Managing Device Documents

This guide shows you how to upload, view, and manage documents related to your Ally devices. Use documents to store installation manuals, warranty information, commissioning reports, and photos.

Understanding Device Documents

The Documents feature lets you attach files directly to devices in Leanheat Monitor. This keeps important information centralized and accessible to anyone managing the device.

Common document types:

• Installation manuals and guides
• Warranty certificates and terms
• Commissioning reports
• Installation photos
• Configuration settings documentation
• Maintenance records
• Calibration certificates
• Troubleshooting notes

Uploading Documents

Step 1: Access Documents Tab

1. Go to Device Administration
2. Click on a device
3. Click Documents tab

Step 2: Upload Document

You have two upload methods:

Method 1: Drag and Drop

1. Drag files from your computer
2. Drop them into the "+ Drag file here..." area
3. Files upload automatically

Method 2: Browse and Select

1. Click the "+ Drag file here..." area
2. Browse to find the file(s)
3. Select file(s) and click Open
4. Files upload automatically

Multiple file upload:

• You can select multiple files at once
• Or drag and drop multiple files together
• Each file uploads independently

Step 3: Verify Upload

After upload completes:

• Document appears in the Documents tab list
• File name displays as uploaded
• Upload date shows next to file name
• File size displays if available

Supported File Types

Leanheat Monitor accepts most common file formats:

Documents:

• PDF documents (.pdf)
• Microsoft Word (.doc, .docx)
• Microsoft Excel (.xls, .xlsx)
• Microsoft PowerPoint (.ppt, .pptx)
• Text files (.txt)

Images:

• JPEG images (.jpg, .jpeg)
• PNG images (.png)
• GIF images (.gif)
• BMP images (.bmp)

Other:

• CSV files (.csv)
• ZIP archives (.zip)

File size limits: Check with your administrator for maximum file size limits. Large files (10MB) may take longer to upload depending on internet speed.

Viewing Documents

Open Document

1. In the Documents tab, click the document name
2. Document opens in a new browser tab (PDFs, images)
3. Or document downloads to your computer (Office files, other types)

Viewing behavior by file type:

• PDFs: Open directly in browser for viewing
• Images: Display directly in browser
• Office files: Download to open in appropriate application
• Text files: May open in browser or download depending on browser settings

Deleting Documents

To remove a document:

1. In the Documents tab, find the document
2. Click the trash icon next to the document name
3. Confirm deletion when prompted
4. Document is permanently removed

⚠️ Important: Deleted documents cannot be recovered. Make sure you have a backup copy before deleting if you might need the file later.

Recommended Documents by Device Type

For All Devices

• Installation date and installer name (text document or photo)
• Product manual (PDF)
• Warranty information (PDF or photo)
• Installation photos showing location and mounting
• Serial number photo (for quick reference)

Gateway-Specific Documents

• Network configuration details (IP address, subnet, gateway)
• MAC address documentation
• Firmware version at installation
• Network diagram showing gateway position
• Router/switch configuration related to gateway

eTRV-Specific Documents

• Radiator valve type and size documentation
• Battery type and initial replacement date
• Calibration settings if manually adjusted
• Adapter used (if non-standard valve)
• Photo showing eTRV mounted on radiator
• Initial temperature offset settings

Room Sensor-Specific Documents

• Mounting location and height from floor
• Calibration offset if applied
• Room layout showing sensor position
• Distance from heat sources (windows, radiators)

Repeater-Specific Documents

• Coverage area diagram
• Devices connected through this repeater
• Signal strength measurements at installation

Document Naming Best Practices

💡 Recommended naming conventions:

• Format: DeviceName_DocumentType_Date
• Example: "eTRV_A.3.2.1_Manual_2024-01-15.pdf"
• Example: "Gateway_BuildingA_NetworkConfig_2024-01-15.pdf"
• Example: "RoomSensor_301_CalibrationReport_2024-01-15.pdf"

Naming tips:

• Use consistent date format (YYYY-MM-DD)
• Avoid spaces (use underscores or hyphens)
• Include version number for updated documents
• Keep names descriptive but concise

Document Management Workflow

At Installation:

1. Upload product manual immediately after device commissioning
2. Take and upload installation photos (before closing access panels)
3. Upload warranty documentation
4. Create and upload basic configuration document

During Operation:

1. Upload maintenance records after each service visit
2. Add photos of any issues discovered
3. Upload firmware update notes
4. Document any configuration changes

For Troubleshooting:

1. Review existing documents for device history
2. Add new troubleshooting notes and solutions
3. Upload diagnostic reports or screenshots
4. Document resolution for future reference

Document Organization Tips

For managing many documents:

• Upload at installation: Start document library immediately
• Include photos: Visual documentation helps remote troubleshooting
• Update regularly: Add records after each maintenance visit
• Delete outdated files: Remove superseded manuals or old configs
• Compress when possible: ZIP multiple related files together
• Use descriptive names: Make files searchable and identifiable

Troubleshooting

Problem: Can't Upload Document

Check file size isn't too large (try compressing or reducing image quality). Verify file type is supported. Try different browser if upload fails. Check internet connection stability. Clear browser cache and try again.

Problem: Document Won't Open

Check you have appropriate software to open file type (e.g., Adobe Reader for PDFs). Try downloading instead of viewing in browser. Verify file isn't corrupted by checking file size. Try opening in different browser. Re-upload document if it appears corrupted.

Problem: Wrong Document Uploaded

Delete the incorrect document. Upload the correct document. Rename the correct document using device details if needed.

Problem: Can't Find Uploaded Document

Verify you're viewing the correct device. Check you uploaded to intended device (not a different device with similar name). Search device list if you're unsure which device has the document. Check with colleagues if document might have been deleted.