Documents

Documents can be associated with records throughout Maintenance Connection. Most modules include an Attach tab that provides access to documents associated with the record. There are four types of documents that can be associated with records:

• Library Link: A file uploaded to the Documents module, such as a PDF.

• Library Document: A document created directly in the Documents module.

• Record Link: A file uploaded directly to a record (not stored in the Documents module).

• External Link: A URL link to an external site or document, also stored in the Documents module.

Documents stored on a procedure are populated onto any work orders tied to the procedure. Documents from other associated records, such assets or labor, only show on the Work Order Documents tab if the given record has the Display Link on WO check box selected. These records are delineated as such on the Documents tab with their own header (Asset/Location).

Document versions and snapshotting

Document Details, as well as applicable Attach pages, include the Document version, which is uneditable for Meridian (externally-sourced) documents, but editable for documents sourced in Maintenance Connection.

[Is the Document Version automatically populated when you update an MC document?]

Document versioning is a compliance tool, as you might need asset documents to remain unchanged in relation to a work order once they are associated with it. You can set up a preference to take a snapshot of the document version at the time of work order creation or issue. This ensures the binding aspects of the document remain what they were at the time you began fulfilling the work order, even if the document is updated afterward.

If you remove an asset from an open work order (not closed, canceled, or denied) and then add another asset (or reattach the original asset), the work order reruns the version snapshot to ensure the proper document version is associated.

Field Descriptions

The following fields are displayed in the Documents List found on an Attach page:

• Document: Name of the document, file, or link.

• Location Type: Indicates whether the document is a Library Link (uploaded to Documents module), Library Document, Record Link (uploaded directly to record) or External Link as described above.

• Display Link on WO/PO: Indicates whether the document should be listed in the Documents section of the Work Order or Purchase Order Report/Printout. If designated to show, a View link displays to open the file, document, or external link.

  This check box is also used to determine if documents tied to an associated record, such as asset or labor, should show on associated work orders. If the check box is selected, the document will show on the Work Order Documents tab. Procedure Documents always propagate to work orders, regardless of whether or not this check box is selected.

  This option is only displayed in modules that propagate documents to the work order module, such as assets, procedures, and labor.

• Append to Printed Work Order/Purchase Order: Indicates whether or not the document content should be printed when the associated work order or purchase order is printed. This check box should only be selected for the following file types: Images, HTML, and PDF.

  This option is only displayed in applicable modules. In addition, the system must be configured to show PDF content through an available preference.

• Append to Emailed Work Order/Purchase Order: Indicates whether or not the document content should be included in an email report that is sent. This check box should only be selected for the following file types: Images, HTML, and PDF.

  This option is only displayed in applicable modules. In addition, the system must be configured to show PDF content through an available preference.