Document management is a part of INEXTIA and makes it possible to register all data concerning maintenance. This makes it possible to have access to all the information needed when carrying out the maintenance and not having to search for paper documents.
Although it is called document management, the word "document" must be understood in a broad sense. Documents can be many types of files, such as pdf, Word, Excel, images, drawings, videos, etc.
Documents can be attached to components, jobs, job history and procedures.
The document is linked to an object where it makes sense. For example, if it is an electrical drawing of the equipment, the document is then attached to the component. If it is a description of how the maintenance task is to be performed, then the document will be attached to the job, etc.
Drag and drop
There are multiple ways to attach a document to an object in INEXTIA. The easiest way is to use drag and drop.
Below is an example where a machine drawing is added to a component.
- Mark the component
- 2. Press the “EDIT” button.
Now scroll down to “Documents” and drag a file to the area.
By pressing the “SAVE” button, the file will be uploaded and the document will be attached to the component.
When the file is uploaded to INEXTIA, a copy of the file is created so that the file is both in INEXTIA and on a local file drive. The local file should be deleted so that there is no doubt as to which one is the "correct" one.
Central document library
All files that are added are created as document objects in a central directory. Therefore, it is possible to use the same file in many places. For example on several components. This also means that you only need to manage the file from one place.
To attach a document already created in INEXTIA, use the search button as shown above. It opens a search dialog from which you can search for the document, based on various metadata.
When uploading a file that already exists in INEXTIA’s document database, the following message will be shown when attempting to drag and drop the file:
INEXTIA will by default recommend that you use the existing registration so that two copies of the same file will not be created. If you agree, press "ACCEPT", as shown above (1).
If, on the other hand, there is a need for a new document registration, select "Add as new" under “Action” (2) and then press “ACCEPT”.