Documents Tool

The Documents tool enables agencies to attach files and photos to many types of Lucity records—from Asset Inventories and Inspections to Work Requests or Customer records. For example, an agency could attach a PDF user manual to an Equipment record, a contract to an Inspection record or a detailed water system diagram to a Customer record.

When users add or upload a document , they have the option to enable the Carry Over to Work Order feature, which lets users view the record's related file within the Work Order module, without having to navigate back to the original record. This enables you to attach a diagram or blueprint to an asset and have it readily available when it is time to perform maintenance on that asset. Users can also attach documents to a Work Order itself: For example, a supervisor could attach a survey of the work site, or a crew member could attach a photo of the finished work.

Methodology

There are several ways in which Documents can be carried over to a Work Order:

• Manually - The user enables the Carry Over Documents to Work Order option on an individual Document record.
• Automatically - An agency enables the "Carry Over Documents to Work Order Defaults to True" Work Option, which is applied system-wide. When this feature is enabled, the system automatically checks the Carry Over Documents to Work Order field whenever a user attaches a Document. The user does, however, have the ability to manually disable the option for an individual Document.
• Automatically from PMs - An agency enables the "Carry Over Documents from PM to WO" Work Option. Any Document attached to a PM record is automatically linked to any Work Orders generated by the PM.

How It Works

1. A user attaches a document to a record and enables the Carry Over Documents to Work Order option.
2. The user then creates a Work Order for the record.
3. The Documents tool in the Work Order module displays the related document.

   Note: Lucity does not duplicate the document file in the Windows file system every time it is attached to a Work Order. The Work Order simply links to the original file location.