Asset Documents & Images

AccuArk allows you to attach documents and images directly to asset records. This feature provides a centralized location for all supporting files related to an asset, including purchase invoices, warranty certificates, service manuals, inspection reports, and photographs. Having these files linked to the asset record means you never have to search through filing cabinets or shared drives to find the documentation you need.

Where to Find Document and Image Attachments

Documents and images are managed on the asset's detail form:

1. Open an asset by navigating to Assets > Asset Register and double-clicking the asset row, or by selecting the asset and clicking Edit
2. This opens the the Asset Details screen form
3. Navigate to the Documents tab to manage file attachments
4. Navigate to the Images tab to manage photo attachments

Both tabs are available for any asset regardless of its status or category.

Documents Tab

The Documents tab is designed for attaching reference files to the asset record. This is the ideal location for any file that provides supporting documentation about the asset's purchase, warranty, maintenance, or operational details.

Supported File Types

You can attach virtually any file type, but the most common document types include:

• PDF files — Purchase invoices, warranty certificates, lease agreements, inspection reports
• Word documents (.doc, .docx) — Service contracts, maintenance procedures, operating instructions
• Excel spreadsheets (.xls, .xlsx) — Cost analysis worksheets, maintenance schedules, specification comparisons
• Text files (.txt) — Configuration notes, license keys (for software assets), setup instructions
• Other formats — Any file that provides relevant information about the asset

Adding a Document

To attach a document to an asset:

1. Open the asset in the Asset Details screen and navigate to the Documents tab
2. Click the Add button
3. A file browser dialog opens — navigate to and select the file you want to attach
4. After selecting the file, a description dialog appears where you can optionally enter a description for the document (for example, 'Original purchase invoice from Dell' or 'Extended warranty certificate valid through 2028')
5. Click OK to confirm
6. The file is uploaded and linked to the asset record
7. The document appears in the Documents grid with columns for file name, description, file size, date added, and added by

Common Document Use Cases

Viewing a Document

To view an attached document:

1. Select the document row in the Documents grid
2. Click the View button
3. The file opens in your system's default application for that file type (for example, PDFs open in your default PDF reader, Word documents open in Microsoft Word)

Alternatively, you can double-click the document row to open it directly.

Removing a Document

To remove a document attachment:

1. Select the document row in the Documents grid
2. Click the Remove button
3. Confirm the removal when prompted

Removing a document deletes the link between the file and the asset record. Depending on your server configuration, the physical file may be retained on the server for archival purposes even after the link is removed. The removal action is recorded in the asset's activity log.

Images Tab

The Images tab is specifically designed for visual documentation of assets. Photographs serve as a powerful tool for asset identification, condition tracking, and insurance documentation.

Supported Image Formats

The Images tab supports standard image formats:

• JPEG (.jpg, .jpeg) — The most common format for photographs, good balance of quality and file size
• PNG (.png) — Lossless format, good for screenshots or images requiring transparency
• BMP (.bmp) — Uncompressed bitmap images
• GIF (.gif) — Supported but not typically used for asset photography

Adding an Image

To attach an image to an asset:

1. Open the asset in the Asset Details screen and navigate to the Images tab
2. Click the Add button
3. A file browser dialog opens — navigate to and select the image file
4. After selecting the file, a caption dialog appears where you can optionally enter a caption (for example, 'Front view at acquisition' or 'Damage to left panel — March 2026 audit')
5. Click OK to confirm
6. The image is uploaded and linked to the asset record
7. A thumbnail preview of the image appears in the Images gallery

Viewing an Image

To view an image at full size:

1. Select the image thumbnail in the Images tab
2. Click the View button to open the image in your system's default image viewer

You can also double-click a thumbnail to view it at full size.

Removing an Image

To remove an image:

1. Select the image thumbnail in the Images tab
2. Click the Remove button
3. Confirm the removal when prompted

As with documents, the removal is logged in the asset's activity history.

Image Sort Order

You can control the display order of images by dragging thumbnails to rearrange them. The first image in the sort order serves as the primary image for the asset and may appear as the thumbnail in the Asset Register grid and reports. Drag and drop images into your preferred order — the updated order is saved automatically.

Storage and File Management

Attached files are stored on the server in a structured directory organized by asset ID. This ensures that files are properly associated with their asset records and can be backed up as part of your standard server backup procedures.

Key points about file storage:

• Files are stored in a dedicated asset attachments directory on the server
• Each asset has its own subdirectory to keep files organized
• File names are preserved as uploaded, with the addition of a unique identifier to prevent naming conflicts
• There is no hard limit on the number of attachments per asset, but storage capacity depends on your server's available disk space
• Large files (especially high-resolution images) consume more storage — consider resizing photos before uploading if storage is a concern

Tips and Best Practices

• Photograph assets at acquisition — Take photos of every new asset when it arrives. This documents the asset's condition at the time of purchase and provides visual identification for future reference.
• Photograph assets during physical audits — Update the photos during each physical audit cycle. This creates a visual history of the asset's condition over time, which is valuable for insurance claims and maintenance planning.
• Attach the original purchase invoice — Always attach the purchase invoice or receipt. This provides cost verification for auditors and is essential for insurance claims if the asset is damaged or stolen.
• Use descriptive captions and descriptions — A caption like 'Server room — rack position B3 — rear panel' is much more useful than no caption at all. Descriptions help you find the right document quickly when an asset has many attachments.
• Keep warranty documents attached — When a warranty issue arises, having the warranty certificate immediately accessible from the asset record saves time and ensures you do not miss a warranty claim deadline.
• Document damage with photos — If an asset is damaged, photograph the damage immediately and attach the images with a descriptive caption including the date. This documentation is critical for insurance claims and employee accountability.
• Scan paper documents — If you have paper-based purchase orders, warranties, or service records, scan them to PDF and attach them to the corresponding asset. This digitalizes your records and makes them searchable from within AccuArk.

Related Articles

• Adding a New Asset
• Editing Asset Details
• Physical Audit Tool
• Asset Activity Log & Audit Trail