Getting Started with ECM

This guide is for customer administrators, operations users, and implementation teams who need to make the first set of operating documents usable in FactVerse.

The goal is to create a small, governed workspace that can be searched, linked to operations, and handed off to the right team.

Before you start

Prepare the following:

Requirement	Notes
Tenant access	Use the tenant or project environment provided by the administrator.
ECM access	Your account needs permission to view folders. Upload, edit, delete, download, and access-control actions may require additional grants.
Folder plan	Start with a simple structure based on site, system, process, or document type.
Owner	Assign a person or team responsible for document quality and lifecycle.
Sample documents	Use operating manuals, SOPs, inspection records, drawings, handover files, or maintenance evidence.
Linked context	Prepare asset, area, work-order, or project identifiers if the documents should be connected to operations.

Source data

For the first workspace, use a small and reviewable source set:

Input	Example
Document files	PDF manuals, Word procedures, image evidence, drawings, certificates.
Metadata	Owner, document type, classification, description, and lifecycle state.
Business links	Asset ID, location, work order, SOP, project, or compliance topic.
Access requirements	Viewer, contributor, owner, and administrator roles for the pilot folder.

Quick setup flow

1. Create a folder

Create the first folder around how the team will search for content later.

Common folder patterns:

Pattern	Example
Site or building	Singapore Plant / Utilities / Chillers
Asset class	Pumps / Maintenance Manuals
Process	Packaging Line / Operating Procedures
Compliance pack	Green Mark / Evidence Collection
Project handover	Stadium Project / Commissioning Records

Keep the first structure simple. Deep folder trees are harder to govern and harder to maintain.

2. Upload documents

Upload a small set first, then validate how the team will use them.

Recommended first set:

• one operating manual;
• one SOP or work instruction;
• one inspection or service record;
• one drawing, layout, or equipment reference;
• one document that will need approval or retention.

After upload, open each file and confirm the title, file type, size, owner, and preview behavior.

3. Add tags and metadata

Tags make documents easier to find across folders.

Useful tag groups:

Tag group	Examples
System	HVAC, electrical, compressed air, water treatment, packaging, production line
Document type	Manual, SOP, drawing, inspection, calibration, certificate, handover
Lifecycle	Draft, in review, approved, archived
Compliance	GMP, CSV, Green Mark, safety, maintenance evidence
Asset class	Chiller, pump, motor, conveyor, valve, crane, forklift

Use tags consistently. If the same idea appears as several spellings, search and AI workflows become weaker.

4. Link documents to operations

Link the document to the operational object that will need it.

Link target	When to use
Asset	A manual, drawing, spare-parts list, calibration record, or service note belongs to equipment.
Area	A site map, evacuation plan, facility policy, or utility diagram belongs to a space.
Work order	A repair photo, task note, inspection evidence, or vendor report belongs to a work record.
SOP	A procedure document should be available when an operator follows a task.
Project	Handover, commissioning, acceptance, and training records belong to a project package.

Linked documents become easier to retrieve from Inspector, field workflows, and AI Agent prompts.

5. Verify search and preview

Use search before handing the folder to users.

Check that users can find documents by:

• title;
• folder;
• tag;
• asset or work-order relationship;
• document type;
• latest version.

Preview and download are separate access decisions in many deployments. A user may be allowed to view metadata or preview a file without being allowed to download the source file.

6. Validate access

Test with at least two users:

User type	Expected behavior
Viewer	Can open the folder, search documents, and preview approved content allowed for the role.
Contributor	Can upload or update documents in the assigned folder.
Owner or steward	Can update metadata, manage versions, and route documents for review.
Administrator	Can manage folder access, policies, audit, and retention settings.

Record who tested access, which folder was tested, and what access level was confirmed.

First handoff checklist

• Folder has a clear name and owner.
• Sample documents open correctly.
• Metadata and tags match customer naming conventions.
• At least one document is linked to an asset, area, or work order.
• Viewer and contributor access have been tested.
• Search returns the expected documents.
• Document changes appear in the audit trail.
• Any approval or retention requirement has an owner.

Expected result

At the end of this setup, the tenant should have one ECM folder that users can browse, search, and validate. At least one document should have tags, metadata, an operational link, tested access, and an audit trail entry.

Troubleshooting

Symptom	Check
Folder is visible but upload is blocked	Contributor or write access for the folder.
Search does not find the sample document	Title, tags, metadata, indexing status, and user access.
Asset link is missing	Asset identity, link target, and whether the document was saved after linking.
Preview is unavailable	File format, file size, conversion support, and permission.
Another user cannot see the document	Folder access, document-level access, classification, and lifecycle state.

Next steps

• Use Document Workspace to plan a larger folder and versioning model.
• Use Permissions and Governance before opening a workspace to more teams.
• Use ECM Recipes for common operations and compliance setup paths.