Skip to main content

How to Create an O&M Package

Learn how to attach documents, use Auto-Select, choose contents formatting, compile your O&M package, and share it with customers — including shareable link tracking.

Written by Rachel Langehough

An O&M package compiles all product documentation — datasheets, warranties, installation guides, and drawings — into a single, navigable PDF for your customer's closeout file.
​

Overview

Once you've created your project, added your products, and compiled your submittal package with datasheets and supporting documents, you're ready to create your
​Operation & Maintenance (O&M) Package.
​

This article walks through how to:

  • Add installation guides and warranty documents

  • Customize your O&M package

  • Generate and share the finished document

  • Access previous versions of your O&M packages

Before You Begin

Before creating an O&M package, make sure you have already:

  • Created your project

  • Created your BOM

  • Added your datasheets and supporting documents

  • Reviewed your submittal package

Step 1: Add Installation Guides and Warranty Documents

  1. Open the Submittals & O&Ms tab.

  2. Locate the Installation Guide and Warranty columns.

  3. Select the + icon on the appropriate line item.

Parspec will open the document selector and search for matching documents based on the manufacturer and model number.
​

Available Actions

Each document includes three options:

Option

Description

View

Preview the document before selecting it.

Select

Assign the document to the current line item.

Annotate

Mark up the document before adding it to your package.

Note: Documents marked with the Live icon represent the latest version available from the manufacturer's website.

After selecting a document, Parspec automatically advances to the next product that needs an Installation Guide or Warranty, allowing you to quickly work through your entire package.
​

When finished, return to the main Submittals & O&Ms page to verify that your documents have been attached.

Speed Up Document Selection

If you're adding the same document to multiple products or want Parspec to automatically locate matching documentation, consider using:

For more information, see the related Knowledge Base articles for these features.

Step 2: Create the O&M Package

Once all Installation Guides and Warranties have been added:

  1. Select Create Document in the upper-right corner.

  2. Choose Create O&M.

You'll be taken to the O&M customization screen.
​

Step 3: Customize the O&M Package

Your organization's administrator controls the default layout and fields that appear in the O&M package. You can review and adjust these settings before generating the document.

Use the navigation panel on the left to review each section.


Cover Page

Customize the appearance of your cover page by:

  • Selecting a cover page layout

  • Choosing which fields appear

  • Showing or hiding free text fields

  • Turning sections on or off

For example, you can display:

  • Project Name

  • BOM Name

  • Prepared By information

  • Customer information

  • Additional custom fields

As you make changes, the preview updates to reflect your selections.


Table of Contents

Review the automatically generated Table of Contents.

You can control which information appears, including fields such as:

  • Quantities

  • Product details

  • Additional columns configured by your administrator

Simply toggle fields on or off and refresh the preview to review your changes.


Notes Summary

The Notes Summary section provides a preview of the notes page included in your O&M package.

From this section you can:

  • Upload additional supporting documents

  • Modify header and footer information

  • Toggle displayed fields

  • Change displayed titles (such as Project Name or BOM Name)

Review this section carefully before continuing.


Contents Formatting

This section controls how the documents inside your O&M package are organized.

Available organization options include:

  • Order by Product — each file appears once per line item. Best for documents with unique annotations (e.g., marked-up datasheets). Shared files will appear multiple times.

  • Order by Document — each file appears only once regardless of how many products use it. Best for shared documents like warranties. Reduces duplicate pages and streamlines output.
    ​

  • Exclude - Exclude selected document types from the final package.

You should also review:

  • Section Breaks

  • Kit and Component Breakdown

  • Additional formatting options

These settings determine the overall structure of your finished O&M package.

Step 4: Generate the O&M Package

After reviewing all customization sections:

  1. Select Create O&M Package in the upper-right corner.

  2. Wait while Parspec compiles the package.

Once complete, the generated document opens automatically.

Review the Finished Package

The completed O&M package includes:

  • Cover Page

  • Table of Contents

  • Notes Summary

  • Datasheets

  • Installation Guides

  • Warranty Documents

  • Additional supporting documentation

If Installation Guides were included, they will also appear as hyperlinks within the Table of Contents, allowing readers to jump directly to those documents.

Share or Download Your O&M Package

From the completed document, you can:

  • Download the package as a PDF

  • Email the package directly

  • Copy a shareable link

Selecting Manage Share Link allows you to configure link settings before sharing.

Access Previous O&M Packages

All generated O&M packages are automatically stored within your project.

To locate them:

  1. Return to Submittals & O&Ms.

  2. Open the Documents tab.

  3. Expand the O&M Packages folder.

Each generated version is saved separately.

Select any package ID to reopen and review a previous version.

Need help? Visit the Parspec Training Academy or use the in-app support chat.

Related Articles
Did this answer your question?