Assetas support

Documents

A "document" represents any file that you want to capture and track.  Documents can be in any format, including PDF, MS Word, and photos.  Each document can be associated with assets, contacts, and tasks.  Supporting each major record with support documentation will increase confidence in the database, provide easy access by storing all files in one place, and reduce the time required during audit activities.

Search for a document | Upload one documentAdd associated records | Bulk load documentsManage documentsRelated topics

 
  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.  Edit these records to ensure they are appropriately associated with assets, contacts, or tasks.

    • "Search" will display the full list of every document.

Search for a document

Tips for searching

  • Enter text into the Search box to see results dynamically update.

  • 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 columns headers to sort that field alphabetically.

  1. Expand the "Documents" menu on the sidebar navigation. 

  2. Select "Upload" to upload a new document.

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

  4. Select "Save" upon completion.

Upload one document

For instructions on how to bulk load assets, see Bulk upload documents

 
Upload New Document

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

Populate the following fields:

  • File to Upload*: Select the file to upload.   

  • 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  (Change the status when documents are no longer current.)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.  

Document Associations (optional, though at least one is recommended)

​Populate at least one of the following fields.

  • 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. 

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

If you have just finished adding a new document, skip to Step 5.

  1. Expand "Documents" on the sidebar navigation

  2. Select the "Search" option.

  3. Locate the document record. 

  4. Select the View/Edit button for the desired document.

  5. Select the "Add" button in the desired Associated section.

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

  7. Select "Save" upon completion.

Add associated records

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

  1. 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.

  2. Associated contacts often track personnel records such as training certificates or inspection forms.

  3. Associated tasks can document the before and after pictures of 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.

 
  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.

Bulk upload documents
 
Upload New Document

Populate the following fields:

  • Type*: Select the type of the 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 Enter after each tag.  

  • Description: Enter a text description of the document.  

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

Document Associations (optional, though at least one is recommended)

​Populate at least one of the following fields.

  • 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.

    • Open your file explorer to drag-and-drop the files into the designated area.

    • 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.

  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.  Edit these records to ensure they are appropriately associated with assets, contacts, or tasks.

    • "Search" will display the full list of every document.

  3. 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.

Manage documents