Associating documents

Associate documents with records using the Documents page and specify whether the system copies and/or prints document attachments linked to work orders. For example, a technician who created an equipment record needs to attach a document to the record, e.g., schematics, drawings, warranties, etc.

The copy and print options displayed on the Documents popup 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.

To associate documents:

From any form, click the Documents tab.
Click Add Document.
Document—Enter the document to associate. The system automatically populates the Document Description.
Choose one or more of the following options as necessary:
- Print with Work Order/Print with Purchase Order—Select to enable the system to print document attachments when you print the work order or purchase order. If selected, the system prints the .PDF attachments from the purchase order or work order.
  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 system 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 system copies the document attachments from the part, equipment, PM, or standard work order 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 system to print document attachments when you print reports. If selected, the system prints the .PDF attachments from the report.
  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 checkbox is available on all entities, only some reports support the Print Attachments option.
Click Save. The system updates the Documents list.

Note: To view a document before you save the record, click View Document.
To upload a document after you save the document association, click Upload Document.See Uploading documents.