Documents

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A “document” represents any file that is valuable to capture and track. Many formats are supported, including PDF, MS Word, and photos.  Each document can be associated with assets, contacts, and tasks.  Supporting each major record with documentation will increase confidence in the database, provide easy and immediate access by storing all files in one place, and reduce the time required during audit activities.

Search for a document

  1. Expand “Documents” on the sidebar navigation.
  2. Select one of the list options:
    • “My Favorites” will display the list of documents that you indicated as your favorites.
    • “Active” will display a list of documents with a status of Active.
    • “Unlinked” will display a list of documents that are not yet associated with any other records. Update these records to ensure they are appropriately associated with assets, contacts, and/or tasks.
    • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all document records. Select “Search Data” upon completion to view results.

Search Tips

  • Expand the “Data Filters” section to limit the results based on specific fields.
  • Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
  • Select column headers to sort by column, alphabetically.

Upload a single document

  1. Expand the “Documents” menu on the sidebar navigation.
  2. Select “Upload” to upload a new document.
  3. Select the type of document that you are creating.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
  5. Select “Save” upon completion.

Upload new document

Populate the fields. Data fields with an asterisk (*) are required.

  • File or Link*: Specify if you are uploading a file or a link to a file.
  • File to Upload*: Select the file to upload. This field is only visible when “Upload a file” is selected.
    • The imported file name will be stored in the system as the document name. The name can be updated after import.
    • The system will store a maximum resolution of 1024 x 768 pixels; the system will store resized images to the maximum allowed size.
  • Name*: Enter the name of the file. This field is only visible when “Store a link to the file” is selected. If no name is specified, the file name is used by default.
  • Link*: Enter the URL link to the document’s location. This field is only visible when “Store a link to the file” is selected.
    • When storing internal links, people with access to the only document located with the internal link will be able to view the document.
    • On the document details page, only links beginning with “http” are clickable.
  • Type*: Select the type of document.
  • Status*: Defaulted to Active.  (Change the status when documents are no longer current.)
  • Document Date: Defaulted to the current date. (Enter the applicable date of the document if not today.)
  • Tags: Enter keywords to quickly describe the document.  Tags are included in search results. To enter multiple tags, press Enter after each tag.
  • Description: Enter a text description of the document.
  • External Identifier: A unique identifier that represents this record in an external system.

Document associations

Populate at least one of the following fields. You must enter at least three characters for the system to display a selection list. Only the first 25 matches will be displayed; for a more curated list, please enter more characters.

  • Asset: Select an asset that is associated with this document.
  • Contact: Select a contact who is associated with this document.
  • Task: Select a task that is associated with this document.

Bulk upload documents

The Bulk Upload tool allows you to bypass individual upload configurations to save time.

  1. Expand the “Documents” menu on the sidebar navigation.
  2. Select “Bulk Upload” to upload up to 20 documents at a time, each with a maximum file size of 20 MB.
  3. Populate the fields.  Data fields with an asterisk (*) are required.
  4. Select the files for upload.
  5. Select “Upload All Files” upon completion.
  6. After selection, the files will display a progress bar and allow you to “Cancel upload” if needed.
  7. Once the files have been uploaded, the system will return you to the list of documents.

Document information

Populate the fields:

  • Type*: Select the type of documents.
  • Status*: Defaulted to Active.  (Change the status when documents are no longer current.)
  • Document Date: Defaulted to the current date. (Enter the applicable date of the document if not today.)
  • Tags: Enter keywords to quickly describe the document.  Tags are included in search results. To enter multiple tags, press the Enter key after each tag.
  • Description: Enter a text description of the document.

Document Upload Tips

  • The imported file name will be stored in the system as the document name.
  • The name can be updated after import.

Document associations

Populate at least one of the following fields. You must enter at least three characters for the system to display a selection list. Only the first 25 matches will be displayed; for a more curated list, please enter more characters.

  • Asset: Select an asset that is associated with these documents.
  • Contact: Select a contact who is associated with these documents.
  • Task: Select a task that is associated with these documents.

File drop area

  1. Ensure the files for import are closed; the system will not be able to import files that are open.
  2. There are two options for selecting up to 20 files for import, each with a maximum file size of 20 MB.
    1. Open your file explorer to drag-and-drop the files into the designated area.
    2. Click the text that reads “Drop files here or click to upload” to launch the file explorer and choose your files directly.

Multi-file Selection Tips

  1. Multi-select individual files by pressing CTRL.
  2. Select a range of files by pressing SHIFT.

Develop a document

Lock or unlock

A locked document allows users with appropriate access to view the document details, while users with appropriate access can both view and edit an unlocked document.

  1. Locate the document record and select the View/Edit button for the desired document.
  2. Toggle the “Lock” or “Unlock” button in the Details section.

Analysis Information

Some documents can be analyzed for information contained within the document when they are uploaded (image files, PDF, .docx, .txt, .xls, and .xlsx). For the system to analyze the document, the ‘Analyze New Documents’ toggle must be turned ‘On’ for the document type. For image files including JPGs, PNG, etc., the location, date taken, visual features, caption, and optical character recognition will be analyzed and stored along with the document record. For PDF files, optical character recognition will extract text from the PDF and store it in the document record. Text extraction is also supported for .docx, .txt, .xls, and .xlsx files. 

When the analysis has finished, documents will include the following fields in the Analysis Information section when the document is edited:.

  • Analyzed On: The date and time the document was analyzed.
  • Latitude and Longitude: The geographic coordinates of the document, extracted from exif information. Applies to image files only.
  • Extracted Text: Additional information from the document will be extracted and stored in this field, including:
    • Category
    • Visual features
    • Detected object
    • Caption
    • Optical Character Recognition

Add attributes

Attributes are custom fields to capture additional data points, such as description of the document, owner, and review date.

  1. Locate the document record and select the View/Edit button for the desired document.
  2. Select the “Edit” button in the Attributes section.
  3. Populate the fields per the data type validations.  Data fields with an asterisk (*) are required.
  4. Select “Save” upon completion.

Attribute Tips

  • For attributes that are configured for data types of Date, Time, or DateTime , double-clicking (or double-tapping if on a phone or tablet) the calendar or clock icons to the right of the question will auto-fill the data to the current date and/or time.

Add associated records

Associations allow you to link records in various combinations to capture relationships.

Add contact, asset, and document associations

  1. Locate the document record and select the View/Edit button for the desired document.
  2. Select the “Add” or “Associate” button in the desired Associated records section.
  3. Populate the fields.  Data fields with an asterisk (*) are required.
  4. Select “Save” upon completion.

Associated Records Tips

Document associations can be created with assets, contacts, forms, or tasks.  Associations can be created at either record (with the exception of forms).  When parent-child relationships exist, ensure your primary record, secondary record, and association type are correct.  Here are common uses of association records.

  • Associated assets capture the asset(s) to which the document applies, such as specification sheets, operations logs, photos of the asset, and visuals on maintenance activities.
  • Associated contacts track personnel records such as training certificates or inspection forms.
  • Associated forms link a document to the form where it was originally added as a supporting document.
  • Associated tasks document the maintenance activity, along with providing a clear visual on the issue that prompted the task, such as a stain, erosion, or other items that might require close inspection to find.

Manage documents

  1. Expand the “Documents” menu on the sidebar navigation.
  2. To the right of each record, under the Actions menu, you may:
    • Download this document.
    • View detailed information or edit the document.
    • Indicate record as a favorite.
    • Open the document in the explorer view to visualize associations.
    • Delete this document and all associated data.
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