Overview
Document attachments connect your policies, procedures, and other important documents directly to physical locations like buildings and rooms. This makes it easy for staff to access the right information exactly where they need it—whether they're viewing a location on their computer or scanning a QR code on-site.
When documents are attached to a location, anyone with access to that location can view them. Even better, 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'll need the Manager role for the Premises module to attach documents to locations
The documents you want to attach must already exist in your document library
If you can't see the Attach Documents button, ask your site administrator to update your permissions in Settings > User Management
Attaching Documents to a Location
Navigate 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 the Attach Documents button
The document selector will appear, showing all available documents from your library.
Browse or search for documents you want to attach
Check the boxes next to each document you want to add
Click Attach [number] Documents to confirm
The documents will appear in the location's Documents section immediately. Staff can now click on any document name to view it.
Understanding Parent Location Documents
When viewing a location's documents, you'll see two types:
Attached Documents - Documents directly attached to this specific location
Parent Location Documents - Documents inherited from parent locations (marked with a blue "From [parent name]" badge)
For example, if you attach a building evacuation plan to the main building, all rooms inside that building will automatically show that document under "Parent Location Documents." This inheritance saves time and ensures important information is always available where it's needed.
Making Documents Publicly Accessible
By default, attached documents require users to be logged in to view them. However, you can make specific documents publicly accessible via QR code scanning—perfect for emergency procedures or visitor information.
To enable public access for a document:
Find the document in the location's Documents section
Look for the Public toggle switch next to the document
Turn the switch on to make the document publicly accessible
When enabled, anyone who scans the location's QR code can view that document, even without logging in. This is particularly useful for fire safety instructions, visitor guidelines, or emergency contact information.
Common Questions
Can I attach the same document to multiple locations?
Yes. A document can be attached to as many locations as you need. This is common for organization-wide policies that apply everywhere.
What happens to attached documents if I move a room to a different building?
Documents directly attached to the room stay with it. However, the inherited documents will change to reflect the new parent building's documents.
Can I attach documents to both buildings and rooms?
Yes. You can attach documents at any level of your location hierarchy. Buildings often have documents like evacuation plans, while rooms might have equipment manuals or cleaning procedures specific to that space.
Why can't I see the "Attach Documents" button?
You need the Manager role for the Premises module to attach documents. Contact your site administrator to request this access if you need it.
What types of documents can I attach?
You can attach any document from your document library, whether it's an uploaded file (PDF, Word, etc.) or a document created in the editor. The document must already exist in your library before you can attach it to a location.
Do I need to attach documents to child locations separately?
No. Child locations automatically inherit documents from their parents. For example, if you attach a health and safety policy to a building, all rooms in that building will show it under "Parent Location Documents." You only need to attach location-specific documents directly to child locations.