Unlocking the power of Documents and data in your digital twin

GUIDE NO. 03 – DATA ACTIVATION SERIES

This is a practical introduction to activating value from key datasets and features in your digital twin.

Documents as dynamic information assets

In the context of digital transformation, documents are no longer viewed as static files, but rather as dynamic information assets that capture the knowledge, history, and technical specifications of physical systems. Within Aize, documents function as a foundational element that interconnects the various components of the digital twin.

Why Document Management Matters

Effective document management in Aize means linking every piece of information, from engineering drawings to maintenance records, to the digital twin. This enables:

• Faster Decisions: Teams access up-to-date documents instantly.

• Efficiency: Quick retrieval reduces downtime and supports planning.
• Compliance: Proper documentation supports adherence to industry standards.
• Risk Reduction: Accurate files help spot issues before they escalate.

Efficient interaction with documents is decisive

Users need critical information to be accessible, contextual, and actionable.  Aize addresses this need through the following ways:

• Document: This is the archive card with metadata.
• Document-to-Tag Relationship: Documents are normally versioned with an associated list of related tags or other named items. The current document version is used to build up a “Tag-to-Document” relationship. This is used for navigation both ways between Documents and tags in Aize.
• Document-to-Document Relationship: This is used for navigation between Documents.
• Revisions/Versions: Display the latest version and browse historical versions. Aize displays the most recent version of a document by default and allows users to browse earlier versions for comparison and understanding how technical content has evolved over time. A version can have none or several files.
• File: This is the file that belongs to a given revision and a Document. This can be opened in Aize or downloaded.
• 2D Smart Drawings: Interactive views of PDFs (e.g., P&IDs, isometrics) allow users to click tags and lines to access details. The 2D and 3D environments are fully connected.
• Flexible Search: Search by keywords, tag number, or document attributes. Filter results and save searches.
• Boards for Collaboration: Group multiple smart documents into a shared workspace.
• Third-Party Integration: Aize connects with existing Document Management Systems (e.g., SharePoint, ProArc, D2, SAP DMS) and data platforms.

The ideal document structure

Document data should be structured into three layers:

1. Documentation: The identity and key details of the document. This is the core record that defines what the document is about, such as title, type, number, and discipline. It stays the same even when the content is updated. We can look at this as an archive card in a document management system.
2. Document Version: A specific update or revision/version of the document. Every time a document is updated, a new version is created. This version includes important information like revision number, who made the changes, when it was issued, short summary of what was changed. Normally the Document-to-Tag relationships will follow the release of a Document Version. This allows to track how the document has evolved over time.
3. File: This is the file you open in Aize or download, such as a PDF or xlsx, linked to a specific document version. Aize supports flexibility in file formats—teams can choose to link native design files, published PDFs, or other formats based on how they prefer to view and interact with information. The file includes a link to its storage location in an integrated document system.

Data Sources and Integration

Aize brings together documents from multiple trusted sources to ensure users have complete and reliable information.

• Document Management Systems (DMS): Aize connects to data from your existing Document Management System, such as SharePoint, ProArc, D2, or SAP DMS. Aize ingest key document information (like title, type, and revision details). Aize does not copy or store the actual files, so that your documents remain in their original system of records, and access control stays fully managed by your existing document system.
• Engineering Data Platforms: providing enriched context and tag links.
• Contractors & Vendors: structured datasets delivered during engineering, procurement and construction phases.
• Internal Discipline Teams: who define metadata, validation rules, and document classification.

Best practice recommendations

Managing documents effectively relies on clear structure, consistent naming, and thoughtful preparation. This ensures high-quality data integration and a smooth user experience across your document environment.

Preparing Your Data

• Provide a three-layered structure to make the most out of Aize capabilities.
• Ensure key metadata fields – such as document number, document type, revision, and associated tags – are consistently populated.
• If Tag-to-Document or Document-to-Document relationships already exist in your source system, share them early. This accelerates contextualization and reduces manual mapping.

Naming Conventions

• Use structured and descriptive document numbers (e.g., DOC-M-1001 or P&ID-FW-0201) that reflect the document’s type, discipline, or system.
• Append revision indicators in a consistent format (e.g., -R01, -RevA, or v2) to support lifecycle tracking and clarity.
• Align naming practices across DocumentMaster, DocumentRevision, and DocumentFile records to maintain traceability.

Common Pitfalls to Avoid

• Uploading duplicate or redundant files, especially under different names or missing revision details.
• Leaving documents unlinked to any tag, asset, or system. Orphaned documents become difficult to retrieve and reduce the value of the digital twin.
• Providing poor-quality drawings when generating smart versions. Low-resolution or scanned images can prevent accurate tag extraction. Aize requires a machine-readable version—such as a PDF or CAD export—from which tag and line information can be reliably extracted.
• Using inconsistent or overly generic document types such as “Other” or “Miscellaneous,” which hinders filtering and navigation in the interface.

Further reading

This is just a brief introduction as part of our data activation series. You’ll find more information about how you can unlock the power of your data on our Data Activation homepage.