Public tracking for customers

Public tracking gives an external person a simple page with the current status and updates the team chose to publish, without giving them an account or access to the internal report.

Availability: report staff can manage updates and links; anyone with a usable link can open the page. Level: Advanced.

What it is for

It communicates diagnoses, status updates, estimated dates, or readiness for pickup without exposing the conversation, internal notes, or other organization data.

Before you start

Open the report and enter Customer tracking. This section appears only to authorized case staff. First decide which information is safe to share outside the organization.

Create a link

Enter an optional label to identify the recipient, up to 120 characters.
Select Spanish or English.
Set validity from 1 to 365 days.
Create the link.
Copy the address immediately: ReportArea shows the complete link only once.

You can create several links for one report and revoke each separately. Every usable link for the report shows the same set of published updates, presented in its language when a translation exists.

Publish an update

Select its type: note, status, estimated date, or ready.
Write the body in Spanish, English, or both; at least one is required and may contain up to 4,000 characters.
Add optional titles, up to 160 characters per language.
For an estimate, enter date and time when applicable.
Select up to 10 existing report attachments.
Confirm publication.

Only creation attachments and files from non-internal messages are offered. Selecting a file here is what authorizes its public download within that update.

What the recipient sees

The page shows the organization name, subject, report number, and the live current status, even if no status update was published. Below it are only explicitly published updates, newest first, with estimated date and attachments when applicable.

If the link language has no translation, ReportArea uses available text, preferring Spanish and then English.

Rules and effects

Publishing an update does not copy the conversation automatically or change the report status.
The header status follows the real report; the status stored with an update represents the time it was published.
A new update appears on every usable link for that report, not just one.
Revoking or allowing a link to expire prevents opening the page and downloading its files again.
A file can be downloaded only when explicitly attached to that published update.
The link is kept out of search engines and the page avoids retaining a reusable copy, but anyone who knows the address can still access it.

Required and optional

Link: language and validity required; label optional. Update: type and text in at least one language required; titles, second language, estimated date, and attachments optional.

Example

A repair shop creates a Spanish link valid for 30 days. It publishes "Diagnosis completed," then an estimated-date update with one approved photo. The customer sees those updates and the current Resolved status, but not technical internal notes or unselected files.

Privacy and limits

Treat the link as confidential: anyone who receives it can open it until expiration or revocation. Do not publish personal data, prices, secrets, identity documents, or internal files. If you sent the link to the wrong person, revoke it and create another.