Documents

Last modified: 31 Mar 2025

Manage documents related to a specific asset.

As an asset manager, you may store all kinds of documents in a folder structure, document management system, or even on paper. In mc Assetpilot, you can store documents digitally and all in one place, sorted by asset.

Views of the documents domain

Enter the documents domain in platform view, by selecting the dedicated domain tab for Documents at every organization level. Display your documents in three different views: overview, quick view, and detailed view.

Overview

In the overview, you see a list of all Reports, Contracts and Other documents.

Quick view

Detailed view

Select Go to detailed view in the quick view to open the document’s details on a separate page.

Document types

• You can view three types of documents in the documents domain: reports, contracts, and other documents.

• You can actively manage two types of them within the domain: Contracts and other documents. To effectively do so, you must "process" files for these document types upon upload, which involves labeling them with important information. This enables you to leverage your data for multiple functions and display it in various widgets. The different types require different processing inputs.

Upload contracts or other documents

Prerequisites

• An organizational structure with assets already exists.

• Documents are available in the supported file types: PDF, Word, PNG, JPEG.

Steps

1. Navigate to the ASSET LEVEL at which you want to upload the document

2. Select the domain  Documents. 

3. Select +New Document. 

4. Enter a document Name and add a Description if desired.

5. Select the specific document Type and the input fields will adjust accordingly:

   •  Document: No further input fields.

   • Contract: Optionally add the Start date and an End date of the contract, as well as its Start of notice period.

6. Optionally add Tags, which is highly recommended. See also Tags for optimized search.

7. Upload or drag and drop your file(s) into the area Upload file.

7. Add obligations depending on your document type.

   •  Document: You can not add obligations.

   • Contract: Select Next to optionally add Obligations to your contract. Name and describe the obligation and determine its Regularity. See also Obligations.

8. Select Create to finish processing.

The new document appears in the overview.

Manage existing contracts or other documents

Edit or delete a contract or document

Edit or delete existing documents in any view by selecting More options > Edit or Delete.

Add an obligation to an existing contract

1. Select a document with the type Contract from the overview to open its Quick view or go further to the Detailed view.

2. In the area Obligations, select +New. A pop-up window appears.

3. Name and describe the obligation and determine its Regularity.

4. Select Create.

The obligation appears in the area Obligations of the contract document.

Create a task from a contract’s obligation

1. Select a document with the type Contract from the overview to open its Quick view or go further to the Detailed view.

2. In the area Obligations, hover over an obligation and select More options > Create task. A pop-up window appears.

3. Enter the specifications of the task. See Create a single task.

4. Select Create.

The task appears:

• In the area Linked items of the document.

• In the Tasks domain where it is linked automatically with the document that belongs to the obligation.

Link other items with a contract or an other document

Prerequisites

• The items you want to link already exist.

• You have access rights to the domain with which you want to link an item. See also User groups and permissions.

Steps

1. Select a contract or an other document from the overview to open its Quick view or go further to the Detailed view.

2. In the area Linked items, select +New. A pop-up window appears.

3. Choose the Domain and the specific Item with which you want to link the document:

   • Task: Select the task you want to link from the dropdown.

   • Contact: Select the contact you want to link from the dropdown.

4. Select Link to link the document with the chosen item.

The item appears in the area Linked items of the document. Navigate to the linked item by selecting it. You will see the document as linked item there as well.

Monitor documents on the dashboard

To help you work efficiently, documents are evaluated in the following widgets on the dashboard:

• Contract notice periods

• Topics with the type Documents