A device, or Spot, may have files such as user manuals, photos and maintenance documents. Files may be attached directly to the Spot or stored in its file folders. Files organized into folders appear separately from files that are not in folders.
You need permission to view the Spot in question. A mobile user's permission to read the Spot and permission to read files are set separately: being able to see the Spot does not guarantee that you can view its files. For example, iOS prevents you from opening Files if you do not have permission to read files. You do not need permission to add files in order to view them. Retrieving and downloading files requires a working network connection.
Open a file in the browser
- From the main menu, open Assets and content, then Assets, devices, tools and the submenu option with the same name. Select Default table.
- Search for the Spot by name and click its name to open its details.
- Go to the Files section in the basic information. The first file area contains files that are not in folders.
- If the file you are looking for is in a folder, open File Folders and select the folder's tab. The number in parentheses after the folder name indicates how many files it contains.
- Click the file's preview image or file icon to open it. In the List view, you can also click the file name.
The file link opens in a new tab. Depending on the file type and browser settings, the browser may display the file or download it to your computer.
Change the file view
Files open in the Cards view by default. The grid icon above the file area selects the Cards view, and the list icon selects the List view. The icon's name appears when you hover over it. You can change a file folder's view using the corresponding icons in that folder.
The Cards view helps you identify images. The List view shows the file name, who added it and when it was added, if that information is available.
Open a file on Android or iOS
- Open the Spot you want in the mobile app and select Files from the actions in its details view.
- Check the Files not in folders list and the named folder cards. The heading and list for files that are not in folders may be absent if there are no such files.
- If the file is in a folder, tap its folder card. The number on the card indicates how many files the folder contains. Tapping an empty folder does not open a file view.
- Tap the row for the file you want.
The row may show a description given to the file instead of its original file name. Check the contents of the opened file to make sure you have the right document.
How does a file open on mobile?
Android: supported images and videos open in a preview. Supported documents, such as PDF, Word, Excel, DWG and text files, start downloading to your phone. Wait for the download to finish and check the Android download notification. A notification that the download has started does not yet confirm that it has finished.
How Android opens a file depends on its detected type. An action to open the file is not available for every file type; for example, this view does not handle PowerPoint files. If tapping the row does nothing, try opening the file in the browser.
iOS: images and videos open in a preview. Documents and other files are downloaded, after which the iOS share menu opens. Select a suitable app or save action for the file. The available options depend on your phone and the file type.
Verify the result and troubleshoot a missing file
Check the Spot's name, the selected file folder and the contents of the opened file. Simply seeing a file row or a notification that a download has started is not enough to confirm that you have opened the right file.
The file does not appear in the first list. Check the Spot's file folders as well. On mobile, folder cards may appear even if the list of files that are not in folders is empty.
The file belongs to a task or service request. Open that task or service request and check its attachments. These instructions cover files added directly to a Spot.
The file does not open. Check your network connection and, in the browser, look for a new tab or a file downloaded to your computer. On mobile, check the preview, download notification or iOS share menu. If files do not open or you receive a permission error, ask your organization's administrator to check your read permissions for both the Spot and its files.
For instructions on organizing files, see creating a file folder for a Spot and moving files into a Spot's folders. Instructions for adding a new attachment are provided in adding images and files in the mobile app.