DocGPT App
DocGPT reads your equipment manuals and automatically extracts structured maintenance checklists from them — turning dense PDF documentation into a ready-to-use, downloadable checksheet in four guided steps.
📊 Extraction Jobs — Main Landing Page
This is the DocGPT home screen. It lists every document extraction job that has been run across your organization.
Extraction Jobs Table
| Column | Description |
|---|---|
| Job Name | The name of the asset or job this extraction was run for |
| System | The system the asset belongs to — shows a dash (—) if no system is assigned |
| Asset | The specific asset the manual was extracted against |
| Extraction Type | The type of content extracted from the document (see table below) |
| Status | Whether the extraction has finished or is still running |
| Created At | Date and time the extraction job was submitted |
| Actions | Controls to view results or manage an active job |
Extraction Types
| Extraction Type | What It Extracts |
|---|---|
| PM Activities | Preventive maintenance tasks and schedules pulled from the manual's maintenance section |
| Other Sections | Content from sections of the manual outside of standard PM activities (e.g., general information, specifications) |
| Dwg Extract | Drawing or diagram references extracted from the document |
Job Status Badges
| Status | Color | Meaning |
|---|---|---|
| Completed | 🟢 Green | The extraction finished successfully — results are available to view and download |
| Pending | 🔴 Pink | The extraction is still processing — results are not yet available |
Actions Column
| Icon | Appears When | What It Does |
|---|---|---|
| 👁️ View Job | Status is Completed | Opens the job wizard at Step 1, showing the documents processed and allowing you to proceed to review and export |
| ▶ Play | Status is Pending | Manually triggers or resumes the extraction job if it has stalled |
| ■ Stop | Status is Pending | Cancels the pending extraction job before it completes |
Table Controls
| Control | Description |
|---|---|
| 🔍 Search | Filter the jobs list by name, asset, or system |
| View icons | Switch between card, list, and density display options |
| Filter | Apply additional filters to narrow results |
| ➕ (Add) | Create a new extraction job |
| Rows per page | Adjust how many jobs are shown per page |
⚠️ Non-obvious: Multiple extraction jobs can exist for the same asset — each document upload or re-run creates a new job row. Use Search or Filter to find jobs for a specific asset rather than paging through the full list.
🧭 The Four-Step Wizard
When you click 👁️ View Job on any completed extraction, DocGPT opens a four-step wizard. The breadcrumb at the top of every step shows your current position. Steps with a ✓ checkmark are complete; the active step is highlighted in blue; greyed-out steps have not been reached yet.
① Process Documents → ② Review Maintenance Checks → ③ Finalize Format → ④ Download Checksheet
📁 Step 1 — Process Documents
What this step does: Confirms which documents were processed for this asset and their extraction status before you proceed to review the results.
| Column | Description |
|---|---|
| Document Name | The filename of the source manual that was processed |
| Use Case | The extraction type applied to this document (e.g., PM Activities) |
| Asset | The asset name this document was processed against |
| Status | Completed (green) or Pending (pink) |
| Last Updated | Date and time this document's extraction last ran |
Button: NEXT — Advances to Step 2.
⚠️ Non-obvious: If a document shows Pending on this screen, its maintenance checks will not appear in Step 2. Wait for the extraction to complete before clicking NEXT — proceeding early produces an incomplete checksheet with no warning that tasks are missing.
🔍 Step 2 — Review Maintenance Checks
What this step does: Shows every maintenance task extracted from the document(s). You can review, filter by frequency, add new tasks, or delete incorrect ones before exporting.
Frequency Filter Tabs
The tab bar shows all available maintenance frequency categories for this job, with the total count of tasks in each. Use the tabs to review tasks by their maintenance interval — for example, all tasks due every 5 years, or all as-needed tasks.
⚠️ Non-obvious: The counts shown in each tab reflect only the tasks extracted from this specific job. A different document or asset will produce different counts and frequency groupings.
Maintenance Checks Table
| Column | Description |
|---|---|
| Equipment | The specific component or sub-assembly the maintenance task applies to |
| Activity | The maintenance task description as extracted from the manual. Long descriptions are truncated — click 👁️ View to read in full |
| Sub Parts | The specific part(s) within the equipment that the activity targets — shows a dash (—) if not specified |
| Frequency | How often the task should be performed (e.g., 5 Years, As Required) |
| Action Type | The type of maintenance action required — shows a dash (—) if not specified in the source document |
| Reference | The exact page and section in the source manual where this task originated. Use this to verify the task against the original document. |
| Source | The filename of the source document the task was extracted from |
| Actions | Row-level controls to view, add, or delete individual tasks |
Row-Level Actions
| Icon | What It Does |
|---|---|
| 👁️ View | Opens the full detail of this maintenance check, including the complete untruncated activity description |
| ➕ Add | Adds a new custom maintenance check row — use this to manually enter tasks that were missed by the extraction |
| 🗑️ Delete | Removes this maintenance check from the export. Does not affect the source document or the original extraction job. |
Buttons: ← BACK / NEXT →
⚠️ Non-obvious: Deleting a task in Step 2 removes it from this exported checksheet only. The task still exists in the extraction job record. If you need it back, you must re-add it manually using the ➕ Add action — you cannot undo a delete.
