Documents

Documents is where you collect, classify, and find all FM documentation across buildings. Here you can upload files, paste text, and link everything to the right building. The system suggests classification according to NS 3456 and NS 3451, so the structure stays consistent and easy to maintain.

What is Documents?

The page /dokumenter gathers FM documentation for the whole organization – reports, drawings, declarations of conformity, service logs, energy certificates, etc.

You can upload files or paste text, link them to buildings, and get automatic help with classification by:

• NS 3456 (document types)
• NS 3451 (building parts)

Main page with search, filters, categories, and a toolbar for document handling.

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Getting started

1. Go to Data sources → Documents
2. Choose All buildings or filter to a single building in the top menu
3. Click Upload / Paste to add documents

💡 Tip: Use clear titles, e.g., “Ventilation service Q3-2024”.
Mark “Needs review” for documents that should be quality-checked.

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Add documents

You can either paste text or upload files.

Paste text

Used for notes or documents without file attachments.

Dialog to save plain text with optional building link.

Upload files

Supports PDFs, images, documents, spreadsheets, presentations, and ZIP files (extracted automatically).
The system registers file size and checksum to avoid duplicates.

Drag and drop one or more files at the same time.

Link to building

Choose a building during upload or add the link later.
The system can suggest a building based on address or content.

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Filters and search

• Search: free text in title and content
• Needs review: shows documents marked for quality check
• Building selector: filter between “All buildings” and a single building

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Actions in the top bar

• Upload / Paste – opens the dialog
• Synchronize existing – pulls in drawings/certificates (administrator)
• Classify selected – add documents to the AI-based classification queue
• Delete selected – removes documents (if allowed)
• Move to... – change NS 3456 code or remove classification
• View – switch between list and card view, configure columns
• Classify unclassified – start automatic classification for documents without a code

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Classification and standards

• Automatic: the system suggests NS 3456, NS 3451, FM (FDVU) discipline, and type based on title/content
• Manual: edit suggestions in the “Suggestions” panel or directly on the document
• NS 3456 → folder: a suggested folder path is created automatically
• General documents: some (such as drawings/condition assessments) only receive an NS 3456 code

Terminology:

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Suggestions panel (quality control)

When the system has created suggestions, you’ll see cards with:

• Source: AI / Rules / Hybrid + confidence level (%)
• Building: suggested building (can be changed before saving)
• Classification: NS 3456, NS 3451, FM discipline and type
• Preview: open PDF, image, or text directly in the side panel

Actions:

• Accept – saves the suggestion and trains the model
• Reject – marks the suggestion as wrong (the system learns over time)
• Bulk action: select multiple and use “Accept”/“Reject” in the top bar

The system suggests NS 3456/NS 3451 and building – you can adjust before saving.

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Preview

Document list with preview in the right panel.

PDF files open directly in the side panel with zoom and page navigation.

• PDF: built-in viewer with fallback to the browser viewer
• Images: displayed responsively
• Other files: opened via link

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Access and roles

• All users with organization access can view documents
• Synchronize existing: requires administrator
• Deletion: some document types (such as energy certificates) require admin rights

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Practical workflows

Clean up incoming documents

1. Filter on Needs review
2. Choose building (from suggestions or menu)
3. Open Suggestions, adjust NS 3456/NS 3451 and press Accept

Move many drawings

1. Search for “drawing”
2. Select all → Move to... → type e.g. 163 or 164 → Move

Add a text note

1. Click Upload / Paste → Paste text
2. Enter title and content, choose building → Save

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FAQ

• Why do I get a duplicate warning?
  The system checks title, checksum, and file size to avoid copies.

• Why can’t I delete the document?
  Some document types require administrator rights (e.g., energy certificates).

• What does “Classifying...” in the top bar mean?
  The document is in a queue. When finished, suggestions appear in the Suggestions panel.

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Troubleshooting

• PDF doesn’t display: try “Open in new tab”. The browser uses its own PDF viewer as fallback.
• Can’t find the right NS 3456/NS 3451: use search in the dropdown, or save without NS 3451 for general documents.
• Wrong building suggested: select the correct building manually. The system improves matches as more suggestions are accepted.

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Related content

• Energy certificates
• Integrations