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How to Attach Documents or Images to an Asset

xAssets IT Asset Management User Guide
How To

How to Attach Documents or Images to an Asset

You can attach photographs, specification sheets, invoices, licence certificates, user manuals, or any other supporting files to asset records. This guide explains how to upload and attach files.

Prerequisites

  • The asset record must already exist in xAssets.
  • You must have permission to access the Images and Documents tab.
  • The file you want to attach must be accessible from your computer.

Steps

  1. Find the asset using the Search box or by navigating to it through a query.

  2. Click the asset's blue description link to open it in the editing screen.

  3. Click the Images and Documents tab in the left-hand menu of the editing screen.

  4. To upload a new file:

    • Use the upload control on the tab to select a file from your computer.
    • The file is uploaded to the xAssets application server.

  5. To attach an already-uploaded file:

    • Click List All Uploaded Files to see files already on the server.
    • Browse the list to find the file you want.
    • To preview a file before attaching it, click the blue Image icon link next to the filename.

  6. Select the file (or files) you want to attach:

    • Click a single file entry to select it.
    • Click multiple entries to select several files at once (they will be highlighted).

  7. Click Attach Selected Files to Asset. The selected files are linked to the asset immediately.

Removing an Attachment

  1. Open the asset in the editing screen.

  2. Go to the Images and Documents tab.

  3. Click the remove/delete link next to the attachment you want to remove.

  4. This removes the link between the file and the asset. The file itself remains on the server and can be attached to other assets if needed.

Sharing a Document Across Multiple Assets

If you have one document that applies to several assets (e.g., a contract or specification sheet):

  1. Upload the file once using the process above on any asset.

  2. On each additional asset, go to the Images and Documents tab, click List All Uploaded Files, find the file, and attach it.

The same file can be linked to as many assets as needed without uploading it multiple times.

Supported File Types

  • Images: PNG, JPG, GIF, BMP
  • Documents: PDF, DOCX, XLSX, PPTX, TXT
  • Archives: ZIP, 7Z

The maximum upload file size is determined by the server configuration. Contact your administrator if you encounter size limits when uploading large files.

Tips

  • Attaching a photograph of each physical asset makes it much easier to identify equipment during audits.
  • Documents are stored on the application server filesystem (not in the database) in the uploads\tempDownload folder.
  • Attachments are visible to all users who have access to the Images and Documents tab, regardless of which profile they are using. Do not attach confidential documents unless all users with tab access are authorised to view them.