Documents

The Documents tab provides centralized storage for all documents associated with an aircraft. It tracks revision history and expiration dates, making it easy to keep certificates, airworthiness documents, insurance policies, and operational documents organized and up to date.

Opening the Documents tab

1. Open Fleet from the main navigation.
2. Click the aircraft you want to manage.
3. Select the Documents tab.

What the list shows

Each document entry in the list displays:

• Document icon -- a visual indicator of the document type.
• Name / Description -- the name or description you gave the document when uploading it.
• Revision -- the current revision identifier for the document.
• Validity -- the expiration date, if one was set.

Documents that have passed their expiration date are visually highlighted so you can immediately spot items that need renewal or replacement.

Adding a document

1. Open the Documents tab for the aircraft.
2. Click the option to add a new document.
3. Provide the following information:
   • File -- select the document file from your device to upload.
   • Document description -- enter a clear, descriptive name for the document. Use a name that makes the document easy to identify in the list (e.g., "Certificate of Airworthiness" rather than just the filename).
   • Expiration date -- optionally set the date when the document expires. This is strongly recommended for any document with legal or operational validity.
4. Save the document entry.

The file is uploaded and appears in the document list immediately.

Previewing and downloading documents

From the document list, you can:

• Preview a document to view its contents directly within the platform.
• Download a document to save a copy to your device.

These options are available on each document entry in the list.

Updating a document

When a new revision of a document becomes available:

1. Open the existing document entry.
2. Upload the new file version.
3. Update the description if needed.
4. Update the expiration date to reflect the new validity period.
5. Save the changes.

The revision information is tracked automatically, so the list always reflects the current document version.

Removing a document

To remove a document that is no longer relevant:

1. Open the document entry.
2. Use the delete or remove action.
3. Confirm the removal.

Remove outdated documents regularly to keep the list clean and useful.

Tracking expiration dates

One of the most important features of the Documents tab is expiration date tracking:

• Documents with an expiration date show the date in the Validity column.
• When a document has expired, it is visually highlighted in the list. This makes it easy to scan for documents that need attention.
• Documents without an expiration date do not trigger any warnings.

Set expiration dates on every document that has a defined validity period. This turns the Documents tab into an automatic reminder system for document renewals.

Types of documents to store

The Documents tab is designed to hold any document that should be associated with the aircraft record. Common examples include:

• Certificate of Airworthiness -- the primary airworthiness certificate. Set the expiration date to track renewal.
• Airworthiness Review Certificate (ARC) -- set the expiration date for the review period.
• Insurance certificate -- track the insurance policy validity period.
• Registration certificate -- the aircraft registration documentation.
• Noise certificate -- if applicable for the aircraft.
• Weight and balance documentation -- current weight and balance data.
• Maintenance program -- the approved maintenance program for the aircraft.
• Operational documents -- any other documents relevant to the aircraft's operation.

Common tasks

Check for expired documents across an aircraft Open the Documents tab and scan the list for visually highlighted entries. These are documents that have passed their expiration date and need renewal.

Upload a renewed certificate Open the existing document entry, upload the new file, update the expiration date to the new validity period, and save.

Find a specific document Scan the document description column. Use clear, descriptive names when adding documents so they are easy to locate later.

Prepare for an audit or inspection Review the Documents tab for the aircraft to ensure all required documents are present, current, and not expired. Download or preview documents as needed to prepare documentation packages.

Good practices

• Use clear, descriptive names for every document. Avoid relying on filenames alone, as they are often cryptic or inconsistent. A good description makes documents easy to find.
• Always set an expiration date when the document has a defined validity period. Without an expiration date, the system cannot warn you when the document needs renewal.
• Review the Documents tab periodically for expired documents. Make this part of your regular fleet administration routine.
• Remove outdated files after uploading new revisions. Keeping old versions in the list creates confusion about which document is current.
• Store all legally required documents here rather than in external systems. Centralizing documents on the aircraft record ensures they are always accessible to anyone working with the aircraft in Fleet.
• When preparing for audits or inspections, use the Documents tab as your starting point. If all documents are maintained here with accurate expiration dates, audit preparation becomes straightforward.