Overview
Beyond locations, you can attach documents to asset types and individual assets to keep relevant information right where you need it. This makes it easy to link maintenance manuals to equipment types, attach inspection certificates to specific assets, or provide operating instructions directly alongside the asset itself.
When you attach documents to an asset type (like "Fire Extinguisher"), every individual instance of that asset automatically inherits those documents. This saves time and ensures everyone has access to the same information for similar equipment.
Before You Start
You'll need the Manager role for the Premises module to attach documents
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 Asset Types
Asset types (also called asset definitions) represent categories of equipment or items, like "Fire Extinguisher" or "Air Conditioning Unit." Documents attached to an asset type are inherited by every individual asset of that type.
To attach documents to an asset type:
Navigate to Premises in the main navigation
Click Asset Types in the Premises section
Find and open the asset type you want to work with
Scroll to the Documents section
Click the Attach Documents button
The document selector will appear, showing all available documents.
Select the documents you want to attach (for example, a maintenance manual or safety data sheet)
Click Attach [number] Documents to confirm
These documents will now appear for every individual asset of this type. For example, if you attach a fire extinguisher maintenance guide to the "Fire Extinguisher" asset type, all 15 fire extinguishers in your building will show that guide.
Attaching Documents to Individual Assets
Individual assets (also called asset instances) are specific pieces of equipment, like "Fire Extinguisher FE-001 in Kitchen." You can attach documents directly to individual assets for asset-specific information like inspection records or warranty certificates.
To attach documents to an individual asset:
Navigate to Premises in the main navigation
Click Assets in the Premises section
Find and open the specific asset you want to work with
Scroll to the Documents section
Click the Attach Documents button
Select the documents you want to attach
Click Attach [number] Documents to confirm
The asset's Documents section will show both:
Attached Documents - Documents specific to this individual asset
From [Asset Type Name] - Documents inherited from the asset type (marked with a blue badge)
Understanding Document Inheritance for Assets
Asset documents work similarly to location documents with parent-child relationships:
Asset Type Documents are inherited by all individual assets of that type
Asset-Specific Documents are only visible on that particular asset
For example:
Attach a "Fire Extinguisher Maintenance Guide" to the asset type "Fire Extinguisher"
All fire extinguishers automatically show this guide
Attach a specific inspection certificate to "Fire Extinguisher FE-001"
Only FE-001 shows the inspection certificate, but it also inherits the maintenance guide
Making Asset Documents Publicly Accessible
Just like location documents, you can make asset documents publicly accessible via QR code scanning. This is useful for equipment manuals, safety instructions, or emergency procedures.
To enable public access:
Find the document in the asset's Documents section
Look for the Public toggle switch next to the document
Turn the switch on
When enabled, anyone who scans the asset's QR code can view that document without logging in.
Common Questions
Should I attach documents to the asset type or to individual assets?
Attach documents that apply to all assets of that type (like manuals or safety data sheets) to the asset type. Attach documents specific to one asset (like inspection records or warranty certificates for that particular unit) to the individual asset.
What happens to attached documents if I change an asset's type?
Documents directly attached to the individual asset stay with it. However, the inherited documents will change to reflect the new asset type's documents.
Can I attach the same document to multiple asset types?
Yes. A document can be attached to as many asset types or individual assets as needed.
Why can't I see the "Attach Documents" button?
You need the Manager role for the Premises module. Contact your site administrator to request this access in Settings > User Management.
What's the difference between attaching to an asset type versus an individual asset?
Asset Type: The document appears on every individual asset of that type (inherited)
Individual Asset: The document appears only on that specific asset
Think of it like this: attach the owner's manual to the asset type (all air conditioners need it), but attach the warranty certificate to the individual asset (only that specific unit has that warranty).
Can I override inherited documents from an asset type?
You can't remove inherited documents from an individual asset, but you can attach additional documents or different versions directly to the individual asset. Both the inherited and directly-attached documents will be visible.