FSM Software with Document Management

Key Takeaways — Document Management for Field Service

What it is: Vault is a secure, company-wide document library built into Field Ascend — the same platform that runs your scheduling, dispatch and PPM.
What you store: O&M manuals, certificates, RAMS, safety data sheets (SDS), installation guides, drawings, warranties, price lists and company policies.
Why it matters: Documents live in the same system as your jobs, so engineers find the right manual or certificate in the field without digging through email or a shared drive.
Access control: Folder-level permissions let you open files to everyone, lock them to administrators, or share by team, department or individual — with separate view and upload rights.
In the field: Engineers browse, view PDFs and images, and download to the device straight from the mobile app.
Pricing: Optional add-on, billed per 100 GB block. See pricing.

See Vault in action

Watch how document management works inside Field Ascend field service management software — storing manuals, certificates, schematics and safety data sheets in one secure library, with folder permissions for engineers, admins and office staff.

Stop hunting for files across five places

Most field service teams keep documents in too many places at once: email attachments, a consumer cloud drive, a shared network folder, a few binders in the van, and someone's laptop. When an engineer needs the installation manual at 4pm on a Friday, it is a coin toss whether they find it. Field Ascend is field service management software with document management built into the same database your scheduling, dispatch and job management already use.

📁 One library, not five

Manuals, certificates, RAMS, SDS and policies live in one organised, searchable place that everyone references the same way — not scattered across inboxes, drives and vans. New starters learn one system, not five.

🔒 Permissions you actually control

Open a folder to the whole field team or lock it to administrators. Share pricing with the office, manuals with engineers, and HR files with managers only. Separate view and upload rights mean the right people read, and only the right people change.

📱 The same login as the job

Engineers reach Vault from the mobile app they already use for jobs — no second app, no extra password, no separate document management subscription to manage alongside your FSM licence.

A document library, not a messy shared drive

Organised folders for everything your team references

Vault gives you a clean folder structure you design around how your business actually works — by equipment type, by manufacturer, by trade, by site, or by document category. It is not a dumping ground; it is a maintained library.

Nested folders for manuals, certificates, RAMS and policies
Upload PDFs, images, spreadsheets and common file types
Search and browse the way you do jobs and customers
Files served through secure, short-lived links
Encrypted cloud storage with cross-region backup

When an engineer needs the service manual for a specific model you install everywhere, the answer is one tap away — not lost in a thread titled "FW: FW: manual?".

Field Ascend Vault document storage showing organised folders for O&M manuals, certificates and SDS in FSM software

Control who sees what

Folder-level access by team, department or person

Not every document should be visible to everyone. Vault puts access rules on every folder so sensitive files stay private and shared references stay available.

Open a folder to the entire company, restrict it to administrators, or grant it to specific teams, departments or individual users. Decide separately who can upload and who can only view and download — so an engineer can read the manuals without being able to delete or replace them.

Everyone, administrators only, or specific teams and departments
Per-folder view and upload permissions
Department-based access mapped to your organisation structure
Sensitive files — pricing, contracts, HR — stay limited

Because Vault uses the same accounts and roles as the rest of your field service platform, you manage one set of permissions, not two.

Field Ascend Vault folder permissions screen granting document access to specific teams and departments in FSM software

Every document, on the engineer's phone

Vault in the Field Ascend mobile app

Documents are only useful if they are there when the engineer is standing in front of the equipment. Vault is built into the Field Ascend mobile app, so engineers browse the folders they are allowed to see, open PDFs and images right inside the app, and download a file to the device when they need to open it elsewhere or share it.

Browse permitted folders on iOS and Android
View PDFs and images in the app
Download to the device to open or share
Same permissions as the web — engineers see only what you allow

No more ringing the office to ask someone to email a manual. The wiring diagram, the SDS, the installation guide — it is already in their hand.

Field service engineer viewing an equipment O&M manual in the Field Ascend Vault mobile app on a phone

Certificates, RAMS and compliance documents in one place

Regulated trades generate a lot of paperwork. Inspection certificates, equipment O&M manuals, manufacturer service bulletins, warranty documents, RAMS (risk assessments and method statements), COSHH assessments and safety data sheets (SDS) all have to be kept, found and produced on demand. Vault gives you a single, access-controlled home for the reference documents your compliance programme depends on.

