Site SmartDocs
Site SmartDocs provides a centralized location to store and organize all site-related documentation — construction drawings, maintenance manuals, O&M documents, warranty certificates, inspection reports, and any other files relevant to the building.
Why use SmartDocs?
Site documentation is typically scattered across shared drives, personal computers, email attachments, and filing cabinets. This fragmentation makes it difficult to find the right document when you need it, especially during urgent maintenance situations.
SmartDocs solves this by:
- Centralizing documents — One location for all site documentation, accessible to authorized personnel
- Enabling AI assistance — Documents are automatically indexed and used by AI features to provide more accurate, context-aware responses
- Preserving knowledge — Documentation stays with the site, not with individuals who may leave
Key concepts
SmartDocs Directory
Documents are organized in a folder structure similar to a file system. Create folders to categorize documents by type (drawings, manuals, contracts), by system (HVAC, elevators, fire safety), or any structure that works for your site.
AI Document Indexing
Uploaded documents are automatically processed and indexed for AI retrieval. When using AI features like the Alarm Analyzer or AI Write Helper, the system searches your SmartDocs to find relevant technical information and include it in the response.
This means uploading an HVAC maintenance manual allows the AI to reference specific troubleshooting steps when analyzing related alarms.
Accessing SmartDocs
Open the site you manage from the top navigation menu, then select Smart Docs from the site menu.
The interface shows:
- Directory tree (left panel) — Browse and navigate the folder structure
- Content area (right panel) — View files and folders in the current directory
Working with files
Uploading files
Click Upload in the toolbar to add files. You can upload individual files or entire folders. Supported file types include:
- PDF documents
- Images (PNG, JPG, GIF)
- Office documents (Word, Excel, PowerPoint)
- Text files
Large technical manuals, CAD drawings, and scanned documents can all be stored in SmartDocs.
Creating folders
Click New Folder to create a directory. Use folders to organize documents by category:
- Construction — As-built drawings, specifications, permits
- Contracts — Maintenance agreements, warranties, service provider contracts
- Inspections — Periodic inspection reports, compliance certificates
- Operations — Procedures, checklists, emergency protocols
Viewing files
Click on a file to open the preview. PDFs and images display inline. For other file types, you can download to view locally.
The file information sidebar shows metadata including file size, upload date, and version history.
Downloading and deleting
Use the action menu on each file to download or delete. Select multiple files to perform bulk operations.
Technical system documentation
For documentation related to specific technical systems — O&M manuals, datasheets, service guides — upload these directly to the technical system's Maintenance section rather than SmartDocs. This links the documentation to the specific equipment, making it easier to find and allowing the AI Alarm Analyzer to reference the correct manual when analyzing alarms for that system.
Use SmartDocs for site-wide documentation that isn't tied to a specific technical system: building plans, contracts, general procedures, inspection reports.
AI integration
Documents in SmartDocs are automatically processed to extract text content. This content is embedded and stored in a vector database, enabling semantic search across your documentation.
When AI features need context about your site:
- The AI identifies relevant topics from the current context (alarm details, maintenance request, etc.)
- It searches SmartDocs for documents matching those topics
- Relevant excerpts are included in the AI prompt
- The response incorporates specific information from your documentation
This is why uploading manufacturer manuals, troubleshooting guides, and O&M documentation significantly improves AI response quality for your site.
Best practices
- Upload early — Add documentation when equipment is commissioned, not when problems occur
- Use descriptive names — Name files clearly so both humans and AI can understand the content
- Organize consistently — Establish a folder structure and maintain it across sites
- Keep documents current — Replace outdated manuals when new versions become available
- Link system docs correctly — Upload equipment-specific manuals to the technical system, not SmartDocs