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Reuse Files Across Modules

Select existing files from your Files & Media library when creating or editing records, eliminating the need to upload the same file multiple times.

Why Reuse Files?​

  • Avoid duplication — One file serves multiple purposes
  • Consistency — Everyone references the same version of a document
  • Storage efficiency — No redundant copies taking up space
  • Traceability — See everywhere a file is used from one location

How It Works​

When you create or edit a record that supports file attachments (like an asset, action, or inventory item), you have two options:

  1. Upload a new file — Add a file that doesn't exist yet
  2. Select from Files & Media — Choose an existing file from your library

[Screenshot: File selection showing both upload and library options]

Steps to Reuse a File​

Step 1: Open a record for editing​

Navigate to the record where you want to add a file:

  • An asset
  • An action (work order)
  • An inventory item
  • Or another record type

Step 2: Access the file attachment section​

Look for the media or attachment fields in the form.

[Screenshot: File attachment section in a record form]

Step 3: Select from existing files​

  1. Choose the option to select from existing files
  2. Browse or search the Files & Media library
  3. Click on the file you want to attach

[GIF: Browsing the file library and selecting a file]

Step 4: Save the record​

The selected file is now linked to this record without creating a duplicate.

Common Use Cases​

ScenarioExample
Same manual for multiple assetsUpload the equipment manual once, link it to all related assets
Standard operating procedureLink the same SOP document to multiple inspection templates
Reference photoUse the same location photo across multiple work orders
Vendor documentationAttach the same contract or certificate to related records

Tips​

  • Before uploading a new file, check if it already exists in the library
  • Use consistent naming so team members can find files easily
  • When updating a document (new version), consider whether linked records should use the new version