Linked Documents on the Navigation Panel displays a list of files attached to the current record. Use these links to review supplemental information about the record. You can attach Image, PDF, Document, Video, Audio, and URL. These are system-defined File Types. Work Orders also show any documents attached to affiliated records.
The maximum file size for Linked Documents is 10 MB.
When you select the Linked Documents Section of the Navigation Panel, names of all the documents for the given record are immediately visible. The default display is the file name, but you can click the name and display a description as well.
Choose the Download icon to download a document and open or save for viewing. The download image allows you to print that file but gives the option to print to a different print destination if a default is set up. Click the
Go to URL icon for linked URLs.
Each line also displays an edit icon. Click to make changes to the Description or Document Type.
When a paperclip icon displays at the end of the toolbar, it alerts you that at least one linked document has been added to the record. Click the icon to see a flyout grid that identifies the linked documents including a thumbnail. Click thumbnail images to open in a separate browser tab. Click other thumbnails to download the file or launch the URL.
Cycle View
Use the Cycle icon to view the list in three formats:
Files listed by module. The screenshot below is from the Work Order window which includes files attached to the Work Order and other eligible records listed in the next topic, Work Order and Linked Documents.
Files listed by the system File Type.
Files listed by your Document Type.
The default view sorts files by module. An example of Work Order linked documents is shown above. As outlined in Work Orders and Linked Documents below the inclusion of documents attached to more than one module applies only to Work Order records.
Click the icon to view by system File Type (Audio, Document, Image, PDF, URL, or Video) as shown in the second screenshot above. When you click the icon again, you see the files shown by the Document Type that you created in Organization > Lookups / Document Type.
Work Orders and Linked Documents
The Work Order window can display files added to the record and any that have been added to affiliated records. The eligible affiliated window are: Tasks, Request Log, Locations (Facility, Building, Area, Floor), and Items (Equipment, Vehicle, Asset, Group, Tool, Entity, Biomed, IT Equipment).
When needed, you have the option to prevent any of the eligible files from displaying with the Work Order. See How to Add Linked Documents for instructions.
On the Work Order window, WebTMA indicates the source of a Linked Document. As illustrated in the Cycle View topic, the files are sorted by the different windows to which the documents are attached.
How to Add Linked Documents
Linked Document files are added to the record that is currently open.
- Click the Linked Documents section of the Navigation Panel.
- Select the Add Document
icon at the top of the Navigation Panel to open the Manage Documents flyout window.
- Complete the Description (identifying name), File Type, and Document Store (where the document will be stored).
- (Optional) Select your Document Type as determined in Organization > Lookups / Document Type.
- Select the Browse for File button and locate the file.
- Choose the Save button.
How to Delete a Linked Document
- Open the applicable record.
- Choose the Edit
Edit icon above the Linked Documents label. This is the Edit the Current Menu icon. The display will show a minus sign (‒) at the right of any document eligible for deletion.
- Select the minus sign (‒) to remove lines.
- Choose the
Save Changes above the Linked Documents label.