Document Vault

Document vault provides CDE functionality, allowing you to add and keep documents and files on Twinview for easy access. The documents can be stand-alone or linked to assets.

A document vault is commonly used to store a building O&M Manual in the traditional folder structure format. It has the advantage of being linked to associated assets.

This screen shows a typical Document vault folder structure.

Creating a Folder

You can create a folder by clicking the ‘Add Folder’ button.

Adding Files

You can upload a file by clicking ‘Add file’. Make sure that you are in the correct folder. You can upload multiple objects simultaneously, dragging and dropping files into the dialogue (a maximum of 20 files simultaneously).

You can upload a zip file, and Twinview will unzip it while keeping the folder and file structure intact. This is an efficient way to upload thousands of documents while retaining the original file structure.

This is also useful for deploying a standard folder structure to a project. Design it on your desktop, zip it up and upload it.

Searching For Files

You can search for files using the search bar at the top left of the Document Vault. This will perform a recursive search inside folders to find documents and files easily. If you add tags to a file, the search will use these tags, allowing you to find files easily regardless of their filename.

Grid or List View

You can toggle between Grid and List views. When viewing the Grid view, a thumbnail preview is shown. The preview is unavailable in the list view, but additional data, such as upload date and file size, are shown instead.

File Options

Files have some options buttons at the bottom. These buttons allow you to perform a number of actions on the file.

Document vault view mode can be set to list or card model. In the list model, additional options appear.

Edit File

Clicking the Edit File icon opens the edit file modal. Here, you can rename the file, upload a new file (which creates a revision), add a description, and add metadata.

Name: Updates the filename
Upload File: Uploads a new version of the file and adds a revision.
Meta-Data: Adding meta-data to a file allows you to add additional tags that can be used in search.
Description: Adding a description to a file. This description is shown when you hover over a file while in grid view.

An example showing the description is shown on hover.

Linking a File to an Asset

If your project has the ‘Twinview Manage’ CAFM module activated, you can ‘Link’ a document to a maintainable asset or 'Equipment'.

To link a document to a single asset, ensure you are in a list view and click the 'Link' button on the document you want to add to link to an asset.

You will then see a modal showing the assets currently linked to the document (this may be blank if no assets have been associated with the document yet).

Click the green 'Link Asset' button at the top right, and then select the assets with which you want to associate the document by clicking the 'link' button on each asset. You can use the search and filters in this dialogue to locate the relevant assets.

This makes the document associated with the asset and will show it on the asset’s data page. This enables the document to be seen when selecting and managing the asset in the Facilities Management Module, 3D Model, or via selecting the asset on a 2D sheet.

You can also link a document to Equipment. This is the same process, but instead of clicking 'Link Asset', you click 'Link Equipment'.

Linking a File to Multiple Assets

You can link a file to multiple assets without the need to link them manually, one by one, as above. You do this by following the previous instruction to link a file to a single asset, however instead of clicking the green 'Link Asset' button, you can click the blue 'Query Set' Button.

This will open a list of defined query sets that exist on the project, and clicking 'Link' on the query set will associate the chosen document with all assets in that query set.

File Revisions

Twinview Document Vault now supports file revisions! Uploading a file to a folder with the same name as an existing file won't overwrite the file; instead, it creates a revision. Twinview Document Vault will always show the latest version in both grid view and list view, but you can download an older version of a file by clicking on the 'Revision' icon on the file.

You can see the files that have a revision, as their icon will have a number representing the number of revisions available.

When you click the Revisions icon, the Revisions modal will open, showing all revisions of the file. You can download a previous revision, and you can also delete old revisions if needed.

Delete a file

You can delete a file by clicking the delete icon in the file options. When clicked, Twinview will ask if you are sure you want to delete the file, and if you click 'Yes,' the file is deleted.

Deleting a file will also delete any revisions to the file.

Folder Funnels (Request Files and Send Files).

Folder Funnels are a powerful way to share or request information from 3rd party and have them upload to a document vault folder even if they are not using Twinview.

Creating a Request Link - Requesting Information from 3rd Party

First we need to create a folder to receive the files, in the example below i have created a folder called 'Received from Engineer'.

To create a funnel, we first click the 'Funnels' button in the top right. This will open the funnels modal where we can click 'Add Funnel' to add a link.

Complete the Add Funnel modal and click 'Save' to create your Funnel. The fields and options on this page are described in more detail below.

Folder: Select the folder for access (where the files will be uploaded to)
Name: Name of the funnel.
Description: You can write a message here, and it will be displayed next to the upload link to the person you shared the link with. This is useful for adding instructions, etc.
Access: You can choose between 'Read only' or 'File viewer' options. 'Read-only' is ideal when you want to share a folder with someone for access and downloading purposes while restricting their ability to modify the folder or its contents. On the other hand, 'File Viewer' grants the recipient full access to upload files, create folders, and delete content within the folder. This option is useful when you need to request files from someone, and they can conveniently upload the files to the link you provide.
Access Type: You can select 'Public' or 'Private'. Anyone can access the link if set to public, whereas if set to private, only those with a Twinview account can access it. Even when set to public, Twinview will ask for the user's details to be submitted for auditing log purposes.

The Add funnel modal is where you can define your funnel settings.

When done, click 'Save' to create the funnel link. This link can be copied to your clipboard so that it can be shared in emails etc.