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For the complete documentation index, see llms.txt. This page is also available as Markdown.

Attaching Documents to Equipment

Document management enables you to attach important files directly to equipment profiles, creating a centralized repository where your team can access maintenance logs, technical documentation, compliance certificates, and other critical information.

This guide covers common scenarios for managing equipment documents through the Hiboo API.

Overview

Documents in Hiboo provide a secure way to store and share files associated with specific equipment. By adding documents to your equipment's profile, Hiboo becomes your fleet's source of truth, enabling each team member to find the right document in a dedicated place.

Common Document Examples:

  • Safety inspection reports: Periodic safety inspections and compliance documentation

  • Maintenance logs: Service history and repair records

  • Technical documentation: Manuals, specifications, and operating instructions

  • Compliance certificates: Safety inspections, regulatory approvals

  • Inspection reports: Regular condition assessments

Key Features:

  • File size limit: Maximum 10MB per document

  • Supported formats: PDF, JPG, PNG, GIF, TIFF, CSV, XLS, XLSX, DOC, DOCX

  • Sharing control: Documents can be shared automatically with customers when equipment is shared through Hiboo Connect

  • Public access: Documents can be made publicly accessible via QR codes in Hiboo Field

Learn More: See Documents Help Center for additional setup and usage information.

Document Discovery

Viewing Equipment Documents

When you need to see what documents are available for specific equipment:

Get documents for a specific equipment

get
/v2/fleet/equipments/{id}/documents

Retrieve a list of documents for the specified equipment.

Authorizations
x-access-tokenstringRequired

Generate a JWT when you log in. Use it in your following requests in the header as x-access-token: your-token-here

Path parameters
idintegerRequired

The unique identifier of the equipment.

Query parameters
offsetinteger · int32Optional

The number of items to skip before starting to collect the result set

Default: 0
limitintegerOptional

The number of items to return

Default: 10
Responses
200

A paginated list of documents for the equipment

application/json
totalintegerOptional

The total number of documents for the equipment

offsetintegerOptional

The number of items skipped

limitintegerOptional

The number of items returned

get/v2/fleet/equipments/{id}/documents

Common scenarios:

  • Document audit: Review what documentation exists for equipment

  • Compliance verification: Ensure required documents are attached

  • Team access: Help users find relevant documentation

Document Upload

Adding Documents to Equipment

Problem: You need to attach important files like maintenance records, compliance certificates, or technical documentation to equipment profiles.

Solution: Upload documents directly to equipment using the document upload API.

Upload a document for a specific equipment

post
/v2/fleet/equipments/{id}/documents

Upload a document to be associated with the specified equipment.

Authorizations
x-access-tokenstringRequired

Generate a JWT when you log in. Use it in your following requests in the header as x-access-token: your-token-here

Path parameters
idintegerRequired

The unique identifier of the equipment.

Body
namestringRequired

The name of the document.

filestring · binaryRequired

The document file to be uploaded. The document must be one of the following types PDF, JPEG, PNG, GIF, TIFF, Excel, or Word documents. File size should not exceed 10MB (10,485,760 bytes).

shareablebooleanOptional

Indicates whether the document can be shared along with the related equipment. If true, the document will be shared automatically when the equipment is shared; if false, the document remains private.

Default: false
isPublicbooleanOptional

Indicates whether the document can be publicly accessible.

Default: false
expirationDatestring · dateOptional

Date when the document becomes invalid, formatted as 'YYYY-MM-DD' in UTC.

Pattern: /^\d{4}-(0[1-9]|1[0-2])-(0[1-9]|[12]\d|3[01])$/
Responses
201

Document successfully uploaded

application/json
idnumberRequired

The unique identifier of the document

namestringRequired

The name of the document

shareablebooleanRequired

Indicates whether the document can be shared along with the related equipment. If true, the document will be shared automatically when the equipment is shared; if false, the document remains private.

isPublicbooleanRequired

Indicates whether the document can be publicly accessible.

expirationDatestring · dateRequired

Date when the document becomes invalid, formatted as 'YYYY-MM-DD' in UTC.

