Documents in Assignar are templates you create once and then attach to assets, workers, projects, clients, or suppliers. The document type you choose controls whether Assignar tracks expiry alerts when it is attached.
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Before you start Think about what type of expiry applies before creating. The document type should match your tracking needs and is set at creation. |
Document types
Choose the right document type when you create the document. The type determines which fields appear when the document is later attached to an asset.
| Document type | When to use it | Fields shown when adding to assets/clients/workers/projects/suppliers |
|---|---|---|
| No Expiry | The document does not need expiry alerts. For example an operator manual, safety data sheet, or reference document. | Label, Attachment, Disable, Comment |
| Date Expiry | The document expires on a calendar date. For example an annual registration renewal or insurance certificate. | Label, Expiry Date, Alert Date, Attachment, Disable, Comment |
| Number Expiry | The document expires at a usage reading. For example a 1,000 km or 1,000 operating hours service interval. | Label, Expiry Number, Alert Number, Attachment, Disable, Comment |
| Date and Number Expiry | The document expires whichever comes first, either a date or a usage reading. For example a 10,000 km service or renewal by 30 June. | Label, Expiry Date, Alert Date, Expiry Number, Alert Number, Attachment, Disable, Comment |
If you simply want to share an attachment with workers on-site in My Documents, then choose:
| Document Type | Description |
| Attachment | Generic document attachment that is visible to all if set to public. |
Steps: add a document
- Go to Resources > Documents.
- Click + Add new Document.
- Enter a document name.
- Select a Document type from the dropdown (see table and screenshots above).
- Optionally toggle Public on.
- Makes the document available to all workers in the mobile app.
- Workers also need matching tags on their profile for tagged documents to appear in the app.
- Optionally add Tags.
- Useful for searching and filtering documents.
- Tags control which workers see the document in the mobile app. You also need Public turned on.
- Click Save.
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What happens next The document appears in the Documents list and can now be attached to assets, workers, projects, clients, or suppliers. See the table at the bottom of this article for links to attaching documents to each resource type. |
Steps: delete a document
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Important Deleting a document removes it from every asset, worker, project, client, and supplier it is currently attached to. This cannot be undone. Unpublish if you would like it it not be seen in |
- Go to Resources > Documents.
- Next to the document you want to delete, click the ⋮ icon.
- Select Delete.
- Click OK to confirm.
Where to attach documents
Once a document is created, attach it to the relevant resource. Each resource type has its own attachment article:
| Attach to | Article |
|---|---|
| Assets (Equipment) | Add a document to an asset |
| Workers | Add a document to a worker |
| Projects | Add project documents |
| Clients | Add client documents |
| Suppliers | Add supplier documents |
Things to know
- The document type cannot be changed after the document has been attached and expiry data entered. Create a new document with the correct type if needed.
- Public and Tags work together. Turning on Public alone shares the document with all workers. Adding Tags restricts it to workers with matching tags, but only if Public is also on.
- Deleting a document is permanent and affects all resources it is attached to. Archive or disable individual attachments if you only want to remove it from one place.