Managing documents

Use the Documents tab to manage files such as certificates, drawings, calculations, inspection records, and photos. Documents can remain at project level or be linked to equipment.

Add and find documents

Add a document

1. Open the Documents tab.
2. Select Add.
3. In Add New, complete the required fields:
   • Doc Type
   • Document No
   • Issue
   • File
4. If needed, use + Add field to add Description, Comment 1, or Comment 2. Use Toggle all fields to show or hide all optional fields.
5. Select Review.
6. On Review changes, check the document details and selected file.
7. Select Confirm to add the document.

Use consistent document numbers and descriptions so the document is easy to find later.

Find and select documents

Use Filters to narrow the document grid. Active filters appear above the grid and identify the fields being filtered.

To select documents:

1. Select the checkbox beside each document you want to work with.
2. Check Selection Count before starting an action.
3. If needed, select Scope to selection to temporarily show only the selected rows.

For advanced options, see Filtering and sorting and Selecting items.

View, change, and link documents

View or download a document

1. Select the document in the grid.
2. Choose how to open it:
   • View opens the document viewer.
   • View in Tab opens the document in a browser tab.
   • Download saves a copy through your browser.

If the document does not display in the viewer, try View in Tab or Download.

Update documents

Use the same Update workflow for one document or a selection. When several documents are selected, the dialog identifies the operation as a bulk update.

1. Select the documents to update.
2. Check Selection Count.
3. Select Update.
4. Use + Add field to choose the fields you want to change. Available fields include:
   • Doc Type
   • Issue
   • Doc No
   • Description
   • Comment 1 and Comment 2
   • File
   • Archive existing
5. Enter the new values or choose a replacement file.
6. Select Review and check the before-and-after values.
7. Select Confirm to apply the update.

Only fields added to the update are changed. Other document values remain unchanged.

Replacing a file

Add Archive existing when replacing a file if the previous version must remain available in the document archive.

Check the selection

An update applies to every selected document. Check Selection Count before reviewing and confirming a bulk update.

Link documents to equipment

Links are created from the Equipment tab because the selected equipment items receive the documents.

1. Open the Equipment tab.
2. Select each equipment item that should receive the documents.
3. Check Selection Count.
4. Open Link and select Link Documents.
5. In the linking grid, choose the documents to link to the selected equipment.

The dialog shows the selected equipment above the grid. Documents already linked to those items are hidden.

To review or remove existing links, open the equipment details sidebar and use Documents. Removing a link does not delete the document from the project.

Create equipment first

An equipment record must exist before documents can be linked to it.

Manage document records

Archive and restore documents

Archive documents that should no longer appear in the live grid but may be needed later.

1. Select the documents to archive.
2. Select Archive.
3. In Archive n document(s)?, select Confirm.

To restore archived documents:

1. Open the menu beside Documents and select Go to Archive.
2. Select the documents to restore.
3. Select Un-archive and confirm.
4. Select Go to Live to return to the live document view.

Delete documents

Deleting a document is permanent. It is not moved to a Trash view.

1. Select the documents to delete.
2. Select Delete.
3. Read the warning and select OK to confirm.

Deleted documents cannot be retrieved and are automatically unlinked from equipment. Documents supplied through Account Resources are not deleted by this operation.

Deletion is permanent

Use Archive when a document or its history may still be needed. Consider creating a project backup before deleting multiple documents.

Troubleshooting

Issue	What to check
A document cannot be added	Confirm that Doc Type, Document No, Issue, and File are complete.
The wrong documents appear in an update	Check Selection Count before opening Update.
A document cannot be found	Check active filters and whether you are viewing Live or Archive.
A document does not open in the viewer	Try View in Tab or Download.
A document is missing from the linking grid	Documents already linked to the selected equipment are hidden.
A document cannot be deleted	Documents supplied through Account Resources are protected from project-level deletion.

Related topics

• Managing equipment — create equipment and manage its links
• Filtering and sorting — narrow and arrange the document grid
• Selecting items — control which documents an action affects
• Documents reference — document types, fields, and grid controls
• Account resources — manage documents shared across projects