Documents Tab

The Documents tab lists all Documents attached to the Lucity record linked to the map features and enables users to access them. This enables users to see documents linked in Lucity directly in the web map.

Documents grid

Lists the Documents attached to the selected record.

  • Filter tool icon Enables the user to search for a Document.
  • up down arrows sorting records by column icon Select a column header to sort the records. This icon indicates the column by which the data is sorted.

Add document

Attaches a document to the selected Lucity record(s).

Upload document

Uploads a copy of one or more documents to the web server and attaches them to the selected Lucity record(s).

Open

Opens the selected Document using the computer's default program for that type of document.

Information

Displays information about the Document Properties for the selected document.

Edit

Edits the connection between the Lucity record(s) and the selected Document. (This tool does not edit the document itself.)

Delete

Removes the connection between the Lucity record(s) and the selected document.

  • If a document was attached from a network location, the file remains there. Although the document's connection to the Lucity record is removed, the file is not deleted from the network.
  • If a document was uploaded to the web server and attached to the record, the document will be deleted from the web server.

Document Properties

Path

Displays the network path to the document's location.

Description

Explains the nature of the document.

Carry Over to Work Order

When enabled, tells the system to link the Document to any Work Orders created for the record associated with the Document.

Bypass Document Server to View Document

When disabled, the system displays a link to the document location, rather than automatically opening the document. This option is useful for large documents.
  • Select one or more features in the map.
  • In the Data Table, select document with attachment to open the Document tool.

  • Select Add Document. The following pop-up appears:

  • Type or paste in the Path for the document.
  • Describe the document in the Description field.
  • Mark the Carry Over to Work Order and Bypass Document Server to View Document options as desired.
  • Select Save.
  • Select one or more features in the map.

  • In the Data Table select the Upload Document icon. The following pop-up appears:

  • In the File: section, select the Choose File button to navigate to and select the desired file.

    • Check the Upload Multiple box before selecting Choose File... to select more than one file.

  • Describe the document in the Description field.

    • If you upload multiple documents, the Description will be used for all uploaded documents, along with a number to differentiate the files.

  • Enable the Carry Over to Work Order, Bypass Document Server to View Document, and Make Document Publically Available options if desired.
  • Select Upload. The system copies the file and saves the copy to the server location specified by Lucity administrators. This copy is then attached to the Lucity record(s).

  • Select a document from the list and select the Open button.

    • If the document can be opened in the web browser, the system launches it in a new browser tab/window.

    • If the document cannot be opened in the web browser, the system launches the computer's default program for the file type.

    • If the Bypass Document Server to View Document option is enabled, or, if the document exceeds the file size limit (set in the System Settings), the following pop-up appears:

  • Select the Copy Path button to copy the path, which can then be pasted into the computer's File Explorer.

    OR

    Select the Open File button to open the file.

    Note:  Very large files will likely slow the system significantly.

  • Select a Document in the list and select the Edit button. The following pop-up appears:

  • Edit the desired fields.
  • Select Save.
  • Select a Document in the list and select the Delete button.

  • The following prompt appears:

  • Select Yes.

    • If a document was attached through a network location, Lucity deletes the link to the file, but retains the file on the network.

    • If the file was uploaded to the web server and attached to the record, one of the following actions occurs:

      • If the user does not have the Images/Movies/Documents - Delete File permission, the link to the file is deleted, but the file remains on the web server.

      • If the user has the Images/Movies/Documents - Delete File permission and the file is associated with multiple records in Lucity, the link to the file is removed from the record, but the file remains on the web server.

      • If the user has the Images/Movies/Documents - Delete File permission, and the file is associated with only one record in Lucity, the system asks whether the user would like to delete the file on the web server.

      • Select Yes to remove the link to the document and delete the uploaded file.

      • Select No to remove the link to the document and leave the uploaded file on the network.