Manage documents assignments

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•To add a new document and immediately assign it to the current entity you're working on, click "Add and assign" and follow the instructions on the screen.

•To assign an existing document to the current entity you're working on, click "Assign existing" and follow the instructions on the screen.

•To remove the assignment of a document from the current entity you're working on, select the document in the list and click "Remove assignments".

Note: removing an assignment does not delete a document. This is relevant e.g. if you want to reduce the size of the sync file. See "Manage documents" about how to delete documents.

If you merely want to reduce the document size, you can overwrite an existing document simply by re-uploading a smaller copy.

Additionally you can also perform these general document activities:

•To edit an assigned document's description (details/information about it), select the document in the list and click "Edit".

Remember that you cannot edit global documents and documents which have originally been added on/by a vessel.

•To view the current version of an assigned document, select the document in the list and click "View".

•To download the current version of an assigned document, select the document in the list and click "Download".

The assignment of a new added document depends on the screen you use to add it:

Screen/Location used for upload of a new document	Assignment of the document
Documents	•Documents uploaded here are visible on board and in office under "Documents".
Jobs history	•To assign a document or form to an overhaul search for the relevant job and click on it.
Tasks	•To assign a document or form to a task choose the relevant task and click on it.
New PR	•To assign a document to a Product or Part click in New PR on the relevant product or part and on "Documents". You can assign it to the relevant product (e.g. Ballast Pump #2) or one step later in the procurement process to a part (e.g. Ball Bearing of Ballast Pump #2). The document is also attached if you don't commit but save or cancel the new PR.
PR status	•To assign a document to a Purchase Request choose the relevant PR and click on it.

Best Practice:

•Certificates or General Arrangement Drawings may be assigned in "Documents".

•Operation manuals, installation manuals and work instructions may be assigned in office, in order to make them visible for all products of the same type on all vessels.

•It is not necessary to upload the same document twice or more. With the function "Assign existing" you can add document assignments without increasing the amount of data that has to be synchronised.

•Documents are only synchronised with a "Complete sync".