document

A file associated with a record that users can access in Web Central or with Archibus mobile apps.

A document is stored in a record's document field. For example,

• an Equipment Standard record can include a document field for storing a scanned version of the equipment maintenance manual
• a Lease record can include a document field for storing a Word file holding the lease contract
• the Employees table can include a document field holding an image of the employee.
• in Service Desk, the Activity Log Items table includes a Document field for storing redlined floor plan drawings. For example, you can mark on a floor plan drawing a specific location needing attention and save this drawing as a document for the service request.

Web Central

In Web Central, users access the document using the Archibus document management system. If they have editing permissions, they can also check out a document for editing, lock and unlock it, and check in a revised version.

The System Administrator at your site determines:

• the types of files (pdf, doc, xls, txt, etc.) that can be associated with records and accessed by Web Central. This is defined in the <documentManagement> section of \webapp/WEB-INF/config/context/compatibility/afm-config.xml.
• whether the system supports tracking multiple versions of the document in Web Central

Mobile

An Archibus mobile user can review a record's documents if the document is png, jpeg, pdf, docx, xlsx, or pptx. The mobile user taps the app's Documents button to receive a list of attached documents and then views them on the mobile app.

Additionally, mobile app users can use the camera feature of some Archibus mobile apps to photograph areas and attach the photo to a record. When the user syncs the mobile device, the system uploads these images in the corresponding document fields of the appropriate table, such as uploading a photo of an area that needs repair to the Document field of the Work Requests table.