Pattern: /^\d{4}-(0[1-9]|1[0-2])-(0[1-9]|[12]\d|3[01])$/
post/v2/fleet/equipments/{id}/documents

Example: Uploading a maintenance report

Example: Uploading public technical documentation

Example: Uploading shareable safety certificate

Document Management

Updating Document Information

Problem: You need to modify document metadata like names, sharing permissions, or expiration dates without re-uploading the file.

Solution: Update document properties using the document patch API.

Update document metadata

patch
/v2/fleet/equipments/{id}/documents/{documentId}

Update the metadata (e.g., name, isPublic) of a specific document associated with the specified equipment.

Authorizations
x-access-tokenstringRequired

Generate a JWT when you log in. Use it in your following requests in the header as x-access-token: your-token-here

Path parameters
idintegerRequired

The unique identifier of the equipment.

documentIdintegerRequired

The unique identifier of the document.

Body
namestringOptional

The name of the document.

expirationDatestring · dateOptional

Date when the document becomes invalid, formatted as 'YYYY-MM-DD' in UTC.

Pattern: /^\d{4}-(0[1-9]|1[0-2])-(0[1-9]|[12]\d|3[01])$/
Responses
200

Document metadata successfully updated

application/json
idnumberRequired

The unique identifier of the document

namestringRequired

The name of the document

shareablebooleanRequired

Indicates whether the document can be shared along with the related equipment. If true, the document will be shared automatically when the equipment is shared; if false, the document remains private.

isPublicbooleanRequired

Indicates whether the document can be publicly accessible.

expirationDatestring · dateRequired

Date when the document becomes invalid, formatted as 'YYYY-MM-DD' in UTC.

Pattern: /^\d{4}-(0[1-9]|1[0-2])-(0[1-9]|[12]\d|3[01])$/
patch/v2/fleet/equipments/{id}/documents/{documentId}

Example: Updating document name and expiration

Example: Extending document validity

Removing Documents

Problem: Documents become outdated, irrelevant, or need to be replaced with newer versions.

Solution: Delete documents that are no longer needed.

Delete a specific document

delete
/v2/fleet/equipments/{id}/documents/{documentId}

Deletes a specific document associated with the specified equipment.

Authorizations
x-access-tokenstringRequired

Generate a JWT when you log in. Use it in your following requests in the header as x-access-token: your-token-here

Path parameters
idintegerRequired

The unique identifier of the equipment.

documentIdintegerRequired

The unique identifier of the document.

Responses
204

Document successfully deleted

No content
delete/v2/fleet/equipments/{id}/documents/{documentId}
No content

Use this when:

  • Documents have expired and are no longer valid

  • Replacing old versions with updated files

  • Removing incorrectly uploaded documents

  • Cleaning up document libraries for better organization

Document Access

Downloading Documents

Problem: You need to retrieve document files for offline use, sharing, or integration with other systems.

Solution: Download documents using the document download API.

Download a specific document

get
/v2/fleet/equipments/{id}/documents/{documentId}/download

Allows the user to download a specific document associated with the specified equipment.

Authorizations
x-access-tokenstringRequired

Generate a JWT when you log in. Use it in your following requests in the header as x-access-token: your-token-here

Path parameters
idintegerRequired

The unique identifier of the equipment.

documentIdintegerRequired

The unique identifier of the document.

Responses
200

Document successfully downloaded

application/octet-stream
string · binaryOptional
get/v2/fleet/equipments/{id}/documents/{documentId}/download

Common scenarios:

  • Offline access: Download for field use without internet

  • System integration: Import documents into other management systems

  • Backup procedures: Create local copies for disaster recovery

  • Audit trails: Retrieve historical documentation for compliance

Common Use Cases

Compliance Documentation

Scenario: Track regulatory compliance documents that expire and require regular renewal, while sharing relevant certificates with customers when needed.

