# Documents

> Manuals, drawings, photos, warranties, and certificates - attached to their records, plus a standalone folder-organized library.

Source: https://app.assetlab.ca/docs/asset-management/documents

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](/docs/cmms/compliance) | Inspection certificate, TSSA/ESA paperwork |
| [Contract](/docs/cmms/contracts) | The signed agreement, insurance certificates |
| [Project](/docs/projects) | 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.

> [!note] Documents are workspace-scoped: infrastructure and facilities workspace members each see their own workspace's documents, plus shared documents not tagged to either workspace.

## 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](/docs/cmms/requester-portal) 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.

> [!tip] Name files for the reader, not the scanner: "RTU-2 compressor warranty 2027.pdf" beats "scan_0093.pdf". Search matches names.

## Practical patterns

1. **Warranty in two places:** attach the document to the asset *and* record the expiry date in a [custom field](/docs/asset-management/custom-fields) - the file is the proof, the field is the filter.
2. **Photos on completion:** make before/after photos part of your work order closing habit (or require them via [forms](/docs/cmms/forms-and-inspections)).
3. **Building-level for building-wide:** don't attach the BCA study to 300 assets; it lives on the building.