Document Grid and Documents

The Document Manager is your central hub for uploading, reviewing, and managing documents (for example, PDFs, Word files, Excel spreadsheets, images, CAD drawings) linked to entities across MRI Evolution. Attach documents to any entity enabled with "Store Documents" in the Table Register for example, link equipment manuals to Instruction Sets, health and safety certificates to Buildings, quote PDFs to Tasks, or compliance documents to Contracts. Upload documents directly from an entity's Documents sub-navigation (for example, open an Instruction Set, select Documents, click New) or use the Document Manager grid to view all documents across the system in one place. Search and filter by document title, author, category (for example, Manuals, Certificates, Reports), entity type, or upload date to quickly locate specific files. When technicians are assigned tasks in Evolution Go, documents attached to the linked Instruction Set (for example, boiler service manual, wiring diagram, safety procedure) automatically become available on their mobile device, giving them immediate access to critical information while on-site without searching file servers or emails. This centralized document storage ensures critical information flows seamlessly to mobile workers, supports compliance audits (for example, quickly produce all fire safety certificates), and maintains document version history for accountability and traceability.

Facilities > Document Manager > Document Grid and Documents

The link will open the Document Manager grid. It is a grid view which can be searched, sorted and customised as normal.

New Documents can be added directly from the Entity, from the entity select sub menu Documents and follow the below process. Any Documents added directly from an entity can also be found in the Document Manager.

To add a new Document click New , to edit an existing Document click Edit . A pop up window will appear which will allow the creation or amendment of a Document.

Click to view - Document Fields and Descriptions

Field Name	Description
Details
Document Ref	Unique reference number or code for this document (e.g., "DOC-2024-001", "HSE-PROC-047", "CERT-FIRE-2024"). Used to catalog and retrieve documents within the document management system. Should follow your organization's document numbering convention to indicate document type, department, or purpose. Appears in document searches, reports, and audit trails. Essential for maintaining document control, tracking document history, linking documents to assets or tasks, and ensuring compliance with document retention policies. Once assigned, avoid changing this reference as it may be cited in other records or external systems.
Author	The author of the Document.
Title	The title of the Document.
Subject	The subject of the Document.
Category	The category of the Document.
Class	From the drop down select the Document Class - for more information see Document Classes.
Sub - Class	From the drop down select the Document Sub - Class - for more information see Document Sub-Classes.
Notes	Notes relevant to the Document.
Upload New Document
Document Type	From the drop down select the Document Type: Document - this will allow upload of a Document, if this option is chosen a Repository must be selected. URL - this will allow a URL to be entered, if this option is chosen the full URL must be entered.
File Details
Expiry Date	The expiry date of the Document.
Available on	From the drop down, check the boxes to make the Document available in: MRI Evolution Evolution Connect Evolution Reach
Last Uploaded By	Auto-populated with the User who last uploaded the Document.
Last Uploaded Date	Auto-populated with the last date the Document was uploaded.
File Name	Auto-populated with the file name created for the Document.
File Type	Auto-populated with the file type of the Document.
Number of Times Uploaded	Auto-populated with the number of times the Document has been uploaded.
Document Version	The version number of the Document.
Est. File Size in KB	Auto-populated with an estimated size of the Document in kilobytes.

Complete the fields and click Save and Close .

Document Grid and Documents

Facilities > Document Manager > Document Grid and Documents

Click to view - Document Fields and Descriptions

Assignment of Documents to Entities

Facilities > Document Manager > Document Grid and Documents