Rikols

File Upload Mastery

Upload your fleet data like a pro

Master Rikols' upload system and get your entire fleet into the system quickly, accurately, and error-free.

Template + Clean Data + Drag & Drop = Instant Fleet Management. Follow our proven process for perfect uploads every time.

Upload Overview

Modern Upload Experience

  • Drag & Drop Interface - Simply drag files from your computer
  • Real-time Preview - See your data before final upload
  • Instant Validation - Catch errors before they become problems
  • Progress Tracking - Watch your upload process in real-time
  • Automatic Processing - Recalls found immediately after upload

The Two Essential Templates

Vehicle Assets Template

Everything about your vehicles and drivers

Download this template from Upload Files → Download Assets Sample

Required Information:

  • VIN - 17-character vehicle identification (must be unique)
  • Tag Number - License plate or your internal asset number
  • Year - Vehicle manufacturing year
  • Make - Manufacturer (Ford, Chevrolet, Toyota, etc.)
  • Model - Vehicle model name
  • Department - Which department manages this vehicle
  • County - Geographic location for reporting
  • Company Code - Your organization identifier

Optional Driver Information:

  • Driver First Name - For SMS notifications
  • Driver Last Name - For SMS notifications
  • Driver Email - For future communication features
  • Driver Phone - REQUIRED for SMS notifications

Department Template

Your organizational structure

Download this template from Upload Files → Download Department Sample

Department Information:

  • Department Name - Must match names used in vehicle assets
  • Manager Information - Department manager contact details
  • Contact Details - Department communication information
  • Company Code - Links to your organization

Upload Process Step-by-Step

Perfect Upload Workflow

Get the correct Excel templates - never guess at the format

Fill templates with your vehicle and department information

Check VINs are 17 characters, phone numbers are complete, no empty required fields

Drag file to Rikols, review the preview for any issues

Click "Confirm Upload" and watch as recalls are found automatically

Upload Interface Features

File Selection:

  • Drag & drop - Drag files directly from your file explorer
  • Browse button - Traditional file selection if you prefer
  • Multiple files - Upload several files simultaneously
  • Progress bars - Visual feedback for each file being processed

Data Preview:

  • Table preview - See exactly how your data will be imported
  • Error highlighting - Problems marked in red before upload
  • Success indicators - Valid data marked with green checkmarks
  • Row-by-row feedback - Understand issues with specific entries

Data Validation and Quality Control

Automatic Validation

Rikols checks every piece of data:

Vehicle Information:

  • VIN format - Must be exactly 17 alphanumeric characters
  • Year validation - Reasonable vehicle years (not future dates)
  • Make/Model consistency - Recognizes standard manufacturer names
  • Department matching - Ensures departments exist in your system

Phone Number Validation:

  • Format checking - Accepts (555) 123-4567, 555-123-4567, etc.
  • International support - Handles various country formats
  • Duplicate detection - Warns about multiple vehicles with same driver
  • SMS compatibility - Ensures numbers work for notifications

Organization Data:

  • Department consistency - Vehicle departments must match department list
  • Company code verification - Links to your organization correctly
  • Required field completion - No missing critical information
  • Duplicate prevention - Prevents duplicate VINs and asset numbers

Error Resolution

When validation finds issues:

Must fix before upload

  • Invalid VIN format (not 17 characters)
  • Missing required fields
  • Duplicate VINs in upload file
  • Unrecognized department names

Should fix for best results

  • Missing driver phone numbers (no SMS)
  • Unusual vehicle years or makes
  • Incomplete driver information
  • Formatting inconsistencies

Good to know

  • Duplicate VINs with existing data
  • New departments being created
  • Data format improvements
  • Processing statistics

Upload Results and Statistics

Success Tracking

After each upload, see complete statistics:

Success Metrics:

  • Vehicles processed - Total vehicles added to system
  • New vehicles - First-time additions to your fleet
  • Updated vehicles - Existing vehicles with new information
  • Recalls found - Immediate recall discovery for uploaded vehicles

Issue Resolution:

  • Duplicate handling - How duplicate VINs were resolved
  • Validation errors - Specific problems with row-by-row details
  • Missing information - What data needs completion
  • Processing warnings - Items that uploaded but need attention

Upload Best Practices

Data Preparation Excellence

  • Clean data first - Remove empty rows and extra formatting from Excel
  • Consistent naming - Use exact same department names across all uploads
  • Validate VINs - Double-check VIN accuracy before upload
  • Complete driver info - Include phone numbers for SMS notifications

Data Cleanup Checklist:

  • Remove completely empty rows
  • Delete extra columns not in template
  • Standardize department names
  • Format phone numbers consistently
  • Check VIN character count (exactly 17)
  • Verify year formats (4-digit years)

Bulk Upload Strategies

For Large Fleets (1000+ vehicles):

  • Split into batches - Upload 500-1000 vehicles at a time
  • Test with small batch - Verify format with 10-20 vehicles first
  • Department by department - Upload one department at a time for easier error resolution
  • Stagger uploads - Allow processing time between large uploads

For Regular Updates:

  • Delta uploads - Only upload changed information
  • Weekly maintenance - Regular small updates vs large quarterly uploads
  • Change tracking - Document what changed between uploads
  • Version control - Keep copies of upload files for reference

Troubleshooting Common Issues

Top 5 Upload Problems and Solutions

1. "Duplicate VIN" Errors

  • Problem: VIN already exists in system
  • Solution: Check if vehicle needs update vs new entry
  • Prevention: Download current vehicle list before upload

2. "Invalid VIN Format" Warnings

  • Problem: VIN not exactly 17 characters
  • Solution: Verify VIN accuracy, remove spaces/special characters
  • Prevention: Use VIN scanning tools for accuracy

3. "Department Not Found" Messages

  • Problem: Department name doesn't match existing departments
  • Solution: Check exact spelling and capitalization
  • Prevention: Download department list for reference

4. "Phone Number Format" Issues

  • Problem: Phone numbers in incorrect format
  • Solution: Use (555) 123-4567 format consistently
  • Prevention: Standardize phone format before upload

5. "Missing Required Fields" Errors

  • Problem: Empty cells in required columns
  • Solution: Complete all required information
  • Prevention: Use Excel data validation before upload

Advanced Troubleshooting

File Format Issues:

  • Use .xlsx format - Newer Excel format works best
  • Avoid .csv for complex data - Excel preserves formatting better
  • Check file size - Maximum 10MB per file
  • Test special characters - Ensure names with accents upload correctly

Performance Optimization:

  • Upload during off-peak - Faster processing during low-usage times
  • Stable internet connection - Avoid interruptions during large uploads
  • Browser considerations - Chrome and Safari work best
  • Clear browser cache - If upload interface seems slow

Post-Upload Automation

What Happens After Upload

Once your vehicles are uploaded, Rikols automatically:

  1. Recall Discovery - Scans databases for recalls affecting your vehicles
  2. AI Prioritization - Ranks recalls by importance (Premium)
  3. SMS Notifications - Notifies drivers of their vehicle recalls
  4. Dashboard Updates - Refreshes all metrics and analytics
  5. Activity Logging - Records all upload activity for audit trails

Immediate Benefits

  • Instant recall awareness - See recalls affecting uploaded vehicles
  • SMS to drivers - Automatic notification for vehicles with recalls
  • Dashboard metrics - Updated fleet statistics immediately
  • Search functionality - Find uploaded vehicles instantly

You're now equipped to upload fleet data efficiently and accurately. Your uploads will be clean, error-free, and immediately productive for recall management.