How can you link an asset to a document?

[Antonia]

We have several documents and each document refers to several assets. It would not be a good idea to upload each document as an attachment to the assets, that would be quite tedious.

So do you have any ideas on how to solve this?

[Connor · Accepted solution]

Create a "document" object type, create a "document" object, upload the document to the applicable "document" object. For each object type that will be referenced by a document, add an attribute that references the "document" object type. For each asset, set the value of the new "documents" attribute field to the applicable "document" asset.

[Antonia]

Do you think I should upload the document in the attachments? Because there is no attribute where you can store documents.

[Connor]

Yes, I would upload the document to the attachments of the applicable "document" object.

I also suggest adding some additional attributes to the "document" object type that would be useful in searching/filtering/sorting/etc the "document" objects. Here's some ideas off the top of my head (with my thoughts in italics)

• Attribute name: Document Type
  • Type: Default
  • Type Value: Select
  • Options: Purchase Order, Quote, Contract, Agreement, Other (Replace these with values relevant for your company)
• Attribute name: Valid from (and also a "Valid until", assuming any of the documents are contracts/agreements with fixed length terms)
  • Type: Default
  • Type Value: Date
• Attribute name: Signed by
  • Type: User
  • Type Value: (Whatever group(s) contains users that would be signing documents)
• Attribute name: Asset status
  • Type: Status
  • Type Value: Active, Expired, Negotiating (Replace these with values relevant for your company)