View, Upload, and Attach Documents

Document Storage

You can store documents in a document storage area and create document relations to

• Assets
• Work Order Plans
• Work Orders

This is useful if you use the same documents, for example, safety instructions or work instructions, on a number of Assets or Work Order Plans or Work Orders.

The documents can be different file types, for example, pdf, Word, and graphics files.

The articles in this section describe how to work with documents on Assets. The procedure is similar when you work with documents on Work Order Plans and Work Orders.

Categorize Documents

Organize and manage your documents more efficiently by creating Document Categories.

• You can create Document Categories which you can assign to documents in order to organize them by categories.
• From the Document Categories list, you can also open the list of documents in a specific category, by selecting the shown value in the 'Document Count' field. See screenshot 01.
• Document categories can then be specified on the document card by going to the 'Category' tab and selecting the category from the drop-down. See screenshot 02 for reference.
• On the related FactBox (for example Asset Documents) there is a field (hidden by default) showing the document category code (see screenshot 03). The field can be added by going to Settings > Personalize and dragging the field to the FactBox.

01: The Document Categories list.

02: Selecting a document category on the document card.

03: Document Category Code shown in the FactBox.

Customize Document Display Names

Organize and identify attached documents more efficiently by customizing the display names of documents without impacting the actual file names.

You can specify the display name for any document that you have in your system. To do this, you need to go to the document card and specify the Display Name. See screenshot 02 below.

The display name can also be seen in the FactBox of for example Asset Documents seen in screenshot 02.

01: Specifying a display name on a document card.

02: Display name shown in the FactBox.

Upload a Document

You can upload any document and attach it to an Asset. You can upload one document at a time.

How to upload a Document to the cloud storage area:

1. On an Asset Card, select Documents > Select Documents.
2. The Documents list opens. Select the document if it is already in the list, and select OK.
3. If you want to upload a document from your pc and add it to the storage area, select Upload Document.
4. Select the document. The document is uploaded, and the Edit document window opens.
5. Insert a short description of the document in the Description field.
6. In the Where Used section, "Asset" is selected in the No. field because you uploaded the new document from an Asset Card. Select the No. field and select the Asset. The Asset name is automatically added.
7. If you want to add more Assets to have the same document reference, select the Type field on an empty line, then select the Asset in the No. field.
8. Select Close in the Edit document window when all Assets are added.
9. Select OK to close the Documents list showing all documents uploaded to the storage area.

Refer to Test Cases below for step-by-step procedures on how to manage documents on the Asset Card:

• Downloading
• Updating
• Deleting

Document Card

You can open a document card to get details about the existing document.

To do this, search for and open Documents.

From the list, select Entry No. - it opens the document card.

From the card, you can use the actions:

• Delete with references - deletes the document from the system and removes all existing references.
• Update Document - you can use it to update the existing document - a new version will be available in all references.
• Download - downloads a document on your device.

You can check details like File Size, File Name, who and when added the document, or how many archived versions exist.

In the area Where used, you have a list of all objects to which this document is attached.

You can attach documents to any possible record in the database from this list. The list supports multiple-choice records.

If the relation between the document and the entity already exists, this record will be skipped.

Document Card.

Multiple-choice for records.

Downloading

Data Requirements

1. At least one Asset (with the attached document) exists.

Steps 4

Expected

The user can download any existing document attached to the Asset.

Updating

Data Requirements

1. At least one Asset (with the attached document) exists.
2. A new document is prepared.

Steps 9

Expected

The user can change any existing document attached to the Asset.

Deleting

Data Requirements

1. At least one Asset (with the attached document) exists.

Steps 5

Expected

The user can delete any existing document attached to the Asset.

View Documents in the Storage Area

1. On an Asset Card, select Documents > Select Documents.
   1. You can also open document details from the Documents FactBox on an Asset Card. Select the button on the document > Show Details.
2. Select the link in the File Name column to read the document.
3. Select the document line > Manage > Edit if you want to add more Assets to the document in the Where Used section. Refer to step 6 in the procedure above.

If you want to delete an Asset in the list, select the line in the Where Used section and select Manage > Delete Line.

If you want to remove the document from the storage area, select the Delete with references button. If you use this option, you delete all references to the document. Be careful to use this option unless you are sure that all document references should be deleted. You are not asked to confirm deletion.

Attach a Document

You can attach a document located on your pc to an Asset / a Work Order Plan / a Work Order. If you follow this procedure, the document is not saved in the storage area.

1. On an Asset Card, select Documents > Upload Documents.
2. Select the document. It is added to the list in the Documents FactBox on the Asset Card.