Keep your master SDS library where every engineer can pull a sheet before handling a substance on site. Store the certificate templates and signed reports your office issues. Hold the manufacturer and regulatory documentation an auditor or client might ask for — organised into folders rather than buried in a drive named "Compliance (old)".

Vault complements the compliance features already inside Field Ascend. Use PAT testing and the certificate builder to generate compliance documents, F-Gas compliance tracking to log regulated refrigerant data, and Vault to store and share the supporting manuals, method statements and reference material your team needs to do the work correctly.

For teams that assign safety documentation to specific jobs — method statements, site rules, permits — that work continues to live with the job. Vault is for the library-level documents that apply across many jobs and many engineers, alongside your staff training and competency records.

Vault vs. job documents

Field Ascend handles two different document problems, and it is worth knowing which is which.

Job documents and photos belong to a single job. The before-and-after photos from Tuesday's call, the signed completion sheet, the customer email about that specific visit — they attach to the job and travel with it through quoting, scheduling and invoicing.

Vault is your company-wide reference library. The installation manual for a model you service across fifty sites, your master SDS library, the employee handbook, the current price list — documents that apply across many jobs, customers and engineers rather than to one visit.

Both live inside the same platform, so you are never running a separate document management system alongside your field service software. The same is true for your physical assets: tool tracking manages your own tools and test equipment, while equipment and asset tracking manages customer plant — and Vault holds the manuals and documentation that support all of it.

Who needs document management in their FSM

Any field service business whose engineers rely on manuals, certificates or safety documentation benefits from keeping those files inside their FSM software rather than in a separate drive.

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Frequently Asked Questions

What is Field Ascend Vault?

Vault is the document management module built into Field Ascend. It is a secure, shared file library for your whole organisation, so the same platform that runs your scheduling, dispatch and PPM also stores your O&M manuals, certificates, RAMS, safety data sheets, installation guides, price lists and company policies. Instead of scattering files across email attachments, consumer cloud drives and a shared network folder, your team has one organised, access-controlled place to find documents — in the office and out in the field.

What kinds of documents can I store in Vault?

Anything your team needs to reference: equipment O&M manuals, manufacturer installation and service guides, certificates and inspection reports, safety data sheets (SDS), RAMS and COSHH assessments, wiring diagrams and drawings, warranty documents, price lists, employee handbooks and standard operating procedures. Vault accepts PDFs, images, spreadsheets and other common file types, and organises them into folders you control.

Can field engineers access documents on the mobile app?

Yes. Engineers open Vault directly in the Field Ascend mobile app, browse the folders they have permission to see, and view PDFs and images right inside the app. They can also download a file to the device to open it in another viewer or share it. Access is controlled by the same folder permissions used on the web, so engineers only see the documents you have allowed for their team.

How do Vault permissions work?

Every folder has access rules. You can open a folder to everyone, restrict it to administrators, or grant access to specific teams, departments or individual users. You also control who can upload versus who can only view and download. This means sensitive documents — such as pricing, contracts or HR files — stay limited to the right people, while shared references like manuals and SDS can be available to the whole field team.

How is Vault different from attaching documents to a job?

Job documents and photos belong to a single job — before-and-after photos, a signed sheet, a customer email for that specific visit. Vault is your company-wide reference library: documents that apply across many jobs, customers and engineers, like the installation manual for a model you service everywhere or your master SDS library. Both live in Field Ascend, so you are not running a separate document management system alongside your field service software.

Where are Vault files stored and are they secure?

Vault files are held in dedicated, encrypted cloud storage with cross-region backup for disaster recovery. Files are scoped to your account, downloads are served through short-lived secure links rather than public URLs, and folder permissions govern who can reach each document. Because it is the same platform as your jobs and customers, you keep one security model and one audit trail instead of two.

How much does Vault document management cost?

Vault is an optional add-on. You add secure shared storage in 100 GB blocks at approximately £10 per 100 GB per month, on top of your Field Ascend plan, which starts at around £10 per user per month. There is no per-file fee and no separate document management subscription to manage — storage is billed alongside the platform you already use. See the pricing page for current details.

Document management — built into your FSM software