Once you've attached documents to locations or assets, you may need to remove attachments that are no longer relevant or control which documents are publicly accessible. Managing these relationships keeps your document attachments organized and ensures people see only the information they need.

You can remove document attachments, toggle public visibility for QR code access, and understand how inheritance works—all without affecting the original documents in your library.

When a document is no longer relevant to a location or asset, you can remove the attachment. This doesn't delete the document itself—it only removes the connection between the document and that specific location or asset.

To remove a document attachment:

The document will be removed from this location or asset, but it remains in your document library and any other locations or assets where it's attached.

The public visibility toggle controls whether a document is accessible to anyone who scans a location or asset's QR code, even without logging in. This is useful for emergency procedures, visitor information, or equipment operating instructions.

To make a document publicly accessible:

Now anyone who scans the QR code for this location or asset can view this document, even if they're not logged into your organization.

To require login for a document:

Now only logged-in users with appropriate permissions can view the document.

Enable public visibility for documents that:

Keep public visibility off for documents that:

Document inheritance means that child entities automatically show documents from their parents. This applies to:

Inherited documents appear with a blue badge showing where they come from (for example, "From Main Building" or "From Fire Extinguisher").

Important: You cannot remove inherited documents from child entities. To remove an inherited document:

If you want a child entity to have a different document instead, attach the new document directly to the child entity. Both the inherited document and the directly-attached document will be visible.

When you move a location or change an asset's type, the inherited documents automatically update:

If I remove a document attachment, does it delete the document?

No. Removing an attachment only disconnects the document from that location or asset. The document remains in your document library and any other locations or assets where it's attached.

Can I remove inherited documents?

No. Inherited documents can only be removed by going to the parent entity (building or asset type) and removing the attachment there. This removes it from all child entities that inherit it.

What happens if I enable public visibility on a parent location's document?

The public visibility setting applies only to that specific attachment. If you want inherited documents to be public on child locations, you'll need to enable public visibility on each child location separately, or remove the inherited document and attach it directly to child locations with public visibility enabled.

How do I know which documents are inherited versus directly attached?

Inherited documents have a blue badge showing their source (like "From Main Building"). Directly-attached documents don't have this badge and can be removed with the X button.

Can I reorder document attachments?

Currently, documents appear in the order they were attached. To change the order, you would need to remove and re-attach documents in your preferred sequence.

What happens to public visibility if I move an entity?

The public visibility setting stays with the attachment. If you move a room to a different building, documents directly attached to the room keep their public visibility settings.

Regularly review document attachments and remove outdated connections. Too many irrelevant documents make it harder for staff to find what they need.

Attach common documents at the parent level (building or asset type) so they're inherited everywhere. Attach specific documents only where needed.

Always review documents before enabling public visibility. Make sure they don't contain:

Periodically review which documents are publicly accessible by checking the public toggles across your locations and assets. This ensures you're not accidentally exposing confidential information.