The document library

The Library keeps facility documents available to the people doing the work instead of leaving them buried in email, shared drives, or a filing cabinet. Store a document once, then link it wherever your team needs it.

Think “store once, surface in context”

The Library is the shared source. Assets, locations, manufacturers, Life Safety records, and work orders are the places where the document becomes useful during actual work.

Add a document

1. Open Library → Documents.
2. Select + Add document.
3. Enter a clear Title.
4. Choose the Type — Manual, Diagram, Spec sheet, Warranty, or Other.
5. Add the file and a description when useful.
6. Select Add to library.

Use a human-readable title

RTU-3 service manual is more useful than manual_final_v2.pdf. Name the document the way someone would search for it later.

Link documents to the right records

Where a Documents panel is available, you can either attach an existing Library item or upload a new document directly from that record.

Action	What it does
Attach existing	Links a document already stored in the Library
Upload document	Creates the Library item and links it in one step

Removing a link from one record does not delete the Library document itself. One document can be linked to several records without creating duplicate copies.

Decide where a document belongs

Document	Useful links
Equipment manual	Asset + Manufacturer
Warranty	Asset
Floor plan / shutoff diagram	Location
Inspection certificate	Relevant Life Safety record
Vendor job document	Related work order

Link it where the next person will look

A document can be perfectly filed and still hard to use. If a technician will need it while looking at an asset or work order, link it there too.

Keep the Library usable

Use consistent titles, avoid duplicate uploads, and replace outdated files when a newer version should become the team’s reference.

Do not let old versions become the default

When a superseded manual, diagram, or warranty document could create confusion, make sure the current version is clearly identifiable and linked to the active record.

Reference document or procedure?

Use the Document Library for files someone reads or references. Use Procedures for repeatable step-by-step work that should become a checklist.

Next step

For reusable maintenance instructions, continue with Procedures.