View, Upload, Attach Documents

Store documents and attach them to Assets, Work Order Plans, and Work Orders

Introduction

You can store documents in a storage area in EAM-BC. 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.

Prerequisite

You have set up a document storage area in EAM-BC.

Audience
Maintenance Manager, Technician / Worker

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.

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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

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On Asset Card

Downloading

Data Requirements

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

Steps 4

  1. Go to Assets > Assets.

  2. Select an Asset from a list by clicking on its Nos.

  3. Find Documents in FactBoxes.

  4. Select the name of the document to be downloaded.

Expected

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

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Updating

Data Requirements

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

Steps 9

  1. Go to Assets > Assets.

  2. Select an Asset from a list by clicking on its Nos.

  3. Find Documents in FactBoxes.

  4. Select the ellipsis button in the row with the document to be updated.

  5. Select Show Details.

  6. Select Update Document.

  7. Select Choose...

  8. Select the file.

  9. Select Close.

Expected

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

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Deleting

Data Requirements

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

Steps 5

  1. Go to Assets > Assets.

  2. Select an Asset from a list by clicking on its Nos.

  3. Find Documents in FactBoxes.

  4. Select the ellipsis button in the row with the document which will be deleted.

  5. Select Delete.

Expected

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

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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.

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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.

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