Embedded Files
Here's how to add an individual document requirement and associated file to an asset.
We can also set up Asset Type Requirements for you (See here), so all assets of the same type automatically get the same inspection. Just get in touch with us to chat with us.
Go to the 'Manage Asset' page, as described in the Asset Overview article, and click on the asset you want to check out.
Scroll down to the Documents section
On the next screen, select a document type based on what file you expect to be uploading.
Or you can re-use a pre existing document template shown beneath
Now, fill out these fields:
Title
Name of the document eg 'Annual Inspection' or 'Service Manual'
Visible to:
Visible to - choose from:
Anyone with a valid link or QR code (default)
All users with access - ie logged in users
Managers with access - users with manager access
We advise keeping as much documentation with the first option so that employees can read by scanning the asset QR or accessing in system.
Severity of the task - Tasks appear in severity order on the site when due.
Path
Path determines the file name and the folder which it sits in.
The system will now pre-populate from existing folders (if there are any) or you can choose not to put it in a folder which will be the bottom option.
Click on the option you want, or you can edit or free type the path.
The folder in this example is policies so that sits before the / symbol.
So the format is:
[folder]/[filename]
Or you can add more sub folders:
[folder]/[subfolder/[filename]
Note - you can always edit the document after you have created it to change the folder by editing the path
Submit interval - How often the document should be revised , e.g., every year or month. (or leave as none if you don't need to revise it on a set schedule)
Lead time - When the task will be created to notify you. 'None' means you'll be notified on the due date.
Task Title - should fill in by default - we recommend leaving this.
Task message - Add a custom message if you want that will show when the task is due, otherwise leave blank.
Scroll down and you can add the document - if you don't at this stage then a task will be created for this to be added.
Add the file and then in the 'Date of document' field add the date of the document. This date will be used by the system to correctly create the due date based on the submit interval you added in the previous step.
Then click '+Save document' and you're done:
Corrective Action
Corrective Action
Found an Issue? Add a Corrective Action!
If an issue has been identified that relates to this document (like a defect found during an annual inspection) then you will need to manually add a corrective action. Here's how:
From the Manage Asset screen, click on 'View' in the top right hand corner OR from the site inbox, click on Assets in the top bar and head to the asset.
Now click on 'Report Something' in the top right.
Then choose the 'Create an action' option
Enter the issue that has been found along with any relevant documents or photos then click on submit.
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