Asset documents¶
Enterprise feature
Asset documents are part of asset management, available on the Enterprise plan. Compare plans to find the right fit for your business.
Every asset can carry its own document library — manuals, warranty certificates, inspection photos, purchase invoices, and compliance paperwork. When a tech opens an asset on their phone in the field, the right paperwork is one tap away instead of a phone call back to the office.
What you can upload¶
Each asset has a dedicated Documents tab where you can attach any combination of:
| Document type | Typical use |
|---|---|
| Photo | Nameplate shots, install photos, condition snapshots |
| Manual | Manufacturer manuals, installation guides, troubleshooting PDFs |
| Certificate | Calibration certificates, safety certifications, training records |
| Purchase invoice | The original purchase receipt or invoice for the asset |
| Contract | Service agreements, lease documents, vendor contracts |
| Specification | Spec sheets and technical drawings |
| Inspection report | Periodic inspection results, audit findings |
| Other | Anything that doesn't fit the categories above |
Supported file types¶
| Specification | Details |
|---|---|
| Documents | PDF, DOCX, DOC, TXT, XLSX, XLS, CSV |
| Images | PNG, JPG, JPEG, WebP |
| Maximum file size | 20 MB per file |
| Default limit | Up to 50 documents per asset (configurable) |
File size limit
Files larger than 20 MB are rejected during upload. Most scanned PDFs and smartphone photos fall well within this limit. For high-resolution scans, save as a compressed PDF before uploading.
Uploading a document¶
- Open the Assets dashboard and click into the asset you want to attach a file to.
- Switch to the Documents tab.
- Click Upload Document.
- In the upload window:
- Asset — confirm the right asset is selected (or pick a different one).
- File — choose the file from your computer or device.
- Document type — pick the closest match from the list above. This drives filtering later.
- Description — optional, but worth adding. A short note like "Replacement filter spec — 2026 model" makes the file easy to find six months from now.
- Click Upload.
The file is checked for viruses on upload and only becomes available once it passes that scan. If a file fails the scan, the upload is rejected and nothing is stored.
Use descriptive file names
The original file name is preserved when you upload. Renaming a file to something specific before upload — for example, furnace-A12-warranty-2026-2031.pdf — makes searching far easier later on.
Finding documents¶
The Documents tab gives you three ways to narrow things down:
- Search — type any part of a filename or description. Matching documents filter as you type.
- Document type filter — show only manuals, only certificates, only photos, and so on.
- Asset filter — show documents attached to a specific asset, or leave empty to see everything.
A summary panel at the top shows the total document count, total storage used, your per-asset limit, and how many distinct document types are in play. It's a quick way to spot when an asset is approaching its document cap.
Downloading and previewing¶
Click any document row to download or preview the file. Downloads are served through a short-lived secure link — anyone receiving a download URL has about an hour to use it before the link expires and a fresh one has to be generated. This protects asset documents from being shared outside your team by a stale URL.
Sharing with technicians¶
Documents attached to an asset are automatically visible to assigned technicians in the Mobile Technician App. When a tech taps an asset on their phone, the document list comes with it — manuals, warranty certificates, the lot. No second login, no email forwarding, no "I'll send it when I get back to the office."
This is the main reason asset documents are worth the upload effort upfront: every doc you attach today saves a phone call later when a tech is on a roof in the rain trying to remember a part number.
Standard documents to attach for every asset
A short checklist that pays off fast:
- Nameplate photo (model and serial visible)
- Manufacturer's manual (PDF)
- Original purchase invoice
- Warranty certificate (also recorded under Warranties)
- Most recent inspection report
Security and virus scanning¶
Every uploaded file is scanned for viruses before it is made available to anyone. If a file fails the scan, it is rejected on upload and never stored. Files that pass are stored encrypted at rest, scoped to your company — no other tenant on the platform can see or download them.
Filename and MIME type are encrypted in the database, so even back-end logs and database exports don't leak the file's original name or type to anyone outside your tenant.
Executable files are rejected
Files that look like executables (.exe, .dll, server scripts, and similar) are blocked at the upload layer regardless of what extension you give them. The platform inspects the actual file contents, not just the file extension.
Deleting a document¶
To remove a document, click the delete action on the row in the Documents table and confirm. Deletions are permanent — there is no recycle bin, so make sure you actually want the file gone before confirming. The deletion is also recorded in the audit log for the asset, so you'll always have a record of who removed what and when.
Document limits and storage¶
| Plan | Per-asset document limit |
|---|---|
| Free / Pro | Asset documents not available |
| Enterprise | 50 documents per asset (default — adjustable) |
The per-asset limit is configurable for Enterprise customers; if you regularly exceed 50 documents per asset, contact support to discuss a higher cap.
Limit applies per asset
The document limit is per individual asset, not company-wide. A 200-asset fleet on the default 50-doc limit can store up to 10,000 documents in total — most companies use a small fraction of that.
Frequently asked questions¶
Can technicians upload documents from the mobile app?
Yes. Technicians can attach photos and documents to an asset directly from the mobile app — useful for capturing nameplate photos or post-inspection paperwork on-site.
Can I attach the same document to multiple assets?
Each upload is attached to one asset. If you have a document that applies to many assets — for example, a manufacturer recall notice — upload it once per asset, or attach it at the asset type level so it covers every asset of that type.
What happens when an asset is deleted?
Documents attached to a deleted asset are removed along with the asset record. Export anything you want to keep before deleting an asset.
Are documents included in asset reports?
Asset reports include a document count per asset and links back to the asset record. The actual files aren't embedded into report PDFs — they stay accessible from the Documents tab.