Asset documentation tracking / matrix

Overview

How do I define which documents an asset type requires and attach files to those slots on individual assets?

The asset document matrix in the Assets Module lets you define required documents per asset type, track completion percentage per asset, and attach project files to document slots, which is used for structured turnover and commissioning documentation where every asset of a type needs the same document set (manuals, drawings, test reports). This guide covers enabling the feature, configuring document groups and requirements on asset types, and fulfilling those requirements from the asset detail page or the asset overview. Enabling the feature requires project role Admin; configuring requirements and attaching files requires Manager or higher (or a matching assigned user group).

When and why to use this

Use the document matrix when a project requires the same documentation checklist on every asset of a given type, such as a commissioning handover where each piece of equipment must have its manual, drawing set, and test report attached before turnover.

• When this action is needed - the project uses structured turnover or commissioning documentation and you need consistent document requirements across all assets of a type
• What the system does - CxPlanner creates matching document slots on every asset of that type and tracks required-document completion as a percentage
• Limitations - only Required slots count toward completion; optional requirements can hold files but do not change the percentage

How to

Video guide

Enable the feature on the project

1. Open the project and go to Project settings.
2. Find the Asset documents matrix toggle and turn it on.
3. Save the project settings. The Documents tab on individual assets and the document columns on the asset overview become available.

Configure document groups and requirements

1. In the Assets sidebar, open Types: Assets.
2. Scroll to the Document matrix section for the asset type you want to configure.
3. Click Add document group, enter a Group name (for example Drawings), and click Create.
4. To copy an existing setup, open Advanced and enable Clone document matrix from another asset type.
5. Inside a group, click Add requirement.
6. In the Add document requirement modal, enter a Name and optional Description.
7. Leave Required checked if the document should count toward the completion percentage.
8. Under Advanced, optionally set an Assigned user group (default is Manager only (default)) and enable Import to existing assets of this type to create slots immediately on assets that already exist.
9. Click Create.

To change a requirement later, click Edit on its row. To remove a requirement or an entire group, click Delete and confirm the warning.

Fulfill documents on an asset (Documents tab)

1. Open Asset overview and click an asset to open its detail page.
2. Select the Documents tab.
3. In the Document matrix table, find the requirement row. Rows are grouped by document group, and the header shows group completion (for example Drawings (50% - 1/2)).
4. Click Attach on the requirement row.
5. In the project file picker, select one file from project files.
6. Confirm the result: Fulfilled shows Yes and Newest file shows the filename. Click the filename to preview the file.
7. To replace the attachment, click Detach, confirm the Detach prompt, then Attach a new file.

Fulfill documents from the asset overview

1. Open Asset overview.
2. Add the Documents % column (and optional per-group percent columns) to your table view if they are not visible yet.
3. Click a percent cell to open a popup listing the document slots for that asset.
4. Review each row: slot name, Required or Optional, fulfillment status (Fulfilled or Missing), and the attached filename.
5. Click Attach or Detach when the action button is shown, or click the filename to open the file.

Required slots with a missing file are highlighted in the popup; fulfilled required slots use a green background tint.

Open the dedicated document matrix view

1. Open Asset overview.
2. Click the Options menu and select Asset documents.

Behavior and results

• Completion percentage counts only Required slots that have a file attached. Optional requirements do not affect the percentage.
• Materialized slots: adding a requirement to an asset type creates matching slots on all assets of that type. New assets receive slots automatically. Use Import to existing assets of this type to backfill assets that already exist.
• Files: Attach links an existing project file. Detach removes the link from the slot only; it does not delete the file from project files.
• Overview columns: Documents % shows overall required-document completion. A {Group name} % column appears for each document group but stays hidden until added to the asset table view.

Permission matrix

When a requirement is set to Manager only (default), only Manager and Admin can attach or detach. When a user group is assigned, members of that group can also attach and detach; managers and admins always can.

Troubleshooting

Quick facts

• Requires: Project role Admin to enable; Manager or higher to configure and attach (Enterprise AssetDocuments plugin required)
• Location: Assets Module - Types: Assets (Document matrix), asset Documents tab, and asset overview percent columns
• Affects: Document completion percentage, materialized document slots on assets, and attached project file links

Updated on: 06/19/2026