supported file types are JPEG, JPG, PNG, GIF and PDF.
The images are stored with a third party (www.cloudinary.com) using an authenticated, signed process. We have put in security measures so that the images are ONLY viewable when a user is logged in to Rental Car Manager. The link to the image that is produced in RCM will expire 10 minutes after the page is loaded, although your browser will likely cache the image for longer than that.
Note that we do scale down larger images prior to upload, so they won't be stored or displayed as high-res.
We have also added the ability to record images through our reservations API, for example you could ask for your driver to take a photo of his/her license during an online check in process. Please ask us for more information about this.
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