Associating documents with records

Associate existing documents with records using the Documents tab on any record in the system. Attach documents to work orders, equipment, customer requests, parts, task plans, standard work orders, call center records, and most records in the system. For example, a technician creating an equipment record can attach schematics, drawings, or warranty documents to the equipment record.

Optionally, when associating documents to work orders or purchase order records, specify if the document is copied or printed with the work orders. You may also associate documents to task plan jobs on the Jobs and Documents tabs of the Task Plans form.

The copy and print options displayed on the Documents pop-up window change dynamically depending on the record to which you are linking a document. Documents can be of any file type. The documents being associated must have already been created using the Documents form.

Note: You can only print document attachments that are Adobe Acrobat Portable Document Format (.PDF) files for work orders.
  1. On any form, click the Documents tab.
  2. Click Add Document.
  3. Specify this information:
    Document
    Specify the document to associate.

    Choose one or more of the following options as necessary:

    • Print with Work Order/Print with Purchase Order
      Select to enable the option to print document attachments when you print the work order or purchase order. If selected, the .PDF attachments from the purchase order or work order are printed.

      Print with Work Order is only displayed for document attachments associated with assets, systems, positions, categories, profiles, work orders, and preventive maintenance schedules. Print with Purchase Order is only displayed for documents associated with parts and purchase orders.

    • Copy to Work Order/Copy to Purchase Order
      Select to enable the option to copy any document attachments associated with a part on a purchase order line to the purchase order or to copy any document attachments associated with a piece of equipment on a work order to the work order. If selected, the document attachments from the part, equipment, PM, or standard work order are copied to the purchase order or new work order.
      Copy to Work Order is only displayed for document attachments associated with the OBJ, STWO, or PPM entities. Copy to Purchase Order is only displayed for document attachments associated with the PART entity.
      Note: You can only select to copy a document attachment to a purchase order or work order when you originally create the purchase order or work order. After saving a purchase order or work order to the database, modifying the copy settings for document attachments for a part, equipment, PM, or standard work order will not roll down and affect any existing purchase orders or work orders. Any changes made to the copy settings for document attachments after initially saving them to the database will only affect any purchase orders or work orders for the part, equipment, PM, or standard work order when a new purchase order or work order is generated for the modified part, equipment, PM, or standard work order.

      Choose one of the following options:

      • Copy Link
        Select to copy the link to the document.
      • Copy Document
        Select to make a copy the document and link the copy to the work order.
    • Print with Report
      Select to enable the option to print document attachments when you print reports. If selected, the .PDF attachments from the report are printed.

      Print with Report is not displayed for document attachments associated with assets, systems, positions, work orders, parts, purchase orders, or customer requests.

      Note:  Although the Print with Report check box is available on all entities, only some reports support the Print Attachments option.
  4. Optionally, to view a document before you save the record, click View Document.
  5. Click Save.