In Gearbelt, service records and repair records can generate documents automatically when activities are completed. These auto-generated documents are not always visible in the Documents module. This article explains where to find and download service record and repair record documents, and how they differ from manually uploaded documents.
Prerequisites
Before you begin, make sure you have the following:
Plan: All plan types
Permission: Gearbelt Admin
Device: Gearbelt desktop web app
Subscription: Gearbelt
Step-by-Step Instructions
Understand How Service and Repair Documents Are Stored
Gearbelt automatically generates PDF documents when a service record or repair record is completed.
These auto-generated PDFs are filtered out of the Documents module and Asset Documents list.
Manually uploaded service or repair documents do appear in the Documents module and Asset Documents.
Find Auto-Generated Service Record Documents
Log in to Gearbelt.
Go to Schedules.
Go to Schedule Activity.
Locate the completed Service Record.
Download the auto-generated PDF from the activity record.
Find Auto-Generated Repair Record Documents
Log in to Gearbelt.
Go to Issues.
Open the relevant Issue.
Go to Repair Activity.
Locate the completed Repair Record.
Download the auto-generated PDF from the activity record.
Find Manually Uploaded Service or Repair Documents
If a service record or repair record document was uploaded manually:
It appears in the Documents module.
It also appears under Documents within the relevant Asset profile.
These documents behave like standard asset documents and can be archived, restored, or deleted.
Export Document Links
Go to Documents or Asset Documents.
Click Export as CSV.
Download the CSV file.
Use the included URLs to access and download documents stored in the system.
Frequently Asked Questions (FAQs)
Why can't I find my service record in the Documents module?
Auto-generated service record PDFs are filtered out of the Documents module and Asset Documents list by design. To find them, go to Schedules → Schedule Activity and locate the completed service record there.
Why can't I find my repair record in the Documents module?
Auto-generated repair record PDFs are filtered out of the Documents module. To find them, go to Issues → open the relevant issue → Repair Activity and locate the completed repair record there.
What is the difference between auto-generated and manually uploaded service or repair documents?
Auto-generated documents are PDFs created automatically by Gearbelt when a service or repair record is completed — they are stored under Schedule Activity or Repair Activity, not in the Documents module. Manually uploaded documents are files you attach yourself and these do appear in the Documents module and under the asset's Documents tab.