Asset Documents

The Asset Documents register is where the technical paperwork for each asset lives — the original equipment manufacturer (OEM) manual, the as-built drawing, the warranty certificate, the latest calibration certificate, and the close-up photo of the nameplate. One row in Beelocity equals one pointer to one file. The bytes themselves stay in whatever storage you already trust (an internal share, an object store, the OEM’s support portal); Beelocity keeps the index, the audit trail, and the cross-link back to the asset.

Open Maintenance → Asset Documents in the sidebar, or jump to the Documents tab on any asset’s detail page to see only the documents attached to that asset.

Why keep documents in Beelocity?

When the night-shift technician opens a work order on Press SN-AL-44720, the first thing they need is the hydraulic schematic. With a maintenance management system that doesn’t track documents, they pull out a phone, search a shared drive, hope the file is still where it was three years ago, and lose ten minutes before they pick up a wrench. With documents attached to the asset, the right manual is one click away from the work-order screen.

Asset Documents also do double duty as a compliance ledger:

• Calibration certificates feed the regulator’s audit (gauges, scales, torque wrenches).
• Warranty certificates back up your warranty-claim flag on work orders.
• Nameplate photos prove model and serial when ordering spares — no more “is that a 7 or a 1?”.

Categories

Each document is tagged with one of six categories. The category drives where the document surfaces on the asset detail page so the right reference is always close to hand.

• Manual — the OEM reference document. Operating manual, service manual, parts catalogue. Technicians consult it during work-order execution; planners use it to design preventive plans.
• Drawing — an engineering drawing. As-built, P&ID, electrical, hydraulic, mechanical. Use this for diagnosis when the physical installation differs from the catalogue version.
• Warranty cert — the signed warranty contract from the OEM or distributor. Pair this with the asset’s warranty end date so the warranty-claim flag on incoming work orders stays accurate.
• Calibration cert — proof the asset was calibrated to a known standard on a specific date. Required for instruments, scales, gauges, and any measurement asset that feeds a regulated work order.
• Photo — a close-up of the nameplate or a key feature. Proves the model number, serial number, and date of manufacture; helpful when ordering spare parts or filing warranty claims.
• Other — anything that doesn’t fit the boxes above. Inspection reports, third-party audits, training records, supplier datasheets.

Creating a document

There are two ways in:

1. From the sidebar, open Maintenance → Asset Documents and click Create. Pick the asset from the dropdown, choose the category, give it a title, paste the URI, and save.
2. From the asset detail page, switch to the Documents tab and click Attach document. The asset is preset, so you only fill in category, title, and the URI.

Fields

• Asset (required) — which asset this document belongs to. Locked at creation — once saved, Beelocity will not let you reassign the document to a different asset. If you attached it to the wrong asset, delete the row and create a new one.
• Category (required) — one of the six values above.
• Title (required) — a short, descriptive name. “CNC mill operating manual rev 4” beats “Manual”.
• File URI (required) — where the file actually lives. A shared-drive URL, an S3-style object-store link, or an external manufacturer page. Anyone who needs to view the document must be able to reach the URI.
• MIME type (optional but recommended) — the file type, like application/pdf or image/jpeg. Lets the preview pane render the file inline.
• Size (bytes) (optional) — used for download-time warnings on slow connections. Leave blank if unknown.
• Active — a flag you can turn off when a document is superseded. Inactive documents stay listed in the asset’s Documents tab — they’re not hidden, just marked with an unticked Active box so you can tell at a glance which references are current. Deactivate rather than delete when you want to keep the history.

Uploader

The uploader is recorded when the document is created — Beelocity fills it in from the user signed in at the time. Once saved, it’s locked: any later edit to the document leaves the uploader untouched. The uploader must belong to the same organization as the document, so you can’t credit someone from another company.

Editing and deleting

Edit reopens the same form. Title, category, file URI, MIME type, size, and Active flag are editable; Asset and Uploaded by are locked.

Delete removes the row from Beelocity. The underlying file at the stored URI is not touched — Beelocity only stores the pointer. If you need to remove the file itself, do that in whichever storage system hosts it.

Sample data

A maintenance team for a metalworking plant in Algiers might attach to its press line:

Total spend for last quarter’s warranty-eligible repairs on this press, drawn from work orders linked to those documents: 245,000 DA — saved on parts and labor that would have otherwise hit the maintenance budget.

Related concepts

• Assets — the equipment register Asset Documents attach to.
• Maintenance Plans — preventive tasks designed against manuals and drawings.
• Work Orders — execution surfaces that consult documents during diagnosis and repair.