Documents
Manuals, drawings, photos, warranties, and certificates - attached to their records, plus a standalone folder-organized library.
AssetLab has two homes for files, and they're separate:
- Record attachments live on the asset, building, work order, project, or compliance record they describe, and stay there.
- The document library under Documents is its own standalone store with a folder tree - for files that belong to the organization rather than to one record (policies, master drawings, templates, studies).
Attaching documents
Nearly every record type accepts attachments:
| Attach to | Typical documents |
|---|---|
| Asset | O&M manual, warranty, startup report, nameplate photo |
| Building / site | As-builts, roof reports, BCA studies |
| Work order | Before/after photos, contractor service report |
| Compliance record | Inspection certificate, TSSA/ESA paperwork |
| Contract | The signed agreement, insurance certificates |
| Project | Tenders, drawings, consultant reports - with folder structure |
Uploads accept the formats you'd expect - PDF, images, Office files. Photos taken on a phone during a work order attach directly from the camera.
The document library
Documents is a folder-organized library, not an aggregation of record attachments - files attached to an asset or work order don't appear here. Create folders, upload into them, and move documents between folders as the structure evolves. Finding things is deliberately simple: navigate the folder tree, or search by document name and description. There are no type, linked-record, or date filters.
Storage and access
- Files are stored privately in Canadian-resident storage; every download link is access-checked against your organization and role. There are no public URLs.
- Requesters see only images they themselves attached to their requests - never the document library.
- Deleting a record prompts about its attachments; orphaned files are cleaned up automatically.
Practical patterns
- Warranty in two places: attach the document to the asset and record the expiry date in a custom field - the file is the proof, the field is the filter.
- Photos on completion: make before/after photos part of your work order closing habit (or require them via forms).
- Building-level for building-wide: don't attach the BCA study to 300 assets; it lives on the building.