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nameContact - CPFM
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titleUpload File(s)

  1. Locate the Record to which you want to add a document

  2. Click on Related Documents under the left View Menu

  3. In the Related Documents screen, click Edit

  4. Click Add to open a New Document

  5. Click on Browse andlocate the new document on your computer to upload

  6. Alternatively, you could also drag the document from your desktop to the No files selected field

  7. Click Next to navigate to the next section: Add Meta Data

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titleAdd Meta Data

  1. In the Add Meta Data section of New Document, the first field is the Title field. This will automatically populate with the name of the document you uploaded, but you can edit that at this step.

  2. The next field down is Type, or your document type. Click on the spyglass icon to open the Document Type screen.

  3. Once you select your Document Type, you will be taken back to the Add Meta Data section of the New Document screen.

  4. The next field down is called Tags. Enter any tags here that will help users when they’re searching for this document (e.g., UTILITY BILL INVOICE)

  5. Click Next to access the next section of New Document after Add Meta Data, Add Attributes.

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titleAdd Attributes
Info

Note: Add Attributes is only used occasionally on a document type needing attributes. This field enables the user to sequence, describe, set a data type to either string or number, and state whether or not the attribute is required.

From this Add Attributes section of the New Document Screen, Click Next to move on to the Add Permissions section.

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titleAdd Permissions
Note

If your system requires permissions to be placed on a document, contact your System Administrator for the appropriate permissions for the Document Type.

  1. To add permissions, click Load. This will take you to a list of Roles.

  2. Select each Role you will be adding to Permissions.

Info

Note: If you give a set of permissions that don’t include yourself, you will not have access to the document, once saved.

  1. Click Next to return to the first screen, Related Documents.

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titleAttach

The Attach button allows you to search for content that has been loaded into AiM.

  1. Back in the Related Documents screen, click on Attach. This will lead you to a search screen called Select Documents.

  2. You can fill in the appropriate fields to locate the specific document, or just click Execute to see a listing of all available uploaded documents.

  3. Once you have selected the document(s), click Done.

  4. You’ll be taken back to your Related Documents screen, where you can see the chosen document(s) have populated in the Document Listing section of that screen.

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titleAdd vs Attach

There’s a big difference between Add and Attach. Adding a document uploads it to the AiM system. Attaching links to an existing document that has been uploaded to AiM.

Best practice is, e.g., if you have one document you want attached to multiple unique assets, Add the document to one asset, and then for the other assets, use Attach (i.e., link to), pointing/linking to that same originally added document.

If instead, you Add for each asset, you’re uploading the document multiple times (and if that document needs updating, you will have to delete each one and reupload per instance again as well).

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titleRemove

  1. From the main Related Documents screen, check the box next to the document(s) you wish to remove under the Document Listing section.

  2. Click Remove.

  3. Click Yes to confirm you want to delete your selection. In the Document Listing section, the Related Document(s) will no longer be present.

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titleExternal Links

You can also create a Link between AiM and an External URL.

  1. Click on the Link button. This will open the Web Link screen.

  2. Complete the fields for Title, Extra Description (up to 255 characters) and URL (the external web link)

  3. Click on Done to return to the Related Documents screen.

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titleSave

  1. When you have completed all the steps, the last step is always to click Save in the New Document screen.

  2. Click Back to return to your view of the record.

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titleClick here for 👉 Upload File(s)

Upload File(s)

  1. Locate the Record to which you want to add a document.

  2. Click on Related Documents under the left View Menu.

    • The Related Documents View enables users to attach electronic records, such as a documents, spreadsheets, or images from the record on which the user is working.

  3. Click on Edit image-20241014-204957.png

image-20241014-205109.png

  1. Hit Add image-20241014-205209.png to open a New Document.

image-20241014-205243.png

  1. Click on Browse image-20241014-205328.png

  2. Locate the new document on your computer.

    • Alternatively, you could also drag the document over from your desktop to the No files selected field.

