Linking and Attaching Documents to Items

Documents can be added to any object in On Key. For example, documents can include pictures, drawings and checklists of the work to be performed, or technical documents about an asset to guide the artisan who is doing the work.

You can add two types of documents to an object:

• Standard Documents — These are reusable documents that have been added to the On Key 'document library'. They are typically general documents that are reused for multiple instances of a specific type of object. For example, you could use this to link a technical specification document to all instances of a Pump asset type.
• Attached Documents — These are object-specific documents that only apply to one instance of an object. These documents can only be viewed from the object they are attached to.  This enables you to attach sensitive documents to objects, without making them available to any other area in On Key. For example, you could use this to attach an invoice for work completed to a work order.

How to Link a Standard Document

To link a standard document to an object, you need to do the following:

1. Open the edit window for the object (eg. work order, asset, task, or staff member) you want to link the standard document to.

2. Click the Documents And Attributes () button on the toolbar and select Documents.
   
   
   

3. In the Standard Document Links section (top), click the Add Documents () button to open the Documents lookup.
   
   
   

4. In the lookup, select the required documents and click the OK button.
   
   
   

5. Click the Save Changes () button.
   
   

Note: The "Copy To Work Order" field is only available for standard documents linked to Asset and Asset Type tasks. This field includes three options:

• Do Not Copy — Document will not be copied to work orders or work order task detail records.
• Copy To Work Order — Document will be copied to work orders that include the asset or asset type task. This document will then be accessible from the Work Order's edit window.
• Copy To Work Order Task — Document will be copied to the work order's task detail record. This document will then be accessible from the Task Detail edit window.

How to Attach a Document Attachment

To attach a document to an object, you need to do the following:

1. Open the edit window for the object (eg. work order, asset, task, or staff member) you want to attach the document to.

2. Click the Documents And Attributes () button on the toolbar and select Documents.
   
   
   

3. In the Document Attachments section (bottom), click the Insert New Record () button to open the Select Documents window.
   
   
   

4. In the Select Documents window, click the Browse button to navigate to, and select the document you want to attach.
   
   
   

5. Select the required document and click Open.
   
   
   

6. Click the Upload button to attach the selected document.
   
   
   

7. Select the Is Restricted check box if you want to restrict access to the document, and then click the Save Changes () button.
   Note: Enable this option if you want to restrict access to the document via On Key Express and the Work Manager app. If the 'Is Restricted' check box is selected, only users who have the "Access Restricted Document Attachments" permission will be able to access the document using On Key Express and the On Key Work Manager app. The document will not be sent to On Key Express and Work Manager app users who do not have the "Access Restricted Document Attachments" permission.
   
   

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