In Document management, you can change a file's display name, move a file to another location or delete an attachment. These instructions apply to the browser interface.
Find the file and check your permissions
Open Assets and devices → Document management. Use the folder tree on the left to open the correct asset folder, device (Spot) and, if needed, the Spot's file folder. Check the file's location before making changes: the same filename may appear in several Spots. If needed, see the instructions for finding a file.
Renaming requires permission to edit the asset the file is attached to. Moving requires permission to edit the source Spot or source folder; moving to the root of another Spot or asset folder also checks permission to edit the destination asset. When moving a file into a file folder, also make sure you have permission to maintain the destination Spot. Deleting a file requires permission to delete that file. View permission alone, or general permission to manage files, does not guarantee access to all these actions.
Rename a file
- In the Cards view, open the file card's three-dot menu and select Rename.
- In the Enter a new name window, enter a recognizable name without the extension that the form automatically preserves.
- Confirm the change with the window's Rename button.
The form separates the last dot and the part after it from the current display name, then automatically adds this extension back. For example, user-guide.pdf appears in the field as user-guide. If you enter maintenance-guide, the result is maintenance-guide.pdf. Do not enter the .pdf extension again. If the current name has no dot, no extension is added.
The name must not be empty. Do not use path separators or other characters unsuitable for filenames: the interface removes reserved characters, leading dots and extra spaces at the beginning and end of the name.
Renaming changes the name shown in Spotilla. It does not change the file's contents or its stored original filename. Files attached to a work discussion cannot be renamed.
This action saves the change without requiring you to save the Spot form separately. Reload the view and check the new name in the correct location. The Spot file lists on Android and iOS also use the updated display name when the data is fetched again.
Move a file
- Find the destination Spot, asset folder or Spot file folder in the folder tree on the left. Check the destination's name and its position in the structure.
- Drag the file from the file area onto the desired destination row in the folder tree on the left.
- Wait for the result. Reload the view and check the file in both the source and destination locations.
Moving preserves the same file, its contents and the time it was originally added. It does not create a second copy. Moving to a named file folder replaces the file's previous file folder associations with this single folder. Moving to the root of a Spot or asset folder removes the file folder associations but preserves the file.
When you move a file to another Spot or asset folder, the asset the file is attached to also changes. The file can then be found in the new location, and its permissions are determined by the new asset. Moving may therefore change who can see or manage the file.
This action cannot move attachments between tasks, service requests or messages and other locations. The file being moved must be attached directly to a Spot or asset folder; a file in a Spot's file folder still belongs to the Spot.
The move is saved by the move action itself. If you are working with several files, some moves may succeed while others fail: successful moves are not undone if a later file encounters an error. Check each file's final location before trying again. If a move is blocked, check the error message, the source and destination locations, and your permissions.
If you want to organize files within a Spot's own details view, see moving files into a Spot's file folders.
Delete a file
- Check the file's name, location and, if needed, contents. If you need to keep a copy, open its three-dot menu and select Download first.
- Select Delete from the same file card's menu.
- Confirm deletion with the Yes button in the confirmation dialog. No cancels the action.
- Reload the view and make sure the attachment no longer appears in its previous location.
In Document management, deletion takes effect immediately when you accept the confirmation. It does not wait for the Spot form's Save button. This deletes the attachment, rather than simply hiding it or moving it out of a folder. If the deleted file was the Spot's default image, its default image association is also removed.
Deleting a file folder is different
Deleting a Spot's file folder requires permission to edit the Spot. Deleting the folder preserves the files on the Spot. If a file has no other file folder association after this, it can be found among the files that are not in folders. After deletion, reload the view and check both that the folder has disappeared and that the files remain.
This delete action in Document management cannot delete an asset folder, Spot, task, service request, work order or report. Always check whether the selection refers to a file or a Spot's file folder.
In the Spot's own browser form, the file's trash icon instead marks the file for deletion, and deletion is confirmed with the form's Save button. See the instructions for this separate procedure: deleting a Spot's file or file folder.