Once a work order is created you have the ability to share work orders in the following ways

  1. You can share the status updates with people out side of your company that have no UpKeep account. Example: Vendors, Customers (meaning they do not have a user name and password to log in)

  2. If you have an external contractor, vendor or other technician who is doing work for your company and they also have an their own Upkeep account you can invite them to collaborate using UpKeep Sharing.

NOTE* Sharing is done in 2 ways see below for details.

NOTE2* You must contact our Support team to get this feature activated on your account.


How to Share Work Orders with Outside Vendors or Customers who DO have a Upkeep account

  1. On the “Work Orders” page, click on the work order you want to share.

  2. Once the details load for the work order, click Options (3 vertical dots button) > “Share Work Order”

  3. This will take you to the Share Work Order screen.

  4. You can then enter the email of the person you would like to share the work order with.

  5. The email will then be sent the person who needs to view the work order.

Here is what the email will look like that the user receives:

Image 2022-08-04 at 1.22.24 PM

Once they get, the email, they need to log into their Upkeep Account, then click "view Work Order" in the email, it will then take them to this screen in their account:


Where to view Shared Work Orders in your UpKeep Account

To see work orders you have shared out, or work orders that have been shared to you, you need to

  1. Log into your account

  2. On left hand side click SHARED WORK ORDERS

  3. Then click on the tab that you would like to see

UpKeep Account _ UpKeep Mobile CMMS - Google Chrome 2022-08-08 at 2.19.50 PM

How to Share Work orders with Users who DO NOT have an Upkeep account

Upkeep has the ability to share a work order with a user, who does not have an account. To do this, you will copy a share link from the work order, and then email it to the user via personal email.

  1. On the “Work Orders” page, click on the work order you want to share.

  2. Once the details load for the work order, click Options (3 vertical dots button) > “Share Work Order”

  3. This will take you to the Share Work Order screen.

  4. You will TURN ON the Public Sharing link, copy that link and email it to the user who needs to see it.

Once you email the link to the user, this is what they will see when they click on the link:

Image-2022-08-08-at-2.27.17-PM

How to Share Work Orders via iOS and Android Device with Users that DO have an Account

  1. On the Work Orders screen, tap on the work order you want to share.

  2. Once the details load for the work order, tap the 3 dots button for "Options" > tap Share

  3. This will take you to the Share Work Order screen.

  4. Add the user email to Upkeep Sharing section, and email will be sent to the user. See above for how to view the work order from the email.

You can share a work order from the main list page OR from the work order itself:

Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.30.59 PM
Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.31.38 PM

Then you enter the email of the user, you want to share this work order with:

Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.31.12 PM

How to Share Work Orders via iOS and Android Device with Users that DO NOT have an Account

  1. On the Work Orders screen, tap on the work order you want to share or Tap 3 dots

  2. Once the details load for the work order, tap the 3 dots button for "Options" > tap Share

  3. This will take you to the Share Work Order screen.

  4. Make sure you have the PUBLIC SHARING toggeld on

  5. copy the link

  6. send text message or email with copied link to user.

You can share a work order from the main list page OR from the work order itself:

Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.30.59 PM
Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.31.38 PM

Copy the Share link to send to Users:

Slack _ Candice Ray _ UpKeep & UpKeep Maintenance Management - Google Chrome 2022-08-08 at 2.31.27 PM

If you have questions or concerns please reach out to Support via email [email protected] or chat from in your Upkeep account.

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