Why and How?
To attach a resource to a User, Supplier, Equipment or Site, you can either add it from the item itself (for example: within the Sites or Teams & Users page), or upload it from the Resources tab, and set the assignment manually.
This makes documents and files easier to find from the Mobile App and Admin Console. For example, if you assign your Site plan documents to a Site item, your field workers or site managers can find those documents easily from the Mobile App to save:
1) Scrolling through a large list of documents
2) ensuring your specific documents are all in the same place.
Important privacy considerations
Assigning Resources in Site App Pro: Privacy Considerations
When you assign a resource to an item in Site App Pro, who can access it depends on what you assign it to.
1. Assigning to a Person / User Profile — Restricts Access
This limits the resource so only these can view it:
The assigned person (visible from their profile in the app)
Higher-level users: Admins, Managers, and Tablet Managers
Use this for confidential documents, like certificates. Assign the document to the worker, and only that worker and their supervisor(s) will be able to view it.
2. Assigning to a Site, Supplier, or Equipment — Does Not Restrict Access
This only makes the resource easier to find — it does not limit who can view it.
Site: Resources assigned to a site are easy to access once that site is selected on the Home page. You can also go to the Resources page in the mobile app, select the Site tab, and resources assigned to that site will display automatically.
Supplier/Subcontractor: Anyone attached to a supplier record can view:
Resources attached to that supplier/subcontractor record
Resources assigned to their own profile
Examples
Site - Attach relevant site plans
User - Attach training records, competencies or certificates
Equipment - You can add a Registration date, a log of maintenance, or invoices
Supplier - A supplier may have a policy or Health & Safety document that needs to be reviewed on a certain date
To Upload a file to a Specific Item
Log into your Admin Console
Select the Resource tab
Click Upload File
Select the file(s) from your device
Enter a File Name and choose the Location
Then select Set Assignment (e.g Site, User, Equipment or Supplier)
Enter the Type, and the Item
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Click SAVE
To Set Expiration Dates or Issue Dates
Open the file using the three dots, and select Edit
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Select Yes under the "Is this a certificate? * text or toggle on Set Issue and Expiry Date
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Enter the Issue or Expiry date (you don't have enter both if either option don't apply to the file)
SAVE your changes
This ensures that you receive notifications for any documents that are 2 weeks from expiring.
Head to the Teams & Users page
Select the relevant users' instance
Navigate to the Details tab
Scroll to Notifications and toggle the Certificate Expiry checkbox for Email or Push Notifications
If you'd like to learn more about adding a resource Click Here