Document Linking
The purpose of the document linking functionality is to link a document record that has been added to the On Key document library to one or many entities. An example of this could be an instruction manual of how to repair an asset type. This instruction manual can be created as a document record and then linked to a specific asset type. Upon syncing, the instruction manual will be inherited to the child assets, asset components and asset component placeholders when set and linked.
Document linking functionality is available on the following entities:
- Alarms
- Cost centres
- Cost elements
- General ledgers
- Monitoring points
- Placeholder asset components
- Placeholder asset type components
- Placeholder asset types
- Placeholder assets
- Regular asset components
- Regular asset tasks*
- Regular asset type components
- Regular asset type tasks*
- Regular asset types
- Regular assets
- Resources
- Sections
- Sites
- Users
- Work order tasks
- Work orders
- Work requests.
*Auto linking of documents to work order and work order tasks
When a document is linked to a regular asset type task or regular asset task record, the user is prompted to specify whether the document link should be copied to any new work orders or work order tasks that are linked to the regular asset type task or regular asset task. Refer to Document Screen for more information.
Keep in mind
- Document linking differs from file attachments. With file attachments, a specific document / file is attached to a single record itself, not to an entity. The document / file belongs to that record and cannot be reused. Refer to File Attachments for more information.
- Multiple documents can be linked to an entity.
- Duplicate document records cannot be linked to an entity.
- An existing document linked to an entity may be set inactive/active.
- If the original document is updated in the Document Records entity, changes will be applied to linked objects.
- No changes to regular asset task or regular asset type documents will be applied to linked work order or work order task records.
- The Asset value specified on a work order may not be changed if the work order has a copied regular asset task document linked to it.
- If the regular asset type task or regular asset task document link is inactive, it is not added to the linked work order or work order task.
- Any changes made to a regular asset type task- or regular asset task document after it is copied to a work order or work order task are not applied to the work order or work order task. This includes setting the document to inactive and deleting the document.