Asset files
Attach manuals and diagrams to assets and share them with field engineers.
Asset Files
Organizations can attach files to an asset—manuals, installation photos, wiring diagrams, warranty PDFs, and similar reference material—and choose which files field engineers may view when they open that asset on site. This helps technicians arrive prepared without hunting through email or shared drives.
Use case: A service manager uploads the manufacturer’s installation manual and a photo of the completed install to an EV charger asset. Field engineers who visit the site with a valid access link and a completed profile see those documents at the bottom of the asset page and can open them on their phone before starting work.
How It Works
The Concept
Each asset can have one or more files stored in Maintella. For every file, admins decide whether it is shared with field engineers:
- Not shared (default): Visible only in the admin interface—for internal records, drafts, or sensitive material.
- Shared with field engineers: Shown on the field-engineer asset page to visitors who have a field engineer profile (name and contact details on file). For PDF, HTML, TXT, CSV, and Excel files, sharing also indexes the document for the AI Chat assistant on the asset page (see AI Chat). Anonymous visitors (for example someone using a public feedback QR flow without a profile) do not see shared files.
Only completed uploads appear in lists. Supported types include common documents and images (PDF, HTML, Word, Excel, plain text, JPEG, PNG, GIF, WebP).
Workflow for Administrators
1. Open the Asset
- Go to Admin → Assets
- Select the asset you want to update
2. Upload Files
In the Files & media section (below task activity on the asset detail page):
- Click Upload
- Choose a file from your computer
- Wait for the upload to finish
The file appears in the list when it is ready. Until then it may show an uploading or failed status; failed uploads can be removed and tried again.
3. Share with Field Engineers
For each ready file:
- Turn on Share with field engineers
Files stay private to admins until you enable this toggle. You can turn sharing off again at any time without deleting the file.
Tip: Share installation manuals, one-line diagrams, commissioning checklists, and site photos. Keep contracts, internal pricing, or unfinished drafts unshared unless field staff genuinely need them on site.
How Field Engineers See Files
When a field engineer opens an asset through a normal access link (for example from a task assignment or a permanent QR code on the asset):
- They complete or confirm their field engineer profile if prompted (required for maintenance workflows in most cases).
- On the asset page, if any files are shared for that asset, a Documents section appears at the bottom of the page.
- Each document is listed by name; tapping a row opens or downloads the file.
If no files are shared, the Documents section does not appear. If the visitor has no field engineer profile (anonymous user workflow only), shared files are not shown even if they exist.
What Field Engineers Can and Cannot Do
| They can… | They cannot… |
|---|---|
| View files you marked Share with field engineers | See files that are not shared |
| Open or download shared files from the asset page | Upload or delete files from the asset page |
| Use files while working on assigned or self-started tasks | Access files without a valid asset access link |
Best Practices
What to Upload
- Manufacturer manuals and quick-start guides
- As-built photos or nameplate images
- Local site notes (access codes, parking, contact at site)
- Commissioning or handover checklists (PDF)
What to Keep Private
- Internal-only contracts or pricing
- Draft documents not yet approved for the field
- Files that duplicate sensitive data better kept in admin-only systems
Keeping Content Current
- Remove outdated manuals when a replacement is uploaded
- Turn off Share with field engineers when a file should no longer be visible on site, then delete it if it is no longer needed at all
Frequently Asked Questions
Do all uploaded files show to field engineers automatically?
No. New uploads are admin-only until you turn on Share with field engineers for each file.
Can anonymous visitors see shared files?
No. Shared files are shown only to visitors with a field engineer profile. Anonymous user-workflow visitors do not get a Documents section.
Is there a file size limit?
Yes. Very large files may be rejected on upload; if an upload fails, try a smaller file or compress the document.
Can field engineers upload files from their phone?
Not in the current release. Only admins (and roles with asset edit permission) can upload and manage files in Admin → Assets.
Does sharing files replace short URLs or task assignment?
No. Files are reference material on the asset page. Access still works the same way: task links, time-bound keys, or permanent access URLs for getting to the asset.
Related Documentation
- Self-Startable Workflows — Workflows field engineers can start from the asset page
- Asset Permanent Access URLs — QR codes, PDF label export, self-startable and user-workflow access (e.g. public feedback stickers)
- Admin User Roles and Permissions — Who can edit assets and upload files
Last updated on May 19, 2026