Related Documents (AiM)

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 and locate 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

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)

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

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

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.

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

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.

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 for the other assets, Attach (i.e., link to), pointing 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).

1. From the main Related Documents screen, select 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.

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.

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.

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

4. Hit Add to open a New Document.

5. Click on Browse

6. Locate the new document on your computer.

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

7. Click Next at the top-left of your screen

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.

2. 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.

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

4. 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).

Add Attributes

From the Add Meta Data section, you can click Next (top-left corner) to get to the next section, Add Attributes.

Add Permissions

1. Click Next again to reach the Add Permissions screen.

2. To add Permissions, click Load (screenshot, below) This will populate a list of Roles.

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

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

5. Click Next (top-left)

Attach Button

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

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.

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

Remove a Document

1. From your main Related Documents screen, select the document you wish to remove.

2. Click Remove

3. Click Yes to confirm you want to delete your selection.

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

Link an External URL

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

1. Click on the Linkbutton. 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

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