Strategy:

  • Use descriptive naming with dates: "Safety Inspection Report 2024", "Safety Inspection Q3-2024"

  • Set expiration dates to match regulatory requirements

  • Make safety certificates and compliance documents shareable when required by customers for their own compliance

  • Use public access for field inspections via QR codes

  • Keep internal regulatory paperwork private (shareable: false)

Example workflow:

  1. Upload compliance certificate with expiration date

  2. Set as shareable only if customers need it for their own regulatory compliance

  3. Monitor expiration dates for renewal planning

  4. Replace expired documents with updated versions

Customer-relevant compliance documents:

  • "Safety Inspection Certificate 2024" → Shareable (customers may need for site access)

  • "Equipment Specification Sheet" → Shareable (helps customers plan usage)

  • "Environmental Compliance Certificate" → Shareable (required for some job sites)

  • "Operator Training Certification" → Shareable (proves operator qualification)

Document sharing guidelines:

  • Shareable: Safety certificates, equipment specs, operator qualifications, environmental compliance - documents customers need for their own compliance or operations

  • Private: Internal audit reports, regulatory correspondence, internal compliance tracking, maintenance costs, business-sensitive information

Maintenance Documentation

Scenario: Maintain comprehensive service records and technical documentation for each piece of equipment.

Strategy:

  • Organize by document type: "Maintenance Log", "Service Manual", "Parts Catalog"

  • Keep maintenance logs and repair records private (internal operational data)

  • Make technical manuals and safety guides publicly accessible for operators

  • Track service history through chronological uploads

Example document organization:

  • "Service Manual CAT 320EL" → Public, no expiration (operators need access)

  • "Maintenance Log 2024" → Private, expires end of year (internal tracking)

  • "Hydraulic System Repair 2024-07" → Private, permanent record (internal service history)

  • "Safety Operating Procedures" → Public, no expiration (operator safety)

Document sharing guidelines:

  • Public: Operator manuals, safety procedures, troubleshooting guides

  • Private: Maintenance logs, repair records, service history, cost information

Field Operations Support

Scenario: Provide operators and field teams with immediate access to equipment documentation.

Strategy:

  • Make operator manuals and safety guides publicly accessible

  • Use QR codes on equipment for instant document access

  • Include troubleshooting guides and emergency procedures

  • Ensure critical documents have no expiration dates

Benefits:

  • Operators can access manuals via smartphone scanning

  • Reduced need for physical documentation on equipment

  • Always up-to-date information in the field

  • Improved safety through accessible safety procedures

Document guidelines:

  • Public: Operator manuals, safety procedures, emergency contacts, basic troubleshooting

  • Private: Detailed repair procedures, maintenance schedules, cost information

Integration Strategies

Document Lifecycle Management

Problem: You need to automate document management as part of your maintenance and compliance workflows.

Key approaches:

  • Automated upload: Integrate with maintenance/compliance systems to upload reports and certificates automatically

  • Expiration monitoring: Build alerts for documents approaching expiration and flag equipment with expired compliance documents

  • Version control: Use naming conventions with version numbers and maintain audit trails of document changes

System Integration

Problem: Your existing document management or maintenance systems need to sync with Hiboo document storage.

Key strategies:

  • Document synchronization: Export from existing systems and upload to Hiboo, or use Hiboo as the master repository

  • Workflow integration: Trigger uploads when work orders complete and set appropriate sharing permissions automatically

  • Access control alignment: Set sharing permissions based on document type and customer needs while maintaining security policies

Best Practices

Document Organization

Naming Conventions:

  • Use clear, descriptive names that include dates when relevant

  • Include equipment identifiers for easy searching

  • Use consistent terminology across your organization

  • Avoid special characters that might cause issues

File Management:

  • Optimize file sizes before upload (compress images, reduce PDF sizes)

  • Use appropriate file formats for content type

  • Regularly review and clean up outdated documents

  • Maintain consistent quality standards for uploads

Access Control:

  • Set sharing permissions thoughtfully - only share documents that provide value to customers

  • Use public access for operational documents that operators need in the field

  • Consider security implications of document sharing with external parties

  • Regularly audit document access permissions

Compliance and Security

Document Retention:

  • Set appropriate expiration dates for regulatory requirements

  • Implement backup procedures for critical compliance documents

  • Plan for document archival and retention policies

Quality Control:

  • Validate document content before upload

  • Ensure documents are complete and readable

  • Maintain version control for updated documents

  • Regular quality audits of document libraries

Sharing Guidelines:

  • Shareable: Safety certificates, equipment specifications, compliance documents customers need

  • Private: Maintenance logs, repair costs, internal assessments, business-sensitive information

  • Public: Operator manuals, safety procedures, troubleshooting guides

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