Set Up a Document Matrix for an Asset Type
Overview
How do I define which documents are required for each asset type and track who has uploaded them in CxPlanner?
The Document matrix feature in the Asset module allows you to create a template of document requirements attached to an asset type by defining groups and individual document slots, which is used to standardize documentation collection across all assets of the same type and track completion in the documentation matrix view.
When and why to use this
Define a document matrix at the start of a project, after asset types are established but before assets are created. The matrix acts as a documentation requirement template - every asset of that type inherits the same slots, making it easy to verify that all required documents have been received before handover or system sign-off.
- When this is needed - the project requires standardized documentation per asset type, such as O&M manuals from the mechanical contractor, commissioning records from the CxAgent, and certificates before final acceptance
- What the system does - once the matrix is set up, each asset of that type shows the document slots in its Files tab; the documentation matrix view aggregates upload status across all assets of the type
- Limitations - adding new requirements to an existing matrix does not automatically push those requirements to existing assets; you must run Import to existing assets manually after any update
How to
Access the Document matrix tab
- Open the Asset module from the left sidebar.
- Click Types: Assets in the sidebar.
- Click the asset type you want to configure (e.g., "Air Handling Unit").
- Click the Document matrix tab in the asset type detail panel.
- Click Add group.
- Enter a group name that reflects the document category (e.g., "Drawings", "Certificates", "O&M Manuals", "Commissioning Records").
- Press Enter or click outside the field to save the group name.
Repeat for each logical category of documents required for this asset type.
Add document requirements within a group
- Click Add requirement within the group where the document belongs.
- Enter the document name (e.g., "Single Line Diagram", "TAB Report", "Warranty Certificate").
- Set the document as Required or Optional using the toggle or dropdown.
- Assign a User group to the requirement - the assigned user group determines which team is responsible for uploading this document (e.g., assign "Mechanical Contractor" to O&M manuals, "Commissioning Engineer" to test reports).
- Repeat steps 8-11 for each document requirement in the group.
Clone a matrix from another asset type
If another asset type already has a similar matrix, copy it instead of building from scratch.
- Click Clone document matrix from another asset type.
- Select the source asset type from the list.
- Click Confirm.
All groups and requirements from the source type are copied. You can edit individual requirements after cloning.
Push the matrix to existing assets
New requirements are automatically applied to assets created after the matrix is saved. For assets that already exist, you must push the requirements manually.
- Click Import to existing assets of this type.
- Confirm the action in the dialog.
CxPlanner adds the new document slots to all existing assets of this type. Assets that already have a matching slot are not duplicated.
Behavior and results
Once the document matrix is configured and pushed to assets, each asset of that type displays the document slots in its Files tab, organized by the groups defined in the matrix. Users assigned to a user group see their slots highlighted and can upload documents directly.
The documentation matrix view (accessible from the Asset module sidebar) aggregates upload status across all assets, showing which slots are filled, which are empty, and which are overdue.
Field reference
Field | Options | Effect |
|---|---|---|
Document name | Free text | Label shown in the asset Files tab and in the matrix view |
Required / Optional | Required or Optional | Required slots appear as outstanding until filled; Optional slots do not block completion tracking |
User group | Any user group on the project | Restricts upload responsibility to that group; members of the group see the slot as assigned to them |
Permission matrix
Role | Can create/edit matrix | Can upload to assigned slot | Can upload to any slot |
|---|---|---|---|
Company Admin | Yes | Yes | Yes |
Project Admin | Yes | Yes | Yes |
Project Manager | No | Yes | Yes |
Consultant / Designer | No | Yes | No |
Contractor | No | Yes (if in assigned user group) | No |
Viewer | No | No | No |
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Existing assets do not show the new document slots | The matrix was updated after those assets were created, and Import to existing assets was not run | Click Import to existing assets of this type from the Document matrix tab |
The Document matrix tab is not visible | You do not have Admin role on the project or company | Ask your project Admin to grant Admin role, or have a Company Admin configure the matrix |
Cloning a matrix does not copy user group assignments | User groups differ between project setups | Reassign user groups manually after cloning |
A document slot shows as Required but no one is uploading it | The assigned user group has no members on the project | Add the relevant users to the user group, or change the user group assignment on the requirement |
Quick facts
- Requires: Project role Admin or company role Company Admin to create and edit; any assigned user group member to upload
- Location: Asset module - Types: Assets - [select asset type] - Document matrix tab
- Affects: Document slots in each asset's Files tab; completion tracking in the Asset documentation matrix view
Updated on: 07/10/2026
Thank you!