> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/administration/settings/share-documents-with-technicians.md). # Share documents with technicians Add reference photos and files to the Technician App so field technicians can find them without opening a particular customer, property, or visit. Organize them in folders, and search them by name, description, or the words inside the file. Each document can go to every technician or only selected technicians. > **Where to find it:** Settings -> Team -> Technician App -> Documents ![Documents shared from Technician App settings](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-37046c395542d80d9c1bf976b1f9bed3fc0f5e81%2Fsettings-technician-documents.png?alt=media) ## Before you start You need setup or admin access to a Settings area. A technician must have an active user with mobile access before you can select them individually. Files can be up to 25 MB. You can upload photos, PDFs, and other file types. ## Add a document 1. In **Documents**, open the folder you want the document in, or stay at **All documents** for the top level. 2. Select **Add document**. 3. Choose the photo or file to share. 4. Enter the name technicians should see. 5. Add an optional description, such as when to use the document or what it contains. 6. Under **Folder**, keep the current folder or choose another one. 7. Under **Share with**, choose an audience: * **All technicians, including future technicians** makes the document available to every active mobile technician now and to technicians added later. * **Specific technicians** lets you select one or more active technicians. 8. Select **Share**. ![Add a document for specific technicians](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-8bc7ae99f9dc3ea15804ada5d649b6d7f95ecaba%2Fsettings-technician-documents-add.png?alt=media) Documents in a folder appear in alphabetical order. Select a document's row to preview it. ## Organize documents in folders Folders appear above the documents in the folder you're viewing. Select a folder to open it. The path above the list shows where you are; select **All documents** or any folder in the path to go back up. * **Create a folder:** Select **New folder**, enter a name, and select **Create**. The folder is created inside the folder you're viewing. * **Rename a folder:** Select the folder's menu (**⋮**), choose **Rename**, enter the new name, and select **Save**. * **Move a document or folder:** Select the move icon on a document's row, or **Move** in a folder's menu. Choose the destination folder, or **All documents** for the top level, and select **Move**. You can also change a document's folder from its edit window. * **Move several documents at once:** Select **Select** above the documents, then check the documents you want (or select their rows, or **Select all**). Select **Move to folder** and choose the destination. **Cancel** or Esc leaves selection. Two folders in the same place can't have the same name. A folder can't be moved into itself or into one of its own subfolders, and folders can be nested up to 10 levels deep. Technicians see the office's folders in the mobile app, but only folders that contain a document shared with them. They can't add to, rename, or rearrange your folders. ## Delete a folder 1. Select the folder's menu (**⋮**) and choose **Delete**. 2. If the folder has documents or subfolders, choose what happens to them: * **Move its contents** to the folder above it (or to the top level). Nothing is deleted except the folder. This is the default. * **Delete its contents too**. Every document and subfolder inside is deleted permanently, and technicians can no longer open those documents. 3. Select **Delete folder**. ## Search documents Type in the search box above the list. Search looks through every folder and matches: * the document's name and description, and * the words inside the file, for PDFs that contain text, Word documents (.docx), PowerPoint (.pptx), Excel and CSV spreadsheets, and text files. Every word you type must appear somewhere in the document, and the start of a word is enough: "extin" finds "extinguisher". When the match is inside the file, the result shows the passage with your words in bold. Select a result's folder to open that folder. Photos and scanned PDFs without a text layer are found by name and description only. A newly uploaded file can take a few moments before its contents are searchable; the list tells you while documents are still being read. ## Change who can see a document Select the edit icon on the document's row. You can change its name, description, folder, or audience, then select **Save**. Audience changes take effect the next time technicians load or refresh their Documents screen. The uploaded file itself cannot be replaced. To share a revised file, delete the old document and add the new version. ## Delete a document Select the delete icon on the document's row and confirm **Delete**. It disappears from the Technician App and technicians can no longer open it. Technicians can also upload private documents and organize them in their own folders in the mobile app. Those files and folders are visible only to the technician who created them, do not appear in these settings, and can be changed only by that technician. ## Related guides * [Use documents in the mobile app](/field-operations/mobile/open-shared-documents.md) * [Add and manage users and their roles](/administration/settings/review-users-and-their-roles.md) * [Configure Technician App behavior](/administration/settings/require-photo-names-and-swipe-to-pass-fail-assets.md) --- # Agent Instructions This documentation is published with GitBook. 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