Skip to main content

Send a Service Report to a Customer

Once a customer work order is completed, you can send the customer a service report summarizing the completed work. You can send reports automatically every time a work order is completed, or manually from individual work orders.

Send Service Reports Automatically​

With auto-send turned on, MaintainX® sends a service report to the customer every time a customer work order is marked Done. Auto-send applies to all customers, and an Administrator can exclude the ones you don't want to receive reports automatically.

An Administrator turns on auto-send in your organization's service report settings. For more information, see Service Report Settings.

Send a Service Report Manually​

If auto-send is off, or the customer is excluded from auto-send, you can send a service report from the work order:

  1. Open the completed customer work order. When a customer work order is marked Done, the sharing option changes to Share Service Report.

  2. Select Share Service Report.

  3. In the Share Service Report dialog box, turn on Enable sharing.

  4. Once you have enabled sharing, you can:

    • Select Copy link. You can copy and paste the link to share the report manually with anyone.
    • Email the link to your customers. Use the drop-down list to select which contacts to email the report to, or enter their email address. The drop-down lists the contacts on the customer record. For more information, see Manage Customer Contacts.

  5. Select Send.

MaintainX confirms when the report is sent.

What the Customer Receives​

The customer gets an email letting them know their service report is ready, along with a link to view it. When the customer selects the link, the report opens in their browser and they can download a PDF copy for their records. They don't need a MaintainX account to view the report.

For more information on what the customer sees in a service report, see What's in a Service Report.

Resend a Service Report​

Service report links expire 30 days after they're sent. This period is fixed and can't be changed in your organization's settings. If a customer needs access after the link expires, or didn't receive the original email, an Administrator can resend the report manually:

  1. Open the completed customer work order.

  2. Select Share Service Report.

  3. Do one of the following:

    • Turn Enable sharing back on to reactivate the link.
    • Select Reset Link to generate a new link. When prompted, select Reset Link again to confirm. MaintainX creates the new link and turns Enable sharing back on, so you can copy or email the new link right away. The previous link stops working.

Reports aren't resent automatically, even if auto-send is enabled, an expired link has to be reactivated manually.

If you shared a report by mistake, you can also turn Enable sharing off at any time to revoke access to the link.