ECM Recipes

Use these recipes when you need a practical path instead of a feature-by-feature reference. Each recipe assumes ECM access is already enabled for the tenant.

Prerequisites

Before using these recipes, prepare ECM access, at least one target folder, a content owner, sample documents, and the asset, work-order, project, or compliance context that the recipe will use.

Source data

Most recipes need the following source data:

Input	Example
Documents	Manuals, SOPs, inspection evidence, drawings, reports, certificates.
Operational context	Asset, location, work order, project, system, or process.
Governance context	Owner, classification, access level, review state, retention expectation.
Related data	DFS datasets, sensor history, work-order fields, or AI Agent workflow notes.

Recipe flow

Recipe selection

Goal	Start here
Build a facility operations document library	Create a facility operations library
Make equipment manuals available from an asset	Link equipment documents to assets
Prepare maintenance history for AI Agent and reliability workflows	Prepare predictive maintenance evidence
Collect audit or compliance evidence	Generate a compliance evidence package
Store field photos and inspection notes	Archive field records from inspection work

Create a facility operations library

Use this recipe for facility teams that need one reliable place for operating manuals, utility drawings, SOPs, and inspection evidence.

1. Create folders by site, system, and asset class.
2. Define tag groups for system, document type, lifecycle state, and compliance topic.
3. Upload a small sample of manuals, drawings, SOPs, and inspection records.
4. Assign an owner to each top-level folder.
5. Apply classification to sensitive layout, utility, and vendor files.
6. Test viewer and contributor access with real users.
7. Link high-value documents to assets and areas.
8. Run search tests using asset names, system tags, and document types.

Handoff result:

Item	Expected result
Folder model	Teams can browse by site and system.
Tags	Search can find documents across folders.
Ownership	Each folder has a content owner.
Access	Viewers and contributors have tested access.
Links	Key documents are visible from asset or area context.

Link equipment documents to assets

Use this recipe when operators or inspectors should open manuals, drawings, or maintenance records from an asset page or work process.

1. Confirm the asset identity in FactVerse.
2. Upload or locate the equipment documents in ECM.
3. Add document type, system, vendor, and asset-class tags.
4. Link each document to the asset.
5. Mark the current version clearly.
6. Test from the asset view or workflow that users can find the document.
7. Review access for contractors, operators, engineers, and supervisors.

Good linked document set:

• operating manual;
• maintenance manual;
• wiring or layout drawing;
• inspection checklist;
• calibration certificate;
• recent service report;
• approved SOP.

Prepare predictive maintenance evidence

Use this recipe when a reliability workflow needs maintenance context, failure history, or supporting evidence.

1. Create a folder for the equipment group or reliability program.
2. Collect historical service records, failure reports, replacement records, and inspection notes.
3. Link each record to the relevant asset or component.
4. Tag records by failure mode, component, severity, and document type.
5. Use DFS to prepare structured signal history and work-order fields where needed.
6. Review duplicate or low-quality records.
7. Confirm AI Agent access to the reviewed document set.
8. Record owner approval before using the evidence in operational recommendations.

Handoff to AI Agent:

Evidence	Prepared in
Manuals and service notes	ECM
Work-order attachments	ECM
Structured maintenance fields	DFS
Sensor and condition history	DFS
Reviewed workflow context	AI Agent with ECM and DFS sources

Generate a compliance evidence package

Use this recipe for periodic audit support, project handover, Green Mark support, GMP or CSV evidence collection, or customer acceptance packages.

1. Define the evidence scope and owner.
2. Create a folder or workspace for the evidence package.
3. Select approved source documents and versions.
4. Confirm classification and access rules.
5. Add tags for compliance topic, site, period, and document type.
6. Route draft evidence through review if required.
7. Generate the package after source documents are reviewed.
8. Store the pack generation record and source list for audit.

Review before handoff:

• source documents are approved or explicitly marked as draft;
• package includes the expected site, period, and asset scope;
• sensitive content is handled under customer policy;
• recipient and purpose are recorded;
• audit record shows who generated the package.

Archive field records from inspection work

Use this recipe when technicians capture photos, notes, or attachments during inspection and maintenance work.

1. Capture photos or attachments from the field workflow.
2. Link each record to the work order, asset, and location.
3. Add tags for inspection type, issue type, and lifecycle state.
4. Review the record for quality and sensitivity.
5. Add comments or follow-up notes when needed.
6. Route evidence into a workspace or compliance pack when it supports handover.
7. Archive the record when the work order is complete.

Quality checks:

Check	Reason
Asset link is correct	Future users can find the evidence from equipment context.
Timestamp is preserved	Maintenance and audit teams need timing.
Photo is clear	Evidence must support review.
Sensitive areas are handled correctly	Site security and compliance rules may apply.
Work-order relationship is present	Completion history remains traceable.

Recipe troubleshooting

Problem	Likely fix
Users cannot find documents	Improve title, tags, folder placement, and linked records.
Too many duplicate files	Define source ownership and version strategy.
AI Agent gives weak answers	Add asset links, reviewed versions, and DFS operating data.
Compliance package is incomplete	Review source selection, approval state, access, and required metadata.
Field records are hard to reuse	Link records to assets, work orders, and inspection type tags.