Document Library

Document Library

The Document Library is the home for every document in the system. It is where you upload files, keep them organised, group them into sets, and see where each one is used.

Open it from Document Library in the left menu.

New to how documents work, or unsure about owned versus shared? Read Documents first. This page is about the library screen itself.

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The document table

The table lists your documents. Each row shows:

Column	What it shows
(tick box)	A checkbox on shared documents, for selecting several at once. Owned documents show a lock instead, because they cannot be grouped.
File	The file name.
Title	The document's title.
Status	Released or In Review.
Type	A Shared or Owned chip.
Sets	Which sets this document belongs to.
Used in	How many products and units reference it, or Unused if none do.
Actions	See below.

Finding a document

Above the table:

• Search filters by file name or title as you type.
• Status narrows to Released or In Review.
• Show owned docs is a switch. By default the library shows shared documents. Turn it on to also see owned ones, which normally live on their product.

A count on the right tells you how many documents match.

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Uploading

Upload document at the top opens the upload form. A document uploaded here lands as Shared and unassigned, ready to attach to products later. For the fields on that form, see Documents.

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Row actions

The buttons on each row depend on whether the document is shared or owned.

Every document:

• Where is this used? Opens a panel listing the products and units that reference this document. Check this before deleting anything.
• Manage files. Opens the document's file list, where you can add or remove the extra-format versions (Word, CAD, and so on) that go with the PDF.

Shared documents also have:

• Edit metadata. Reopens the document's details to correct them. Because the document is shared, the change reaches every product that uses it.
• Assign to a product or type. Attaches this document to a product you choose, without leaving the library.
• Delete from Library. Removes it. Use Where is this used? first.
• Remove from this set. Appears only while you are viewing one set, and takes the document out of that set. The document itself stays in the library.

Owned documents have one action:

• Promote to Library. Turns a one-off owned document into a reusable shared one, so you can attach it to other products. Use this when a document you first made for a single product turns out to apply more widely.

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The document lifecycle

This is the whole journey of a document, from upload to appearing in a customer's file.

flowchart TD
    U([Create a document<br/>upload a PDF plus its details])

    U --> Q{Where do you upload it?}
    Q -->|Document Library| S[Shared document<br/>lives in the library]
    Q -->|On a product| O1[Owned document<br/>belongs to that product]
    Q -->|On a unit| O2[Owned document<br/>belongs to one serial number]

    S --> SET[Group shared documents into a set]
    SET --> AP{How is the set attached?}
    AP -->|By hand| APM[Apply the set to the products you choose]
    AP -->|Automatically| APT[Link the set to a lookup entry<br/>parsing a type code attaches it]

    S -->|Assign to a product or type| ATT[Attached to a product]
    APM --> ATT
    APT --> ATT
    O1 --> ATT
    O2 --> ATTU[Attached to one unit]

    ATT -. inherited by every unit .-> ATTU

    O1 -. Promote to Library .-> S
    O2 -. Promote to Library .-> S

    ATT --> EXP([Export or publish])
    ATTU --> EXP
    EXP --> AAS[Handover Documentation<br/>inside the AASX, JSON or BaSyx]

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Reading the chart:

• A document starts life in one of three places. Uploaded in the library it is shared. Uploaded on a product or a unit it is owned by that one thing.
• Shared documents can be organised into sets, and a set reaches products two ways: you apply it by hand, or you link it to a type code so parsing a code attaches it on its own.
• An owned document can be promoted to the library if it turns out to be reusable, at which point it becomes shared and joins the shared path.
• A product's documents are inherited by every unit under it, so you attach the manual once to the product, not to each serial number.
• In the end, attached documents travel out as the Handover Documentation inside your exported AASX or JSON, or when you publish to BaSyx.

Two things sit alongside this flow at every step: a document's status moves from In review to Released, and Where is this used lets you see, before you edit or delete, everything that depends on it.

Sets

A set is a named group of documents. Instead of attaching five documents to twenty products one at a time, you put the five in a set and apply the set.

Making a set

Tick the shared documents you want, then use Group into set in the bar that appears. You can start a new set or add the ticked documents to an existing one. Clear unticks everything.

Working with a set

Along the top, next to All, there is a chip for each set showing its name and how many documents it holds. Click a set chip to filter the table to just that set. A bar then appears with the set's actions:

• Apply to products. Attaches every document in the set to the products you choose. This is the point of sets.
• Rename. Changes the set's name.
• Delete. Removes the set. The documents themselves stay in the library.

Only shared documents can go in a set, because a set is meant to be reused across products.

Sets and type codes

A set has a second use beyond applying it by hand. In a lookup table, each entry can be linked to a document set. Then, whenever a type code is parsed and that segment resolves to that entry, the set's documents are added to the generated file automatically. Nobody has to attach them.

For example, a lookup entry that turns the segment EX into "explosion-proof" can also carry a set holding the ATEX certificate and the explosion-proof manual. Every product parsed with an EX segment then gets those documents without a manual step.

You make the link on the lookup table, not here. You build the set in this library, then choose it from the document set dropdown on the lookup entry. See Lookup Tables.

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Tips

• Use Where is this used before deleting or editing a shared document. A shared file may be attached to many products, and a change or deletion reaches all of them.
• Group documents that always ship together into a set. A manual, a safety sheet and a declaration of conformity applied in one click beats attaching them one at a time.
• Promote an owned document when it turns out to be reusable, rather than uploading it again as shared.
• Turn on Show owned docs when you are hunting for a document and cannot find it. It may be an owned file living on its product.

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Next

• Attach documents to a product → Product Type
• Attach documents to one unit → Product Instances