Overview
External documents are documents stored in an external Document Management System (DMS) that are linked to assets within Enaimco. Rather than uploading a copy of the file, you provide a URL that points to the document in its source system. This keeps your asset records connected to the latest controlled version of the document without duplicating files.
External documents appear alongside uploaded documents in the asset's Documents tab. When you open an external document, it either opens in a new browser tab or displays directly within Enaimco, depending on your environment's configuration.
When to Use External Documents
Use external documents when:
The document is managed and version-controlled in an external system (e.g., a corporate DMS)
You need to link controlled drawings, procedures, manuals, or reports to an asset without uploading a separate copy
Your organization requires a single source of truth for document versions
If you have a standalone file that is not managed externally, use the standard Upload Files option instead.
Adding an External Document
Navigate to the Asset page for the relevant asset.
Select Documents from the Resources section in the left sidebar.
Click the Upload Document button in the top-right corner.
In the Upload Document(s) dialog, select the External Document tab.
Complete the following fields:
Field | Required | Description |
Document Link | Yes | The full URL to the document in the external system. Pasting a URL may auto-fill the document number and unique identifier. |
Document Number | Yes | The formal document number used to identify the document (e.g., |
File Name | Yes | A name for the document file (e.g., |
Title | Optional | A descriptive title for the document (e.g., |
Revision Number | Optional | The current revision of the document (e.g., |
Version Number | Optional | The external system version number. Required if a revision number is set. |
Click Add External Document to save.
The document will now appear in the asset's Documents table with the metadata you provided.
Viewing an External Document
External documents are listed in the Documents tab alongside uploaded files. To view one:
Navigate to the asset and open the Documents section.
Click the document title to open its detail page.
The detail page displays the document's metadata — including its type, document number, and revision number.
Click the View Document button to open the document in its external source system.
Note: The "View Document" button opens the linked URL. Depending on your configuration, this may open in a new browser tab or display within Enaimco.
Browsing Documents on an Asset
All documents — both uploaded and external — are displayed in the asset's Documents table. The table includes the following columns:
Title — The document name or title
Document Numbers — The formal document number
Type — The document type (e.g., Technical Note, Engineering Drawing, Report)
Category — Whether the document is related to the asset you are viewing (Primary) or a child component of that asset (Rollup)
You can sort this table by title, type, or category. Use the dropdown at the top to choose whether to include documents from This Asset + Asset Components or just the current asset.
For assets with many documents, use the pagination controls at the top-right of the table to navigate between pages.
Sharing a Document Link
Each document record has a Share button that copies a direct link to the document's detail page within Enaimco. Use this to share the document reference with colleagues — they will see the same metadata and can access the external document from there.
Best Practices
Always fill in the Document Properties to ensure the document is searchable and easy to identify.
Use the Revision Number field to track which version of the external document is linked — this helps teams confirm they are referencing the correct revision.
If your external DMS auto-generates URLs with node IDs or version parameters, paste the full URL into the Document Link field — Enaimco may auto-populate the identifier fields for you.
Avoid uploading copies of externally managed documents. Linking keeps your asset records in sync with the source of truth.