Document Management – 2 of 2

In last week’s post in this series, we reviewed how the Documents Module is used to store document content and links within MC v6.0. In this week’s post we will discuss Miscellaneous Attachments, which provide a quick method to attach multiple file types to a specific record.

Files attached through this feature are tied directly to the given record and are not generally available from other records or modules. For example, if you attached a LOTO (lock out – tag out) to a procedure as a Miscellaneous Attachment, it would only be tied to that specific procedure. If it applied to other procedures, it would have to be individually uploaded to each of them. In contrast, if a LOTO was placed in the Documents Module, it could be referenced from all procedures to which it applied.

Miscellaneous Attachments tied to procedures or assets can automatically be propagated to any associated work orders. It should be noted, however, that Miscellaneous Attachments cannot be designated for inclusion on a printed or emailed work order (or purchase order).

Note: New Work Order Setting Preferences are available to indicate whether or not Miscellaneous Attachments tied to Assets and Procedures should transfer to newly created work orders.

The Miscellaneous Attachments feature can be very valuable for attaching discreet information to a specific record. For example, you might want to attach receipts, invoices or test results to a given work order:

While images are typically stored on the “Images” sub-tab for easy previewing, they can also be attached on the Misc Attachments tab in order to have all information maintained in one place:

More Info…

As mentioned last week, the MC User Connect library has a very helpful guide available to assist in determining the best approach to use:

The document includes a Feature Comparison Table highlighting the differences between the available methods.

Document Management – 1 of 2

Maintenance Connection provides several methods to attach reference documents or files to records in the system. The best feature to use depends on your objectives. Defined documents, images and attachments can all be viewed from the Attach Tab in system modules, but there are several nuances between approaches that can be considered when deciding the method to use.

This two part series will summarize the available methods, highlighting the Documents Module in this first post and the Miscellaneous Attachments feature in the next.

Documents Module

The Documents Module stores both document content and document links within Maintenance Connection, and then references these files throughout the system. This option is often used in the PM/Procedure process to allow commonly used reference documents, such as a schematic or lock out procedure, to automatically propagate to associated work orders. Document Module content and links tied to assets can also automatically be propagated to any work order created for the given asset. Document Module content can also be designated for inclusion on a printed or emailed work order (or purchase order).

Document Module Library Content

The Document Module Library stores content entered directly into Maintenance Connection, inserted as an image, or copied and pasted from Microsoft Word. Once inside the Documents Module, further editing can be performed using the available edit tools.

If designated to print with associated work orders, the content will automatically display on a printed or emailed work order, ensuring that critical information is provided to technicians:

It should be noted that the MC Document Library is designed to maintain smaller content. The Document File Link option described below (or Miscellaneous Attachments) should be used for larger content.

Document Module File Links

The Document Module also stores links to files maintained on an internal file server (or the Internet), allowing organizations to maintain a single source document accessible from multiple locations and applications. As documents are updated at the source, these changes are reflected “real-time” in MC. As with Document Library Content, Document Links placed on procedures or assets will be included on the Attach Tab of all PM Generated Work Orders. They can also be displayed on, but not opened from, printed or emailed work orders (path to the file is displayed; no file content is included). This approach is often the preferred method for referencing larger documents, such as Manufacturer Specs, MSDS Safety Sheets, CAD Drawings/Schematics and Excel Tables.

More Info… Which Approach Should I Use?

The MC User Connect library has a very helpful guide available to assist in determining the best approach to use:

The document includes a Feature Comparison Table highlighting the differences between the available methods. Also, be sure to stay tuned next week for more information on the Miscellaneous Attachments feature.