⚙️ Step 3 — Finalize Format
What this step does: Sets the output file format and uploads the Word template that DocGPT will use to structure the downloaded checksheet.
| Element | Description |
|---|---|
| Select Output Format | Choose the file format for the exported checksheet (e.g., Word Document / DOCX) |
| Upload Template (Required) | A .docx template file must be uploaded before you can proceed — this controls the layout and branding of the exported checksheet |
| UPLOAD TEMPLATE button | Opens a file picker to select your .docx template file |
| Upload confirmation | After selecting a file, a confirmation shows the filename. Use the 🗑️ icon to remove and re-select, or the Clear button to start over. Click Done to confirm. |
Buttons: ← BACK / → FINALIZE (disabled until a template file is uploaded)
⚠️ Non-obvious: The template you upload controls the entire visual output — column order, headings, branding, and formatting all come from your .docx file, not from DocGPT. If the downloaded checksheet looks wrong, check and correct your template file and re-run Step 3.
📥 Step 4 — Download Checksheet
What this step does: The checksheet is fully processed and ready to download as a formatted Word document.
| Element | Description |
|---|---|
| Ready to Download | Confirmation that all tasks have been formatted and packaged into the output file |
| Item count | The number of maintenance items included in this checksheet |
| ⬇ DOWNLOAD CHECKSHEET | Downloads the completed .docx file to your computer |
Buttons: ← BACK (return to Step 3 to change the template) / 🔄 START OVER (resets the entire wizard back to Step 1)
📋 The Downloaded Checksheet
The exported file is a Word document structured by your uploaded template. A typical checksheet includes:
| Column | Description |
|---|---|
| SN | Sequential item number for each maintenance task |
| Activity | The full maintenance task description as reviewed and approved in Step 2 |
| Remark | A blank column for the field technician to record observations, readings, or pass/fail notes during the actual maintenance event |
⚠️ Non-obvious: The Remark column is intentionally blank — it is for field completion, not a pre-filled field. Technicians write into it on-site. Do not expect DocGPT to pre-populate it.
🔄 Workflows
Workflow 1 — Generate a Maintenance Checksheet from a Manual
- Open DocGPT from the left sidebar
- Locate the completed extraction job for your asset — use 🔍 Search if the list is long. Confirm Status shows Completed.
- Click 👁️ View Job to open the wizard
- Step 1: Confirm all documents show Completed status. Click NEXT.
- Step 2: Review all extracted tasks using the frequency tabs. Delete incorrect tasks with 🗑️ and add any missing tasks with ➕. Click NEXT.
- Step 3: Confirm the output format is set to Word Document. Click UPLOAD TEMPLATE, select your .docx template, click Done, then click FINALIZE.
- Step 4: Click ⬇ DOWNLOAD CHECKSHEET. The file saves to your computer.
✅ Result: A formatted .docx maintenance checksheet is downloaded containing all reviewed and approved tasks, structured to your organization's template.
Workflow 2 — Filter and Review Tasks by Maintenance Interval
- Reach Step 2 for any completed extraction job
- Click the frequency tab that matches what you need (e.g., 5 Years to see only 5-year cycle tasks)
- Review the filtered list — delete incorrect tasks or add missed ones within this interval
- Switch to the next frequency tab and repeat the review
- Click ALL to do a final check of the complete task count before proceeding
- Click NEXT when all tabs have been reviewed and cleaned up
✅ Result: Every maintenance interval has been reviewed independently, producing a clean, verified task list for export with no duplicates or misclassified items.
Workflow 3 — Verify an Extracted Task Against the Source Manual
- In Step 2, find the task you want to verify — check the Reference column for the exact page and section
- Click 👁️ View on that task row to read the full untruncated activity description
- Open the original manual and go to the page and section shown in the Reference column
- If the task is inaccurate, click 🗑️ Delete to remove it, then ➕ Add to manually enter the corrected version
✅ Result: Every task in your checksheet has been verified against the source document, reducing the risk of incorrect or incomplete maintenance instructions reaching the field.
Workflow 4 — Re-Export the Same Job with a Different Template
- Navigate to Step 4 for any completed job, then click ← BACK to return to Step 3
- Click UPLOAD TEMPLATE and select a different .docx template file
- Click Done in the upload dialog, then click FINALIZE
- Click ⬇ DOWNLOAD CHECKSHEET to download the reformatted version
✅ Result: The same reviewed maintenance data is exported in a different layout — useful when producing versions for different audiences (e.g., a field copy vs. a compliance record).
✅ Best Practices
- Always review Step 2 before downloading. Automated extraction is not perfect. Use the Reference column to spot-check tasks against the source manual, especially for safety-critical equipment.
- Prepare your .docx template before starting. Step 3 requires a template upload and the FINALIZE button is blocked without one. Having your template file ready before opening DocGPT avoids interrupting the workflow.
- Tab through all frequency groups in Step 2 systematically. Reviewing only the ALL tab can cause you to miss tasks that are miscategorized or duplicated. Check each frequency tab individually before proceeding.
- Keep a named library of template files. Different assets, systems, or regulatory standards may require different checksheet formats. Clear naming (e.g., "PM_Checksheet_Electrical_v2.docx") makes Step 3 faster and less error-prone.
- The Remark column is for field use — never pre-fill it. Technicians complete the Remark column on-site during the actual maintenance event. A pre-filled Remark column signals the checksheet was not properly completed in the field.
- Wait for all Pending documents before proceeding from Step 1. A Pending document means its tasks are absent from Step 2. Proceeding early produces an incomplete checksheet with no warning that tasks are missing.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Find a specific asset's jobs quickly | Use 🔍 Search on the Extraction Jobs page and type the asset name or job name |
| Read a truncated activity in full | Click 👁️ View on any row in Step 2 to see the complete untruncated description |
| Trace any task back to its source | Check the Reference column (page and section) and Source column (document name) in Step 2 |
| Re-export with a new template without re-reviewing | Use ← BACK from Step 4 to return to Step 3 and upload a new template — Step 2 edits are preserved |
| Start completely fresh on a job | Click 🔄 START OVER on Step 4 to reset the entire wizard to Step 1 |