Active Vehicle Policy Export

Introduction

The Active Vehicle Policy Export produces a daily CSV file listing vehicles with at least one active policy for a specified lease company. The file is packaged as a ZIP archive and delivered to Google Cloud Storage.

Generation is initiated by a Pub/Sub scheduler. There is no on-demand download option within the ViSN platform.

Purpose

The AA requires a recurring export of vehicles that currently hold an active policy agreement. Each row provides the vehicle registration, make, model, date of first registration (DOFR), and a fixed scheme code for consumption by downstream AA systems.

File format

Compressed ZIP file containing a CSV file

File Naming Convention

AA_Fleet_Export_<YYYY>-<MM>-<DD>_<HH>_<mm>_<ss>.zip

The CSV contained within the ZIP shares the same base name with a .csv extension (for example, AA_Fleet_Export_2026-07-01_00_00_00.csv).

Fields

Column Position	Header Name	Description	Datatype	Rules	Max length	Mandatory	Default Value	Example
A	Registration	Vehicle registration mark (VRM)	string	Truncated to 8 characters when the value exceeds the maximum length	8	No		AB12CDE
B	Make	Vehicle make	string	Resolved in the following order: Stock record make.label VRM lookup vrmLookup.make.label Truncated to 40 characters when the value exceeds the maximum length	40	No		Ford
C	Model	Vehicle model from the stock record	string	Taken from stock.model as stored; VRM lookup is not used		No		Focus
D	DOFR	Date of first registration	string	Resolved in the following order: Stock record registrationDate VRM lookup vrmLookup.registrationDate Formatted as dd/MM/yyyy. Left empty when no valid date is available.	10	No		15/06/2020
E		Reserved blank column	string	Always empty		No
F	Scheme Code	AA scheme identifier	string	Hard-coded for every row	3	Yes	EH1	EH1

Note: When data is unavailable for a field, the corresponding CSV value is left empty. Values containing commas are enclosed in quotes.

Storage locations

Dated archive path

{bucketName}/{destinationFolder}/{year}/{month}/{day}/{AA_Fleet_Export_<timestamp>.zip}

The month folder uses the full English month name in lowercase (for example, july).

Pickup path

{bucketName}/{destinationFolder}/{AA_Fleet_Export_<timestamp>.zip}

The pickup path holds the latest export for downstream collection. Before each run, files located directly under {destinationFolder}/ are removed. Dated subfolders are retained.

Configuration

No lease-company Firebase configuration document or feature flag governs this export. All runtime parameters are supplied in the Pub/Sub scheduler message body.

Cloud Function runtime options:

Setting	Lower environment	Higher environment
Timeout	60 seconds	300 seconds
Memory	512 MiB	1024 MiB

Dependencies

• Typesense — stock index with hasActivePolicy, leaseId, and contractStatus fields
• Firestore — lease stock documents at /leasecompany/leaseId/stock
• Google Cloud Storage — export file storage
• Ancillary Firestore — process log persistence
• Email queue — optional file delivery and notifications
• Stock index maintenance — hasActivePolicy must remain synchronised via updateStockIndex when policies change

Setup Required

A Cloud Scheduler task must be configured to publish messages at the required interval. Configure the task as follows:

• Name: generateActivePolicyVehicleExportCSV
• Region: europe-west2
• Frequency: Daily (configure the cron expression to match operational requirements)
• TimeZone: GMT London
• Topic: projects/biddirect-2/topics/generateActivePolicyVehicleExportCSV
• Message body: JSON object as described below

Pub/Sub message body

{
  "leaseCompanyId": "<lease-company-id>",
  "bucketName": "<gcs-bucket-name>",
  "destinationFolder": "<folder-path-within-bucket>",
  "emailExportsTo": "<recipient(s) for export file delivery>",
  "successEmailSubject": "<subject for internal success notification>",
  "successEmailToAddress": "<recipient for success and support contact in delivery email>",
  "fatalErrorEmailToAddress": "<recipient for failure notification>",
  "errorEmailSubject": "<subject for failure notification>"
}

Parameter	Required	Description
leaseCompanyId	Yes	Lease company whose active-policy vehicles are exported
bucketName	Yes	GCS bucket that receives the export file
destinationFolder	Yes	Folder path within the bucket (no leading slash)
emailExportsTo	No	When provided, queues an EXPORT_FILE_DELIVERY email with the ZIP attached from storage
successEmailSubject	No	Subject for a plain-text success notification; requires successEmailToAddress
successEmailToAddress	No	Recipient for the success notification; also supplied as supportEmailToAddress in the delivery email template
fatalErrorEmailToAddress	No	Recipient for failure notification; requires errorEmailSubject
errorEmailSubject	No	Subject for failure notification

Example message body

{
  "leaseCompanyId": "MyknPNP76jd4uebzantr",
  "bucketName": "biddirect-2.appspot.com",
  "destinationFolder": "aaActiveVehicles-exports",
  "emailExportsTo": "recipient@example.com",
  "successEmailSubject": "AA Active Vehicles Export Success",
  "successEmailToAddress": "ops@example.com",
  "fatalErrorEmailToAddress": "ops@example.com",
  "errorEmailSubject": "AA Active Vehicles Export Failed"
}

Examples of Generated Files

A sample CSV with data:

Registration,Make,Model,DOFR,,Scheme Code
AB12CDE,Ford,Focus,15/06/2020,,EH1
VW14KLS,VOLKSWAGEN,Golf,01/03/2026,,EH1

A CSV row where the model contains a comma (quoted):

AB12CDE,Ford,"Focus, ST-Line",15/06/2020,,EH1

An empty CSV file (no eligible vehicles):

Registration,Make,Model,DOFR,,Scheme Code

Troubleshooting

Symptom	Likely cause	Action
Export fails immediately	Missing required message parameters	Confirm leaseCompanyId, bucketName, and destinationFolder are present in the scheduler message
Fewer vehicles than expected	Typesense filter or policy status mismatch	Verify vehicle policies (LIVE_AGREEMENT, isPolicyAvailable, end date or openEnded); confirm contractStatus is not TERMINATED; validate the Typesense index
Empty export	No vehicles meet eligibility criteria	Expected when no active-policy vehicles exist; confirm stock data for the lease company in ViSN
Pickup file missing but dated file exists	Copy step failed	Review Cloud Function logs for GCS copy errors
No email received	Email parameters omitted or email queue issue	Confirm emailExportsTo and related addresses are configured; inspect email queue documents
Function timeout	Large fleet exceeding runtime limits	Review vehiclesInExport in logs; the higher environment permits up to 300 seconds and 1024 MiB

Status: Accepted
Category: Protected
Authored By: Jeyakumar Arunagiri on Jul 1, 2026

Revisions: