Use Cases

Born from real inquiries.
Not from a template.

These five scenarios come from real conversations with machine and plant manufacturers. We only name customers after approval, the requirements are unchanged.

Custom machinery

Every machine is different. So is every file.

Starting point

Hardly any documentation is like another. Until now, each machine has a documentation folder on the server, delivered as a PDF on a USB stick or printed. Updates go out by email, on request.

How docks solves it

With docks, every single machine gets its own documentation with its own QR code. Content, document structure and number of documents can differ completely from machine to machine. The QR code stays permanent, only the documents behind it get updated.

Profile
Custom machine builder, around 35 employees
Volume
400 to 600 machines per year
Specifics
95% custom machines

Typical machine file

  • Operating manual
  • Declaration of conformity
  • Spare parts list
  • CAD and dimensional drawings
  • Test reports and material certificates
  • Maintenance manual and data sheets

Access levels

Public, PIN-protected or service-only

Starting point

Every technician should be able to open the operating manual with a scan. But wiring diagrams and technical drawings do not belong in the wrong hands.

How docks solves it

docks separates access levels within the same machine file: the operating manual is publicly accessible via the QR code, wiring diagrams and drawings are protected by PIN or user login. One code on the machine, tiered visibility behind it.

Profile
Manufacturer of handling technology
Requirement
Separate public and confidential docs
Solution
Access levels within one machine file

Example structure

  • Operating manual: public
  • Spare parts list: public
  • Wiring diagram: PIN-protected
  • Technical drawings: PIN-protected
  • Service documents: login

Machinery Regulation

One deadline, one project: compliant by January 2027.

Starting point

Management decided: from January 2027, every delivered system will be documented digitally. Printed folders are to be dropped entirely. Only the how was open — SharePoint solves internal filing, but not the last step: getting the manual to the machine permanently, versioned and legally compliant.

How docks solves it

With docks, every system gets its permanent QR code before delivery. The operating manual is accessible without an app or login, stays available for at least 10 years and can be updated after delivery — exactly the conditions Art. 10(7) of the Machinery Regulation sets for digital manuals. Rollout starts as a pilot with one product line, then extends to the full programme.

Profile
Filtration systems manufacturer, over 400 employees
Goal
Digital operating manuals by January 2027
Driver
EU Machinery Regulation 2023/1230

Project plan until 2027

  • Pilot: one product line, complete digital machine file
  • QR code integration into nameplate production
  • Versioning workflow for manual updates
  • Process for paper copies on request (one-month deadline)
  • Rollout to all new deliveries before the 20 Jan 2027 deadline

OEM & series manufacturers

Always the current version. And proof for every old one.

Starting point

Thousands of devices, many product lines, language versions and service partners worldwide. Printed manuals are to be phased out, but older revisions must remain traceable even years later.

How docks solves it

Every product gets a QR code per model or serial number. Customers see the current version by default, service can open older revisions on demand. The complete revision history with publication dates proves which version was valid when.

Profile
International manufacturer, around 1,600 employees
Requirement
Replace printed manuals, worldwide
Core
Versioning, multi-language, archiving

Versioning in detail

  • Complete revision history
  • Publication date of every revision
  • Earlier versions remain archived
  • Current version is delivered by default
  • Language versions per series and market in one file
  • Proof of which version was valid when

Integration

SharePoint stays the workplace. docks becomes the delivery portal.

Starting point

The technical documentation team works in SharePoint, Nextcloud or on network drives. Nobody wants to migrate everything to a new system. What is missing is the last step to the customer.

How docks solves it

docks does not replace your document management. Whether SharePoint, Nextcloud or a network drive: docks handles machine-specific delivery to customers and service. Approve a document, docks synchronizes, the new version appears in the machine file. The QR code stays identical.

Profile
Companies using SharePoint or Nextcloud
Principle
Delivery layer instead of system change
Message
Keep working internally as before

The path of a document

  • Documentation team creates in SharePoint
  • Approval in the familiar process
  • docks takes over delivery
  • QR code on the machine stays the same
  • Customer always sees the current version

Plant engineering

Complex plants, multilingual, under a custom subdomain

Starting point

Extensive technical documentation with many different document types, multiple language versions and complex, branched folder structures needs to be provided digitally.

How docks solves it

docks runs the document portal under a customer-owned subdomain. Uploads run through the existing Nextcloud, the files are stored in isolated object storage in Germany. Every plant has its own shortcode and thus its own file.

Profile
Biogas plant engineering company (pilot customer)
Scope
Extensive, branched folder structures
Languages
Multiple language versions per plant

Setup

  • Customer-owned subdomain (e.g. docs.yourcompany.com)
  • Upload via Nextcloud, no new workflow
  • Isolated S3 object storage per customer
  • Shortcode per plant, permanently stable

Is docks a fit for your machine fleet?

We set up a free pilot project with a real machine. Your first machine is online in 15 minutes.

Request pilot project