Documents¶
Each equipment can have multiple documents attached — manuals, certificates, calibration records, warranty documents, service books, and more.
Document types¶
Each document has a type that categorizes it:
Manual: User manuals, operating instructions.
Certificate: Compliance certificates, safety certifications.
Calibration: Calibration certificates and records.
Warranty: Warranty documentation.
Service Book: Service history and maintenance logs.
Other: Any other document type.
Adding documents¶
Documents can be added directly on the equipment form in the Documents tab:
Click Add a line in the documents table.
Enter a Name for the document.
Select the Type.
Set the Expiry Date if applicable (especially important for certificates, calibrations, and warranties).
Upload the File.
Optionally add Notes.
Documents can also be accessed from the Documents stat button, which opens the full document list view with advanced filtering and grouping.
Expiry tracking¶
Documents with an Expiry Date are automatically monitored by a daily scheduled job. When a document’s expiry date is within the configured warning period (default: 30 days), the system creates an activity on the equipment record to alert the assigned user.
How it works:
The cron runs daily and checks all documents where the expiry date falls within the warning period.
Only equipment in Active state is checked.
A warning activity is created for each expiring document, assigned to the equipment’s first assignee (or the company admin as fallback).
Duplicate activities are prevented — if a warning activity already exists for the same document, no new one is created.
Configuring the warning period:
Navigate to and set the number of days. The default is 30 days.
Note
The expiry tracking applies to all document types, not just calibration documents. If you have a warranty expiring in 30 days, you’ll receive a notification too.
Searching and filtering documents¶
The standalone document list view (accessible via the Documents stat button) includes:
Filter: Expiring (30 days): Shows documents expiring within the next 30 days.
Filter: Expired: Shows documents past their expiry date.
Group By: Type: Groups documents by their type.
Group By: Equipment: Groups documents by their parent equipment.