  3. Click Nextimage-20241014-205525.png to navigate to the next section: Add Meta Data

image-20241014-205401.png
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titleClick here for 👉 Add Meta Data

Add Meta Data

  1. Notice in the list of links on the left, we are currently in the Add Meta Data section of the New Document.

    • The first/top field in this view is the Title field. This will automatically populate with the name of the document that was uploaded. You have the option to change the Title at this time.

image-20241014-205740.png

  1. The next field is Type or more specifically, Document Type. This is a functional group of documents with a class like General, Image, Invoice, etc. To select your document Type, click the spyglass icon to open the Document Type screen.

image-20241014-205855.png

  1. Once the Document Type has been selected, you will return to the New Document screen.

  2. The next field down is called Tags. Tags assist the user when they’re performing a search for the document. Add in your tags here (e.g., UTILITY BILL INVOICE).

image-20241014-205944.png

  1. Click Next to access the next section of New Document after Add Meta Data, Add Attributes.

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titleClick here for 👉 Add Attributes

Add Attributes

Info

Note: Add Attributes is only used occasionally on a document type needing attributes. This field enables the user to sequence, describe, set a data type to either string or number, and state whether or not the attribute is required.

From this Add Attributes section of the New Document Screen, Click Next to move on to the Add Permissions section.

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titleClick here for 👉 Add Permissions

Add Permissions

Info

Add Permissions assigns roles to the document limiting the users who have access. The Chosen Roles will have access to view and/or editing privileges.

Note

If your system requires permissions to be placed on a document, contact your System Administrator for the appropriate permissions for the Document Type.

  1. To add Permissions, click Load (screenshot, below) image-20241014-210147.png This will populate a list of Roles.

image-20241014-210243.png

  1. Select each Role you will be adding to Permissions.

  2. When a permission is applied to a document and then SAVED – Only individuals with one of those roles will have access to that document.

Info

Note: If you give a set permissions that don’t include yourself, you will not have access to the document, once saved.

  1. Click Next image-20241014-210425.png to return to the first screen, Related Documents.

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titleClick here for 👉 Attach Button

Attach Button

The Attach button allows you to search for content that has been loaded into AiM.

image-20241014-210552.png

  1. The Attach button will lead you to a search screen called Select Documents.

  2. You can fill in the appropriate fields to locate the specific document or just click on Execute to see a listing of all available documents.

  3. Once you have selected the document, click Done.

image-20241014-210750.png

  1. Back in the Related Documents screen, the chosen document will populate on your Document Listing.

image-20241014-210930.png
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titleClick here for 👉 Add vs Attach

Understanding Add versus Attach
To illustrate the difference between Add and Attach, let’s say you have an owner’s manual, and you want to attach it to 5 different Air Handlers.

When the manual has been Added to each Air Handler, what happens when a new manual is released?
👉 Choosing Add would add a copy of the manual to each of the Air Handlers, uploading the document 5 times.
👉 You would have to remove the old copy of the manual and add the new one to every asset individually.

Best Practice - Use Add for the 1st unit and Attach for the other 4
👉 If you Add the manual to the 1st Air Handler, you can then use Attach to the other 4, to link to the same document.

Summary
When you Add the document to the 1st Air Handler, that Adds the document to the AiM system. Then by using Attach for the other units, it will link to the same document.

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titleClick here for 👉 Remove a Document

Remove a Document

  1. From your main Related Documents screen, check the box next to the document(s) you wish to remove, under the Document Listing section.

  2. Click Remove image-20241014-211124.png

  3. Click Yes image-20241014-211151.png to confirm you want to delete your selection.

image-20241014-211225.png

Under the Document Listing, the Related Document will no longer be present.

image-20241014-211305.png
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titleClick here for 👉 External Link(s)

Link an External URL

You can also create a Link between AiM and an External URL. 

image-20241014-211415.png

  1. Click on the Linkimage-20241014-211454.pngbutton. This will open the Web Link screen.

  2. Complete the following fields:

    • Title - Title of the link

    • Extra Description - A description of the document. This can include up to 255 characters.

    • URL - The external web link

image-20241014-211527.png

  1. Click Done image-20241014-211622.png to return to the Related Documents screen.

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titleClick here for 👉 Save

Save

When you have completed each step above and are back at the New Document screen, don’t forget to save.

  1. Click Save image-20241014-211757.png

  2. Click Back image-20241014-211812.png to return to your view to the record.

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