Attach a Document to a Grid Record

When you want to attach a document to a record in the grid, use the Attached Document field to link or embed a file or webpage address to a ROW, facility, inspection, or maintenance record. Supported file types include image, video, HTML, Excel, XML, music, and text files (such as Microsoft Word, WordPad, Notepad, or PowerPoint files). Macro-enabled documents (including .xlsm, and .docm files) are not supported.

Linking a document identifies the file location on a local computer, company network, FTP site, or webpage on the Internet. Linking documents stored on a local computer are accessible only from that computer. Embedding a document stores a copy of the file in the PCS database.

Storing copies of documents in the PCS database increases the size of the database.

If the file type of an attached document is associated with a default software program on the local computer, you can preview the file in the Preview Attached Documents window. Additionally, clicking Open opens the attached document for editing or viewing purposes.

Editing an embedded document applies changes only to the copy stored in the PCS database; changes do not apply to the source file stored outside of PCS. Likewise, editing a source file applies changes only to the source file, not the copy stored in PCS.

Each of the following fields allow you to attach a document to a record in the grid. If any of these fields are not present in the grid, refer to Themes and Filter Groups for information how to add the field to the grid.

  • ROW Attached Documents— add this field in the Information, Inspection, or Maintenance grid if you plan to attach a document to a ROW record.

  • Facility Attached Documents — add this field in the Information, Inspection, or Maintenance grid if you plan to attach a document to a facility record.

  • Inspection Record Attached Documents — add this field in the Inspection grid if you plan to attach a document to an inspection record.

  • Maintenance Record Attached Documents —add this field in the Maintenance grid if you plan to attach a document to a maintenance record.

For more information, continue with one of the following topics:

For information about how to attach a document to a pipeline record, refer to Pipeline Records.