Uploading Technical Documents

Technical documents are uploaded as aircraft documents. Each document belongs to a specific aircraft and can include document details, dates, issuing authority, notes, and an attached file.

Uploading documents correctly helps keep aircraft records complete and easier to review during audits, inspections, and internal checks.

Before you start

Before uploading a technical document, make sure you know:

• which aircraft the document belongs to
• the document type
• document number, if available
• issue date
• expiry date, if the document expires
• issuing authority
• whether the file is the final version
• whether the document should replace an existing file or be added as a new record

Always confirm the aircraft registration before uploading.

Open the correct aircraft

Technical documents are uploaded from the aircraft they belong to.

To begin:

1. Go to Aircraft Management.
2. Open Aircraft.
3. Select the correct aircraft.
4. Open the aircraft’s Documents area.
5. Select New Document.

The uploaded document will be linked to that aircraft.

Select document type

Choose the document type that best matches the file.

Available document types are:

• CRS
• Airworthiness Certificate
• Registration Certificate
• Insurance
• Other

Use Other only when the document does not fit one of the specific document types.

Selecting the correct document type makes filtering and review easier later.

Enter document number

Use the document number field for the official reference number.

Examples include:

• certificate number
• CRS reference
• registration certificate number
• insurance policy number
• internal document reference

If the document has no formal number, use the description field to make the record easy to identify.

Enter issue date

Use issue date to record when the document was issued.

The issue date helps users understand which version of the document is current and when it became valid.

If the issue date is unknown, follow your organisation’s internal documentation process before saving the record.

Enter expiry date

Use expiry date when the document has an end date or renewal date.

Expiry date is optional, but it is important for documents that expire.

FlightLogger Maintenance can show whether a document is expired or expiring soon when an expiry date is entered.

If the document does not expire, leave the expiry date blank.

Enter issuing authority

Use issuing authority to record who issued the document.

Examples include:

• aviation authority
• maintenance organisation
• insurance provider
• CAMO
• internal quality department
• other issuing organisation

This helps users understand the source of the document.

Add description and notes

Use the description field to explain what the document contains.

Use notes for additional internal context.

Examples of useful notes:

• renewal information
• audit comments
• internal reference notes
• relationship to a maintenance event
• clarification about document scope

Keep descriptions and notes clear and factual.

Attach the file

Use the Document File field to upload the file.

The current upload form accepts:

• image files
• PDF files
• DOC files
• DOCX files

Before uploading, check that the file is readable and that it matches the document details you entered.

For example, if the document number or expiry date is visible in the file, make sure it matches the values entered in FlightLogger Maintenance.

Save the document

After entering the document details and attaching the file, save the document.

After saving, FlightLogger Maintenance opens the document details page.

Review the saved record before continuing.

Review after upload

After uploading the document, check:

• aircraft registration
• document type
• document number
• issue date
• expiry date
• issuing authority
• description
• notes
• attached file name
• file size
• expiry status, if expiry date was entered

Open the uploaded file to confirm that the correct document was attached.

Updating an uploaded document

If you edit an existing document, you can upload a replacement file.

If you leave the file field blank while editing, the current file is kept.

Use this carefully. If the document has been renewed, your organisation may prefer creating a new document record instead of replacing the old file, depending on your document control process.

When to replace a file

Replace a file when:

• the wrong file was uploaded
• the scanned document was unreadable
• a corrected version replaces the same document
• the document details remain the same but the attachment needs correction

When to create a new document instead

Create a new document when:

• the aircraft has received a renewed certificate
• a new CRS has been issued
• a new insurance policy period begins
• the new file represents a new document, not a correction
• historical versions should remain visible

Follow your organisation’s internal document retention process.

Changelog

Aircraft documents include changelog support for document details.

Tracked fields can include:

• document type
• document number
• issue date
• expiry date
• issuing authority
• description
• notes

Use the changelog when you need to review changes to document metadata.

Best practice

A good upload process is:

1. Open the correct aircraft.
2. Go to Documents.
3. Select New Document.
4. Choose the correct document type.
5. Enter document number and dates.
6. Enter issuing authority.
7. Add description or notes.
8. Upload the file.
9. Save the document.
10. Open the file from the document page and verify it.

This helps ensure the record is both complete and usable.

Common mistakes

Uploading under the wrong aircraft

Always confirm the aircraft registration before uploading.

Selecting the wrong document type

Use the most specific type available. Use Other only when no specific type applies.

Forgetting expiry date

If the document expires, enter the expiry date so FlightLogger Maintenance can show expiry status.

Uploading unclear scans

Make sure the uploaded file is readable.

Poor scans can make the record difficult to use during audits or inspections.

Replacing historical documents accidentally

Be careful when updating an existing document. If the new file represents a new document period, create a new document instead of replacing the old one.

Summary

Upload technical documents from the aircraft’s Documents area.

Add the correct document type, reference details, dates, issuing authority, notes, and file attachment. After saving, always review the uploaded file and document details to make sure the aircraft record is complete and accurate.