Attaching Documents to Locations
Why Attaching Documents to Locations
Document attachments connect your policies, procedures, and other important documents directly to physical locations like buildings and rooms. Staff can access the right information exactly where they need it—whether viewing a location on their computer or scanning a QR code on-site. Child locations (like rooms within a building) automatically inherit documents from their parent locations, so you don't need to attach the same fire safety policy to every room individually.
Before You Start
You need the Manager role for the Premises module to attach documents. Documents must already exist in your document library. If you don't see Attach Documents, ask your site administrator to update your permissions in Settings > User Management.
How to Attach Documents to a Location
Go to Premises in the main navigation
Find and open the location (building or room) where you want to attach documents
Scroll to the Documents section on the location details page
Click Attach Documents
Browse or search for documents, then check the boxes next to each one you want to add
Click Attach [number] Documents
Documents appear in the location's Documents section immediately. Staff can click any document name to view it.
How to Make a Document Publicly Accessible
By default, attached documents require users to be logged in. You can make specific documents publicly accessible via QR code scanning—useful for emergency procedures or visitor information.
Find the document in the location's Documents section
Turn the Public toggle on next to the document
Anyone who scans the location's QR code can view that document without logging in.
Common Questions
Can I attach the same document to multiple locations? Yes. A document can be attached to as many locations as you need.
Do I need to attach documents to child locations separately? No. Child locations automatically inherit documents from their parents. You only need to attach location-specific documents directly to child locations.
What happens to attached documents if I move a room to a different building? Documents directly attached to the room stay with it. Inherited documents will reflect the new parent building's documents.
Why can't I see the Attach Documents button? You need the Manager role for Premises. Contact your site administrator to request this access.