> 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/field-operations/mobile/open-shared-documents.md).

# Use documents in the mobile app

Use the Documents library to open reference photos and files from the office or keep private documents of your own. Browse folders, search by name or by the words inside a file, and organize your own documents into folders. Documents are not tied to a particular visit, so you can reach them from anywhere in the main mobile app.

> **Where to find it:** The **Documents** tab at the bottom of the mobile app. If you do not see it there, select **More** and then **Documents**.

![The Documents tab in the mobile app](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-0ec165749f332cd4b98b1826bac8cb8afcd6120c%2Fmobile-documents-tab.png?alt=media)

## Find a document

Documents has two sections:

* **Shared with me** holds the office's documents and folders. You only see documents shared with you, and only the folders that contain them.
* **My documents** holds your private documents and the folders you create.

Select a folder to open it. The line under the search box shows where you are. Use the back arrow (or swipe back) to return to the folder above.

### Search

Type in the search box at the top of Documents. Search covers both sections and every folder, and matches:

* document names and descriptions, 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". Each result shows which section and folder it's in, and when the match is inside the file, the passage with your words in bold. Matching folder names appear first. Select a result to open it.

Photos and scanned PDFs without a text layer are found by name and description only.

When you're offline, search looks only at names and descriptions of the documents saved on your device, and says so above the results.

![Shared and private technician documents](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-207333db5154d1e1e5fd6261b2f5cbd21e0af60b%2Fmobile-shared-documents.png?alt=media)

## Open or download a shared document

1. Open **Documents**.
2. Find the document by browsing its folder or searching.
3. Select the document to open it.
4. Select **Download** when you want to export a copy or open it in another app.

![Preview a shared PDF](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-06e521cbfd3858c444d87ea544f4bb0af98df1fd%2Fmobile-shared-document-preview.png?alt=media)

![Download a shared document](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-041ce707450a3311bd16df32dc191a5db858468c%2Fmobile-shared-document-download.png?alt=media)

The app saves your document list on this device and automatically saves each file the first time you open it online. You can reopen saved files without downloading them again, including when you are offline or have restarted the app. Open any documents you will need before going somewhere without service.

If the preview says the document was not saved for offline use, check your device storage, refresh the Documents list, and reopen it before going offline. You can still view it while connected.

The library refreshes in the background when you open it with an internet connection. Pull down on the Documents list to check for newly shared files or audience changes. Files that are deleted or no longer shared with you are removed from your saved library on refresh. Uploading, organizing, deleting, and opening a file for the first time require an internet connection.

Only documents shared with all technicians or specifically with you appear in your library. If an expected document is missing after a refresh, ask the office to check its audience.

## Upload a private document

1. Open **Documents**, or the folder under **My documents** you want the file in.
2. Select the floating teal **+** in the lower-right corner, then **Upload file**.
3. Take a photo, select a photo, or select a file.
4. Enter the name you want to see.
5. Add an optional description.
6. Select **Upload**.

![Upload a private technician document](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-2c3fda3a6966fee3c948b7f19fb22fd1c50d6bb5%2Fmobile-private-document-upload.png?alt=media)

The upload screen shows where the document will be saved. A document uploaded from the main Documents screen goes to the top of **My documents**. It appears with a **Private** label. Only your technician account can list, open, or download it. It does not appear to the office or other technicians.

![Private documents in the technician library](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-207333db5154d1e1e5fd6261b2f5cbd21e0af60b%2Fmobile-private-documents.png?alt=media)

Private documents can be up to 25 MB.

The **+** button doesn't appear inside the office's shared folders, because those are managed by the office.

## Organize your documents

You can organize anything under **My documents**. Shared documents and folders are organized by the office.

* **Create a folder:** Select **+**, then **New folder**. Enter a name and select **Create**. The folder is created in the folder you're viewing (or at the top of **My documents**).
* **Rename a document or folder:** Select its menu (**⋮**), choose **Rename**, enter the new name, and select **Save**.
* **Move a document or folder:** Select its menu (**⋮**) and choose **Move**. Select the destination folder, or **My documents** for the top level, then select **Move here**.

Two folders in the same place can't have the same name, and a folder can't be moved into itself or one of its own subfolders.

## Delete a private document

Select the document's menu (**⋮**), choose **Delete**, and confirm **Delete**. You can delete documents you uploaded, but not documents shared by the office.

![Delete a private technician document](https://3838208579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Flu1pgNH0CrkCPslG8suQ%2Fuploads%2Fgit-blob-fdfe91de33d11b613b33e8fa963814b0ca698c9d%2Fmobile-private-document-delete.png?alt=media)

Deleting is permanent.

## Delete a folder

Select the folder's menu (**⋮**) and choose **Delete**. If the folder isn't empty, choose what happens to what's inside:

* **Keep contents** deletes only the folder. Its documents and subfolders move to the folder above it.
* **Delete everything** deletes the folder and everything in it permanently.

## Related guides

* [Share documents with technicians](/administration/settings/share-documents-with-technicians.md)
* [Sign in and navigate the mobile app](/field-operations/mobile/sign-in-and-navigation.md)
* [Look up pricing on mobile](/field-operations/mobile/look-up-pricing.md)
* [Mobile troubleshooting](/field-operations/mobile/mobile-troubleshooting.md)


---

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