1. Executive Summary

The Announcements feature helps you stay informed about important updates, events, and alerts within the vehicle tracking system. You can easily create, manage, and view announcements, ensuring that all relevant users receive timely information. This feature allows you to filter announcements, export data, and use different content types (text, image, audio) to communicate effectively.

2. Introduction

Staying informed about important updates and events is crucial for efficient fleet management. The Announcements feature addresses the need for a centralized communication system, allowing you to quickly disseminate information to drivers, transport managers, and other stakeholders. This ensures everyone is on the same page, reducing confusion and improving overall coordination.

The Announcements feature allows authorized users to easily:

• Create and post announcements
• Filter and search for specific announcements
• View announcements in a calendar format
• Export announcement data to Excel or PDF
• Use text, images, or audio in announcements
• Modify or delete existing announcements

3. Main Content (User-Focused Sections):

• What This Means for You

  • Less time spent searching for important updates.
  • Improved communication and coordination across the fleet.
  • Peace of mind knowing that critical information is being disseminated effectively.
  • Ability to quickly create and share announcements with different content types.
  • Ability to filter and view announcements based on specific criteria.

• How It Works

  The Announcements feature allows authorized users to create, view, edit, and manage important updates and alerts. The general process is as follows (illustrated in the flowchart below):

  1. Navigate to the Communication module.
  2. Select the Announcements submodule.
  3. To create a new announcement, click the Add Announcement button.
  4. Fill in the required details, such as the title, type, and content of the announcement.
  5. Choose the content type (Text, Image, or Audio).
  6. Submit the announcement.
  7. To view announcements, filter by date or title.
  8. To manage an announcement, click the three dots menu next to the announcement.
  9. Select Edit to modify, or Delete to remove the announcement.
  10. You can also download announcements as PDF or Excel files.

  

• Getting Started

  1. Navigate to the Communication module in the system.
  2. Click on the Announcements submodule.
  3. To create a new announcement, click the Add Announcement button located at the top right.
  4. Fill in the required fields: Announcement Title, Announcement Type, and select a Content Type (Text, Image, or Audio).
  5. Enter the relevant content for the announcement.
  6. Click the Submit button to save the announcement.
  7. To search for an announcement, enter the title or select a date in the filter section.
  8. To edit or delete an announcement, locate the announcement in the list, click the three dots menu, and select the desired action.
  9. To export announcements, click the Export button and select the desired format (Excel or PDF).

• Key Features You'll Use

  • Add Announcement: Create new announcements to share important information. You can add a title, choose a type, and select a content type (text, image, or audio).
  • Filter Announcements: Find specific announcements by filtering by title or date. This helps you quickly locate relevant information.
  • Edit Announcement: Modify existing announcements to update information or correct errors.
  • Delete Announcement: Remove outdated or irrelevant announcements from the system.
  • Export: Download announcement data in Excel or PDF format for reporting or archival purposes.
  • Availability Calendar: See a timeline of announcements and filter them by date or time period.
  • Clear Filter: Quickly remove all applied filters to view all announcements.

• Common Scenarios

  • Sharing a System Update: As an admin, you need to inform all users about a scheduled system update. You click Add Announcement, enter "System Update on Friday at 10 PM" as the title and content, select "Urgent" as the type, and submit.
  • Filtering Announcements for a Specific Date: You want to see announcements made on a particular date. You use the availability calendar to select the date and view the relevant announcements.
  • Updating an Existing Announcement: You need to correct an error in a previously posted announcement. You find the announcement, click the three dots menu, select Edit, make the necessary changes, and click Submit.
  • Removing an Outdated Announcement: An event has passed, and the announcement is no longer relevant. You locate the announcement, click the three dots menu, select Delete, and confirm the removal.
  • Exporting Announcements for Reporting: You need to generate a report of all announcements made in the last quarter. You click the Export button and select the desired format (Excel or PDF).
  • Filtering Announcements for a Specific Title: To display all announcements containing the entered partial title. You enter "Meeting" as the title in the search bar and view the relevant announcements.
  • Creating Image Announcement: You want to announce an image that must be shown to users . You click Add Announcement, enter "Image Announcement" as the title , select "Image" as the content, upload the image.

• What to Expect

  • When you create a new announcement, it will be displayed to all assigned users in the communication panel or notification section.
  • When you filter announcements, only those matching the criteria will be displayed.
  • When you edit an announcement, the updated information will be visible to all users.
  • When you delete an announcement, it will be removed from the system and no longer visible to users.
  • When you export announcements, a file in the selected format (Excel or PDF) will be generated and downloaded successfully.
  • When you select the Audio content type, the system should allow the user to select Audio as a content type and enable the necessary fields for uploading or linking an audio file.

4. Visual Elements & Supporting Information

If the page contains input forms, form elements, or input fields. Provide the Field Validation Table with the specified columns:

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Announcement Title	Yes	Text	String	255	Yes	The title of the announcement, providing a brief summary of the message.
Content Type	Yes	Dropdown	String	N/A	Yes	The type of content for the announcement, such as Text, Image, or Audio.
Announcement Type	Yes	Text	String	255	Yes	The type of the announcement, which allows users to write announcement type on their own

5. Summary & Benefits

The Announcements feature provides a centralized and efficient way to communicate important information within the vehicle tracking system. By using this feature, you can ensure that all relevant users receive timely updates, events, and alerts, leading to improved communication, coordination, and overall efficiency in fleet management. You can easily create, manage, and view announcements, filter data, and use different content types to communicate effectively. This feature is designed to save you time and effort while keeping everyone informed.