Manage folders and documents
Folder structure
The folder structure is displayed on the left side. Organize your files using this folder structure just like you would on your computer or any other data storage location in the cloud.
To create a new folder, click Add Folder at the top of the left sidebar and enter the name of the new folder.
To rename or delete an existing folder, select it and click Rename Folder or Delete Folder above the sidebar.
The folder structure in document management
Upload files
To upload a file, click Upload Files above. Select the desired files on your computer and confirm the upload with Open. Alternatively, you can simply drag the desired files from your computer to the document management system.
You can upload multiple files at the same time and add more files to the queue during a running upload.
Current and recently completed uploads are displayed in the bottom right corner
Display file information
When you select a file, a sidebar appears on the right hand side. The Details tab shows details about the selected file.
If the selected file is a valid template file, report jobs associated with it are also displayed. More information can be found in the chapter Reports.
Download file
To download a file, select it and click Download at the top right in the action bar. You can also click Download in the right sidebar to download the currently selected file.
Rename file
To rename a file, select the appropriate file and click on Rename File at the top right.
Delete file
To delete a file, select the appropriate file and on Delete File at the top right.
Create automatic reports
Avelon can create automatic reports based on templates created with Avelon Reporting in either Microsoft Word, Excel or PowerPoint, once they have been uploaded to the document management. To learn how to set up report jobs, please refer to the chapter Set up report jobs.
File versioning and history
When you select a file, a sidebar appears on the right hand side. The History tab shows the history of the selected file, which contains all versions of that file. This includes the current version as well as all previous versions, along with the date and time when each of them was uploaded.
Whenever you upload a file with the same name as an existing file, you can choose to overwrite the existing file or keep both versions.
If you select Keep Separate, a suffix will be added to the uploaded file to keep the existing file and the new file separate.
If you select Update Existing, the existing file will be overwritten with the uploaded file.
Old versions of a file will still be available in the file history. You can revert to a previous version at any time by clicking on Restore this Version. This will move the selected version to the top of the history and revert the file to that version.
Click on Download next to a specific version to download that specific version of the file without reverting the file.
Full screen preview
If you double-click on a file, the file will be displayed in full size in a carousel view. Images and PDF files will be displayed directly in the browser.
You can either use the navigation bar at the bottom to jump to a different file in the current folder, or click on the big arrow icons on the left or right side or press the left or right arrow key to navigate to the previous or next file in the current folder.
To close the carousel view, click on the Close button at the top right or press the Escape key.
Using files
While document management can act as a central storage location for all your project files, documentation and reports, some widgets and features can link to specific files in document management.
The Image widget can display a single image from document management on a dashboard.
Assign files like technical documentation or data sheets to shapes on the Schematic widget to make them available to the people operating the plant or real estate.
Assign a file as alarm instruction to data points. This file will then be available on the Ticket list widget or in Avelon Heads-up! as a guide for people responding to alarms.
Share public documents like terms of service, rules of conduct or user manuals with your tenants via the Real estate details widget and the Avelon Tenants platform.
If you’ve set up automated report jobs, the generated reports will be saved in document management.