Documents

Last modified: 31 Mar 2025

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 asset level. Display your documents in three different views: overview, quick view, and detailed view.

Overview

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

Note

Documents from sub-assets are consolidated to higher asset levels. You can see the respective sub-asset in the column Organizational level.

Quick view

Select a document in the overview to display a quick view of its details in a side panel.

	Name	Details
1	General info	View the document details.
2	Obligations	CONTRACTS ONLY View obligations for contracts. See also Obligations.
3	Linked items	Link other items of the portal to the document. See also Link other items with a document.
4	Detailed view	Go to detailed 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 manage two different types of documents: Contracts and other documents.

To effectively use the documents domain, you must "process" files 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 of documents require different processing inputs.

Contracts

When processing contracts, you should enter the start and end dates, and the notice period. The Contract notice periods widget can then notify you of notice periods.
Optionally extract Obligations and their Regularity from your contracts, so you do not have to review them every time to know what you committed to.

Examples

Contracts

Power purchase agreements (PPA)
Land lease contracts
Supplier contracts
Employment contracts

Obligations

Pay rent every month
Contact a specific person once in case of damage
Regular compliance checks every 6 months

Upload contracts or other documents

Recommendation

When you are just getting started with mc Assetpilot, or if you are uploading a large number of documents, we recommend first sorting them by the respective asset.

Prerequisites

An organizational structure with assets already exists.
Documents are available in the supported file types: PDF, Word, PNG, JPEG.

Steps

Navigate to the ASSET LEVEL at which you want to upload the document and select the domain Documents.
Select +New Document.
Enter a document Name and add a Description if desired.
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.
Tags are optional but highly recommended. See also Tags for optimized search.
Upload or drag and drop your file(s) into the area Upload file.

Note

You can upload a maximum of 3 files simultaneously.

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.
Select Create to finish processing. The 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 Options > Edit or Delete.

Add an obligation to an existing contract

Note

You can only add obligations to documents with the type Contract. See also Obligations.

Select a document with the type Contract from the overview to open its Quick view or go further to the Detailed view.
In the area Obligations, select +New. A pop-up window appears.
Name and describe the obligation and determine its Regularity.
Select Create. The obligation appears in the area Obligations of the document.

Create a task from an obligation

Note

Obligations only exist for documents with the type Contract. See also Obligations.

Select a document with the type Contract from the overview to open its Quick view or go further to the Detailed view.
In the area Obligations, hover over an obligation and select Options > Create task. A pop-up window appears.
Enter the specifications of the task. See Create a single task.
Select Create. The task will appear in the Tasks domain and it will be linked automatically with the document that belongs to the obligation.

Link other items with a document

Recommendation

Create tasks for the obligations of your contracts and link them with the contract. See Create a task from an obligation.

Note

Linking items is always bidirectional. See also Linking items.

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

Select a document from the overview to open its Quick view or go further to the Detailed view.
In the area Linked items, select +New. A pop-up window appears.
Choose the domain 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.
Select Link to link the document with the chosen item. The item appears in the area Linked item 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: