This documents presents how to use attachments in IBM Maximo Asset Management

1. Robert Zientara
di-rz.pl
Attachments in IBM Maximo
Asset Management

2. Areas where attachments are used
Maximo system allows to save files and URL’s in
applications which will be record attachments.
Attachments build equipment, work, employees or
purchase orders documentation.
Attachment can be a PDF file, MS Office file or a
scanned document or a URL (internal or external).

3. Chosen applications with attachments
Communication
Templates
Labor
Qualifications
Crafts
People
PR
PO
Invoices
Companies
Assets
Locations
Failure codes
Condition Monitoring
Service Requests
Work Orders
Contracts...
Item Master
Tools

4. Place where the attachments are stored
Files in Maximo are stored by default on the
apllication server not in the database.
The standard folder can be changed by the system
administrator.

5. Attachment types
Maximo allows to add to the record:
 Files
 URL’s to Internet or Intranet page (this also applies to the files
on the network shares)

6. Limitations of files
System administrator can define which file types can
be saved (which file extensions will be allowed) eg.
PDF, XLS, XLSX, JPG, JPEG. This limitation was
added to protect the system from dangerous content.
Administrator can also limit the size of the file which
can be saved on the server eg. 10MB.

7. Sharing attachments between applications
Maximo allows for sharing attachments between
applications, for example files attached to an asset
are visible also in Work Orders for that asset. Thanks
to this the user do not need to open another
application to view necessary documentation.
Similarly, in rotating assets record there are visible
attachments from related rotating item.

8. Attachments folders
Attachments in an application are saved in folder
which allows categorising of files: „Manuals”,
„Plans”, „Photos”…
Folders can be configured by authorised user by
running an action from the menu.

9. Attachments library
Library can save the space on the server because the
files is saved only once in the library, records contain
only the reference to it. Without the library this file
will be saved many times.
Homologacja.
doc
Homologacja.
doc
Homologacja.
doc
WA1609X
WA2914A
WA37251
Homologacja.
doc
WA1609X
WA2914A
WA37251

10. Attachments control
Attachments control by default does not change it’s
appearance and it always looks like the record has
attachments.
This behaviour can be changed and then the record
without attachments will have different icon.
This change can be done only by system
administrator because it affects directly system
performance.

11. Adding attachments – files
When adding a file a clip icon in attachments control
should be clicked, then Add New
Attachments/Add New File should be chosen.
In the field Select a Folder choose a place where
the file will be saved in Maximo.
Specify a file control allows for choosing a file from
disk.

12. Adding attachments – files cont.
Optionally a file identifier and a description can be
entered. This is for identifying content and file
version (but Maximo does not offer file versioning!).
Copy document to the default location set by
your administrator (recommended)? flag
should be checked otherwise the file will not be
copied to the server folder and the file will be
accessible only for users having access to the original
file location.

13. Adding attachments – files cont.
Flag Add document to the document library
for others to use? will save the file to the server
folder, then the file will be added to the library and
finally a link to the current record will be created.
The last flag Print attached document with
report if printable type? allows for automatic file
printing with a report.

14. Adding attachments – URL
When adding an URL a clip icon in attachments
control should be clicked, then Add New
Attachments/Add New Web Page should be
chosen.
In the field Select a Folder choose a place where
the file will be saved in Maximo.
In the field Specify the URL enter/paste the URL
of the Internet/Intranet page.

15. Adding attachments – URL cont.
Flag Add document to the document library
for others to use? will save the file to the server
folder, then the file will be added to the library and
finally a link to the current record will be created.
The last flag Print attached document with
report if printable type? allows for automatic file
printing with a report.
The URL can reference the Internet or Intranet page.

16. Adding file or URL from Library
If the file or URL already exists in the library, then it
can be added to the record using the option Add
from Library
It is possible to add more than one item from library
by checking them in the dialog window.

17. Managing attachment library
Content of the library in each application can
managed through option Manage Library form
menu Select Action.

18. Managing attachment library cont.
This dialog window allows to change the document
description, delete the document or add new files
and URLs.
Warning! The file can be deleted from library only
after removing ALL of its links with records.

19. Managing attachment library cont.
The button Add a Document to the Library has
two options: Add new File, Add new Web Page
similar to the dialog windows mentioned earlier, the
only difference is that there is no flag Add
document to the document library for others
to use? .

20. Opening attachments
Clicking the word Attachments in the attachment
control displays the list of linked files and URL’s.
Same effect results from clicking the clip icon and
choosing View Attachments from the menu.
This dialog has the option to delete the attachments.
Warning! It is not possible to edit documents in
Maximo – only to view their content. To save an
updated document, it must be added as new
attachment with different description.

21. Opening attachments cont.
Clicking the identifier of the attachment in the dialog
wind will open the file in associated application or
will open a browser with URL open.
Warning! To open a file of a specific type e.g. DXF
there must be an associated application installed on
the computer. In the above example AutoCAD
application will be required.

22. If you want to learn more about Maximo…
Please read my book:
IBM Maximo Asset Management.
The Consultant’s Guide

23. Legal information
All product and company names mentioned in this
publication may be trademarks or registered
trademarks of their respective owners.