How to upload documents to an asset

Attaching a document keeps the evidence with the thing it describes — warranties, invoices, certificates, manuals, insurance.

When to use this

Attach a document whenever the file is about a specific asset.

If the document itself is what you are tracking — a licence with a renewal date, a permit — create a Document Asset instead.

Requirements

• Available on: Nova, Orbit, Odyssey, Cosmos
• Roles: Owner, Admin, Manager

Uploads count against your plan's storage quota: 500 MB on Nova, 5 GB on Orbit, 50 GB on Odyssey, unlimited on Cosmos.

Steps

1. Go to Dashboard → Assets (Individual) and open the asset.
2. Find the Documents section.
3. Click Upload Document.
4. Choose the file and complete:

1. Upload.

What happens next

• The upload is checked against your storage quota before it is accepted.
• The document appears on the asset and at Dashboard → Files, which shows every attachment across the organization.
• An event is written to the asset timeline.
• If you set an expiry date, UniAsset warns you ahead of it and again once it has passed.

Tip Set the expiry date on anything with one. A warranty certificate with no expiry date is a file. With one, it is a warning that arrives before you need it.

Adding photos

Images are separate from documents. Upload them in the Images section of the asset, where you can designate one as the primary image — the one shown in lists and cards.

Every image across the organization is at Dashboard → Images.

Archiving documents

Archiving a document removes it from active views and frees its storage quota. The file is retained so the action can be undone.

Unarchiving re-adds the bytes to your usage.

This is the intended way to manage storage. See Storage limits.

Common mistakes

Uploading a scan with no title. "scan_0047.pdf" is not findable in a year.

Skipping the expiry date on certificates. Expiry monitoring only works if there is a date.

Uploading huge photographs of documents. A phone photo of an A4 page can be several megabytes. On Nova's 500 MB that adds up fast.

Attaching site-wide compliance documents to one asset. If it covers the whole site, it is a document asset.

Troubleshooting

The upload fails. You are most likely at your storage limit. Check Settings → Plan & Usage. Archive documents you no longer need actively — that frees quota immediately.

There is no Upload Document button. Uploading needs Manager or above.

"Your subscription has expired." An expired subscription blocks new uploads while leaving existing files fully readable. Renew at Settings → Billing.

I archived a document and my usage didn't drop. Reload the page. Archiving releases the quota as part of the same operation.

I can't find a document I uploaded. Check Dashboard → Files, which lists every attachment regardless of which asset it belongs to.

I'm not getting expiry warnings. Check the expiry date is set. Immediate email needs Orbit or above; the in-app notification and weekly digest are on every plan.

Related articles

• What are Document Assets?
• Document Assets vs attachments
• Files and Images
• Storage limits
• Compliance report
• Document management best practices