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
  • Standard tasks*
  • 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 standard task, 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 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 may be linked to an entity.
  • Duplicate document records may not be linked to an entity.
  • An existing document linked to an entity may be set inactive/active.
  • When a document is linked to a standard task, regular asset task or regular asset type task, documents are only added to newly configured work orders and work order tasks. Documents are not added to previously configured work orders and work order tasks assigned to the relevant task.
  • If the standard task-, regular asset type task- or regular asset task document link is inactive, it is not added to linked work orders and work order tasks.
  • Any changes made to a standard task, 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.
  • If the original document is updated in the Document Records entity, changes will be applied to linked objects.
  • If a global standard task document is edited, the linked standard task document is updated wherever it is used, except on work orders.
  • If the inheritance link to the global standard task in the asset- or asset type tree is broken by saving a linked standard task as an original task, any changes made to the global standard task document will not be applied to the original task document. Is Inherited on the Documents tab will be set to false.
  • If the inheritance link to the global standard task in the asset- or asset type tree is maintained, any changes made to the global standard task document will be applied to linked standard task documents. Is Inherited on the Documents tab will be set to true.
  • 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.