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Asset Document Library

The Asset Document Library is a central repository for documents related to your organisation's assets. Documents in the library can be linked to one or more specific assets, making them accessible from any related work order — useful for things like service manuals, safety data sheets, and instructional videos.

Documents can also be attached directly to an individual asset without being added to the shared library.

Accessing the Library

The Asset Document Library is found in the Reports menu.

You can also create and view documents linked to a specific asset from the Asset Images / Documents panel on the asset's page.

Adding a Document to the Library

  1. Navigate to the Asset Document Library from the Reports menu.
  2. Select New Document.
  3. Enter a Name for the document. This is the main way other users will identify its contents.
  4. Select the document Type:
  5. File — upload a document directly (e.g. a PDF, image, or spreadsheet).
  6. URL — link to an external resource or embed a video.
  7. Tick Add To Library to make this document available in the shared Asset Document Library. Leave this unticked to attach the document to a specific asset only.
  8. In the Link Assets table, select the row(s) for the asset(s) this document applies to. Select anywhere on the row except the link text in the Asset column.
  9. Upload the file or enter the URL, depending on the type selected.
  10. Add any Notes or additional files as needed.
  11. Select the save tick.

Adding a Document from an Asset

You can create a document directly from an asset's page without going through the Asset Document Library. This is useful when adding a document that applies to one specific asset.

  1. Navigate to the asset.
  2. Open the Asset Images / Documents panel.
  3. Select New Document.
  4. Complete the document details — name, type, and any files or URLs.
  5. Tick Add To Library if you also want this document to appear in the shared library and be linkable to other assets.
  6. Select the save tick.

Documents created this way are linked to the asset automatically.

Embedding a Video

You can embed a video from YouTube or another external hosting platform directly into a document record. The video will display inline when the document is opened.

Embedding a YouTube Video

  1. Open the video on YouTube.
  2. Select Share below the video, then select Embed.
  3. Copy the iframe code from the embed dialog.
  4. Follow the steps in Adding a Document to the Library or Adding a Document from an Asset, selecting URL as the Type.
  5. Paste the iframe code into the URL field.
  6. Tick the Embed Link checkbox.
  7. Save the document.

When users open this document, the video plays directly in the page rather than opening an external link. Other video hosting platforms that provide iframe embed codes can be used in the same way.

Accessing Documents from a Work Order

Documents linked to an asset are automatically accessible from any work order raised against that asset. See Completing a Work Order for more detail on working with work orders.

  1. Open a work order related to the asset.
  2. Select Asset Documents in the navigation panel.
  3. The table shows all documents linked to the asset. You can:
  4. Select the link in the Name column to open the document itself.
  5. Select anywhere else on the row to open an inline preview below the table.

Published: April 2026 · Formbird FLEET 4.2.8