Link documents to work items

You can link the documents in your Helm CONNECT document library to your maintenance and compliance items, putting those procedure, technical, or policy documents right where your people need them. You can even choose which version of a document to link to and have it open to a specific page.

The items you can link documents to depends on which products you subscribe to:

• If you have Helm CONNECT Maintenance plus the Documents module, you can link documents to tasks as well as to inspections, maintenance, or inventory templates. Other users can then view the linked documents right from the tasks or from the checklists based on those templates.
• If you have Helm CONNECT Compliance, you can link documents to corrective actions and forms templates. Other users can then view the linked documents right from the corrective actions or from the forms based on those templates.

How to link documents to templates

When you create or edit an inspection, maintenance, inventory, or forms template, the Linked Documents field in the header lets you link that template to an existing document in Helm CONNECT. From here, you can also select the document version and the page number within the document.

To link documents to templates

1. Go to Setup > Templates and click the required template tab (Inspections, Maintenance, Inventory, or Forms).
2. Create a new template or edit an existing one.
3. In the header of the template, click the Linked Documents field then select the document you want to link to.

   

4. (Optional) in the Title field, enter an additional descriptive title.

   TipA title is useful if you're creating multiple links to one document, for example, linking to different chapters.

5. (Optional) In the Page field, select the page you want to display when users open the document.
6. (Optional) In the Version field, select which version of the document the link will point to.
7. In the Created By field, select your name.
8. Click Link. The linked document name will appear in the window. You can add more links now if you like.
9. When you're finished, click outside the Linked Documents window to return to the template window.
10. Do one of the following:
    • Click Save Draft to save the draft without publishing it.
    • Click Publish Draft to save and publish the draft.

How to link documents to tasks or corrective actions

You can link one or more documents to new or existing tasks or corrective actions.

1. In a task or corrective action window, move the cursor over the More tab to view the options available.
2. Click Linked Documents.
3. From the Documents list, select the document you want to link to.

   

   

4. (Optional) in the Title field, type an additional descriptive title.

   TipThis is useful if you're creating multiple links to one document, for example, linking to different chapters.

5. (Optional) In the Page field, select the document page you want to display when users open the document.
6. (Optional) In the Version field, select which version of the document the link will point to the required document version
7. In the Created By field, select your name.
8. Click Link. The linked document name will appear in the window.
9. When you're finished, do one of the following:
   • If you're linking a document to a new task or corrective action, click Create or Save.
   • If you're linking a document to an existing task or corrective action, click outside the item window to return to the previous window. The link is saved automatically.

How to view documents linked to checklist or forms

If you link a document to an inspection, maintenance, inventory, or forms template, other users can view the document from any checklist or form based on that template.

To view a document linked to a checklist or form

1. If a checklist or form has a linked document, click the Linked Documents book icon in the header to view a list of linked documents.

   

2. In the Linked Documents window, click the Fullscreen icon beside the document you want to view to open it in a separate browser tab.

   

3. Click outside the Linked Documents window to return to close it.

How to view documents linked to tasks or corrective actions

If you link a document to a task or corrective action, other users can view the document when they're viewing or finishing that task or corrective action.

To view a document linked to a task or corrective action

1. On the task or corrective actions window, move the cursor over the More tab to view the options available.
2. Click Linked Documents. A list of all linked documents will be displayed.
3. Click the Fullscreen icon for the document you want to view to open it in a separate browser tab.

   

How to view a linked document in history

You can view linked documents from tasks, corrective actions, checklists, or forms that have moved to history.

To view a linked document in history

1. On the relevant History tab, find the item you want to view.
2. On that item's detail page, scroll down to find the Linked Documents section.
3. Click the name of the linked document you want to view to open it in a separate browser window.

   

More about this feature

• You can't link to documents outside of Helm CONNECT; the document must already be in Onboard > Documents > Library and/or Compliance > Documents > Library before you can link it to anything.
• You can link to one document more than once and each link can go to a different page of the document. You can also link the same document to more than one item.
• You can link different versions of the same document to the same item.
• Uploading a new version of a document won't impact links that point to an older version.
• To unlink a document, click the red X 'Remove' icon.

About user permissions and divisions

• You need permission to Onboard > Documents > Library or Compliance > Documents > Library to link documents to an item or to view linked documents.
• You need permission to the appropriate template tab in Setup to link documents to a checklist or form template.
• Documents are restricted by division and asset, so when you link documents to a template assigned to a specific asset, you can only select documents that:
  • Have been published specifically to that asset
  • Have been published to the same or higher division as that asset