Attaching Documents to Other Entities
Beyond locations, you can attach documents to asset models and individual assets so policies and procedures appear right where your team needs them. When you attach a document to an asset model (like Fire Extinguisher), every individual asset of that model automatically inherits it—so you don't have to attach the same fire equipment policy to 15 fire extinguishers. Attach documents specific to one asset directly to that asset instead.
Before You Start
You need the Manager role for the Premises module. 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 an Asset Model
Go to Premises > Assets
Open the More asset options (…) menu, choose Asset Models, and open the asset model you want (e.g. Fire Extinguisher)
Scroll to the Documents section and click Attach Documents
Select the documents you want (e.g. fire equipment policy, operating procedure) and click Attach [number] Documents
Every individual asset of that model will now show these documents. Use asset models for policies and procedures that apply to all similar equipment.
How to Attach Documents to an Individual Asset
Go to Premises in the main navigation
Click Assets and open the specific asset you want
Scroll to the Documents section and click Attach Documents
Select the documents you want and click Attach [number] Documents
The asset's Documents section shows Attached Documents (specific to this asset) and From [Asset Model Name] (inherited from the model, with a blue badge). Use individual assets for policies or procedures that apply only to that unit.
How to Make Asset Documents Publicly Accessible
Find the document in the asset's Documents section
Turn the Public toggle on next to the document
Anyone who scans the asset's QR code can view that document without logging in.
Common Questions
Should I attach to the asset model or the individual asset? Attach policies and procedures that apply to all assets of that model (e.g. fire equipment policy) to the asset model. Attach documents specific to one unit to the individual asset.
What happens if I change an asset's model? Documents directly attached to the asset stay with it. Inherited documents update to reflect the new asset model.
Can I remove inherited documents from an individual asset? No. Inherited documents can only be removed from the asset model; that removes them from all assets of that model. You can attach additional documents directly to the individual asset.