Managing Document Relationships
Why Managing Document Relationships
Once documents are attached to locations or assets, you may need to remove attachments that are no longer relevant or control which documents are publicly accessible via QR code. Managing these relationships keeps your attachments organized and ensures people see only the information they need. Removing an attachment does not delete the document from your library—it only removes the connection to that location or asset.
Before You Start
You need the Manager role for the Premises module. If you don't see the remove button or Public toggle, ask your site administrator to update your permissions in Settings > User Management.
How to Remove a Document Attachment
Go to the location or asset where the document is attached
Scroll to the Documents section
Find the document and click the X button next to it
Confirm removal in the dialog
The document is removed from this location or asset but remains in your document library and any other places where it's attached.
How to Control Public Visibility
The Public toggle controls whether anyone who scans the location or asset's QR code can view the document without logging in.
To make a document public: Find it in the Documents section and turn the Public toggle on.
To require login: Turn the Public toggle off.
Enable public visibility for emergency procedures, visitor information, or equipment instructions. Keep it off for confidential or sensitive documents.
Understanding Document Inheritance
Child entities inherit documents from their parents: rooms inherit from buildings, individual assets inherit from their asset model. Inherited documents show a blue badge (e.g. "From Main Building" or "From Fire Extinguisher").
You cannot remove inherited documents from a child. To remove one, go to the parent entity and remove the attachment there—it will disappear from all children that inherited it. Documents directly attached to the child stay with it and can be removed with the X button.
Common Questions
If I remove an attachment, does it delete the document? No. The document stays in your library and any other locations or assets where it's attached.
Can I remove inherited documents from a child? No. Go to the parent (building or asset model) and remove the attachment there. That removes it from all children that inherited it.
How do I tell inherited from directly-attached documents? Inherited documents have a blue badge showing their source. Directly-attached documents have no badge and show an X button for removal.
What happens to public visibility when I move a room or change an asset's model? Documents directly attached to the entity keep their public visibility settings. Inherited documents reflect the new parent's attachments.