Public sharing lets you pass a Work Order to external partners, such as service providers, via a link. Your service provider needs neither a login nor a license: they see the information you have released and upload service reports, inspection records or invoices directly. The documents land in the Work Order, with no detour via email.

You enable public access in a Work Order and send the link to your service provider. They open the page in their browser, see the released information and upload their documents. remberg checks the files, adds them to the Work Order and notifies the followers.

Sharing is only available for Work Orders with an external Work Order Type.

You find the settings under Settings > Features > Work Orders in the Sharing tab.

The Public sharing toggle turns the feature on or off. It is on by default. If you turn it off, all existing links stop working.

Under Visibility, you define what external users see in the shared Work Order:

💡 Note: External users can always upload files, regardless of these settings.

To share Work Orders, you need the Edit Work Order properties permission.

💡 Note: The sharing settings are only available to Admins. Learn more: User Roles

💡 Notes:

The shared page is optimized for smartphones and tablets. Your service provider can switch the language and print the page.

To upload, they select their files and click Send to Work Order. The page confirms the upload. The files are checked first and then appear in the Work Order.

💡 Note: Information, files and notes are read-only for external users. Uploading is the only action they can take.

remberg notifies the followers of the Work Order. These are automatically the Responsible Person and Responsible Group as well as the Performing Persons and Performing Groups. Other users can follow the Work Order and are then notified as well.

The notification is called Files were uploaded, shows the number of files and links to the Files tab. You receive it as soon as the files have been accepted. The files themselves only appear after the check.

You can adjust this notification in the notification settings under External file upload. Learn more: Overview of Notification Settings

When creating a note in a Work Order with an external type, select the visibility Public. Your service provider then sees the note in the shared Work Order, including images and attachments. All other notes remain internal.

If a link has expired, your service provider sees a message that the link is invalid or expired. Turn on public access again and send them the new link.

In the Work Order overview, you can find all shared Work Orders with the Publicly shared filter.

Does my service provider need a license or a login? No. They simply open the link in their browser.

Who can see the shared Work Order? Anyone who has the link. Only share it with the intended people and deactivate it if in doubt.

Can my service provider change fields or write notes? No, they can only upload files.

What happens if I change the Work Order Type to internal? The link stops working. If you set the type back to external before the link expires, it works again.

When I open the link, I see my internal Work Order. Why? You are logged in to remberg and are redirected. Use the preview or a private browser window to see the page as your service provider does.