To add an attachment to a planned maintenance contract

Any number of files can be attached to a contract, providing contextual background to, say, the outcome of an inspection or reported repair defects, and serve as a valuable source of reference for all related progression activities. Images, correspondence, and video clips - indeed any electronic documents of a standard file type - can be stored at contract level, underlining the holistic approach to making all relevant data accessible in one place. At contract level, the Attachments grid also includes those documents that have been mapped to sub-components, such as a phase, works order, or task, and these are distinguished using the Relates To column.

The procedure to add an attachment to a planned maintenance contract is as follows:

1. Launched via the left-hand navigation menu, choose Planned Maintenance > Programme and Contract Manager 1.
2. With the Programme and Contract Manager control centre in current focus, expand the overarching programme and select the desired contract against which a file attachment is to be linked.
3. Click on Manage Contract. The Manage Contract window is displayed, revealing summary details pertinent to the selected contract.
4. Click on Documents. The Documents tab is activated.
5. Click on New Attachment 2. The Attach Files window is displayed 3.
6. Browse to the intended file using the Select File navigation button. The file name is displayed in the Browse network files field.
7. Alternatively, where the intended file is maintained within an Electronic Document Management system, copy its unique web address into the EDM file URL field provided 4.
8. Using the Attachment type drop-down field, select a parameter value to categorise the nature of the document or file 5.
9. Enter the Attachment name into the field provided 1.
10. Use the Description field to add contextual notes that detail the background to the attachment.
11. Enter the Date received using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
12. Click on Save. The attributes of the file, including the type, are displayed in the Attachments summary table.
13. Repeat steps 5 through 12 to add further attachments to the planned maintenance contract.

Tip

1 To aid in identification purposes, it is good practice to devise and uphold a consistent naming convention for all attached files.

Note

1 To streamline access, the Programme and Contract Manager tile can also be nominated as a Favourite through the user profile.

2 This option is inactive for planned maintenance contracts that are set to a master status of Cancelled or Closed.

3 File attachments of type DOC, PDF, JPG, GIF, PNG, BMP, HTML, WAV, WMV and MP4 are all supported.

4 The system preference Allow EDM documents as case attachments governs the availability of this option; an Integration Management service configured for the incumbent EDM System supplier must also be operational.

5 These custom values can be populated by the end user via the general lookup parameter entitled Attachment Type.

See related topics...

Planned maintenance contract management overview

To remove an attachment from a planned maintenance contract