Documents and Photos
Upload, manage, and organize equipment-related documents such as manuals, warranty certificates, invoices, and photos.
Keep all equipment files in one place
The Documents tab on the equipment detail page lets you attach files directly to a piece of equipment. Store user manuals, warranty certificates, purchase invoices, calibration certificates, and equipment photos so your team can find them instantly when needed.
Navigate to any equipment detail page and select the Documents tab.
Uploading a document
Open the upload dialog
On the Documents tab, select the Upload button in the top-right corner of the "Documents & Files" section. This opens the Upload Document dialog.
Select a file
Click the upload area or drag and drop a file into it. The dialog accepts the following file formats:
| Format | Extensions |
|---|---|
| PDF documents | .pdf |
| Word documents | .doc, .docx |
| Spreadsheets | .xls, .xlsx |
| Images | .jpg, .jpeg, .png, .gif, .webp |
The maximum file size is 10 MB. Files larger than 10 MB will be rejected with an error message.
After selecting a file, the dialog shows the file name and size. Select the X button next to the file to remove it and choose a different one.
Choose a document type
Select the Document Type from the dropdown to categorize the file:
| Document Type | Description |
|---|---|
| General Document | Default type for miscellaneous files |
| User Manual | Manufacturer's user manual or operating guide |
| Warranty Certificate | Warranty documentation or proof of coverage |
| Purchase Invoice | Invoice or receipt from the equipment purchase |
| Calibration/Certification | Calibration certificates, inspection reports, or compliance certifications |
| Photo | Equipment photos for identification or condition documentation |
Upload the file
Select Upload to save the file. A success notification confirms "Document uploaded successfully." The file appears in the document list immediately.
Viewing uploaded documents
Each uploaded document appears as a row in the document list, showing:
- File icon -- Color-coded by file type:
- Blue icon for images (JPG, PNG, GIF, WebP)
- Green icon for spreadsheets (XLS, XLSX, CSV)
- Red icon for PDFs
- Gray icon for other file types
- File name -- The original name of the uploaded file
- Type badge -- Color-coded badge indicating the document type (Manual, Warranty, Invoice, Certificate, Photo, or Document)
- Upload date -- The date the file was uploaded, formatted as "MMM d, yyyy" (e.g., "Jan 15, 2025")
Downloading a document
Select the download icon button on any document row to download the file to your device. The file downloads with its original file name.
Deleting a document
Select the trash icon button on any document row to permanently delete the file. The file is removed from both storage and the equipment record.
Deleting a document is permanent and cannot be undone. Make sure you have a backup copy before deleting critical documents like warranty certificates or calibration records.
Recommended documents
A tip card at the bottom of the Documents tab reminds you of the recommended documents to upload for each piece of equipment:
- User manual -- The manufacturer's operating instructions
- Warranty certificate -- Proof of warranty coverage and expiration date
- Purchase invoice -- Receipt or invoice for asset tracking and financial records
- Calibration certificates -- Proof of calibration or inspection compliance
Upload warranty certificates early so you have digital proof readily available if you need to file a warranty claim. The warranty expiry date on the equipment record is a separate field -- uploading the certificate here provides the supporting documentation.
Empty state
If no documents have been uploaded for an equipment item, the tab displays "No documents uploaded" with the message "Use the Upload button above to add documents."
Related pages
- Equipment Detail Page -- All tabs on the equipment detail page
- Equipment Overview -- The main equipment list
- Adding Equipment -- Adding equipment to your inventory
Last updated Mar 13, 2026
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