Our new Work Orders module is now out of beta and available to all users. This experience has been available for some time, but if you haven't explored it yet, you can access it using the toggle at the top of the Work Orders module on desktop.
As we transition to a refreshed Work Orders experience, Work Orders (Legacy) will be fully phased out on May 30, 2025.
We highly encourage users to switch now to take advantage of the streamlined interface, enhanced functionality, and exclusive new features that will only be available in the new Work Orders. Make the transition early to ensure a smoother adjustment and maximize the benefits of the latest innovations in work order management.
What is the new Work Orders experience?
The new Work Orders is a modernized version of our work order management system designed to offer enhanced functionality, improved user experience, and better automation capabilities. This update provides greater flexibility, improved tracking, and deeper integrations, including with SAP (coming soon!)
Why is UpKeep sunsetting Work Orders (Legacy)?
Work Orders (Legacy) is being phased out to ensure all customers benefit from the enhanced features, performance, and security of the new Work Orders. The new system streamlines workflows, increases efficiency, and provides more robust reporting and automation.
💡 Why should I switch to the new Work Orders now instead of waiting for 5/30?
We recommend switching to the new Work Orders now so you can familiarize yourself with the streamlined interface and take advantage of new features immediately. Additionally, all future enhancements—including highly requested features like custom fields—will only be supported in the new Work Orders.
Features like the AI-powered work summary are already live, and more innovations are coming soon. Early adoption ensures you stay ahead and optimize your maintenance processes sooner rather than later.
What are the benefits of the new Work Orders over Work Orders (Legacy)?
The new Work Orders introduces several key improvements to enhance efficiency and ease of use:
1. Modern, Intuitive UI
A refreshed design with improved layouts, colors, and spacing makes it easier to scan and navigate. New icons provide better clarity, including clearer bookmark indicators and improved past-due visibility, allowing users to complete work orders faster.
2. Streamlined Navigation & Fewer Clicks
Common workflows have been simplified with more intuitive button placement and fewer steps. For example, key actions for Labor, Parts, and Costs are now easily accessible on Work Order pages, reducing frustration and saving time.
3. Enhanced Search & Filtering
Users can quickly locate critical work orders with improved search functionality and customizable filters. Options such as hiding archived WOs, viewing bookmarked WOs, and filtering by unassigned work orders allow teams to find what they need faster. Additionally, exporting filtered data is now more seamless.
4. Simplified Knowledge Transfer Through Activity Tracking
The new Work Orders enhances asset-based knowledge management, allowing users to track past maintenance solutions and troubleshoot root causes more effectively. System-generated comments remain intact for accountability, and images can be viewed directly from the Activity section.
5. Enhanced Work Order Documentation & Resolution Tracking
Users can add or generate final notes when closing out a work order to document resolutions, follow-up actions, or key details. This improves record-keeping, ensures smooth knowledge transfer, and allows for better troubleshooting by referencing past solutions.
6. Improved Performance & Stability
Backend optimizations reduce load times and ensure smoother interactions, even for large datasets. The new Work Orders enhances reliability, minimizing lag and disruptions.
FAQs about Work Orders (New)
Q: Does the new Work Orders have all the features currently available in Work Orders (Legacy)?
The new Work Orders experience introduces significant improvements and new functionality. However, some features from Work Orders (Legacy) are still in development and will be available soon.
Capabilities coming soon:
Generate and print PDF invoices directly from any work order.
Export all viewed work orders into a CSV, including custom fields.
Coming by 3/31:
Restore missing filters from Work Orders (Legacy), including 'Parts Count' and 'Created by'.
All data columns available in Work Orders (Legacy) are also accessible in the new Work Orders.
Edit part quantities within a work order without needing to modify the entire work order.
Add tasks and checklist items within a work order.
Saved views remain accessible across both Work Orders (Legacy) and the new Work Orders for a seamless transition.
What’s changing:
While we aim for feature continuity, some differences exist between Work Orders (Legacy) and the new Work Orders experience. Work Orders (New) will not have the following capabilities:
Share a Work Order - We will revisit this functionality during future updates to Location-Based Permissions. If you were using this feature, the functionality will no longer be available on the side navigation, but our team can provide you the URL for you to bookmark.
Due Date Quick Filter - We're developing a similar Due Date filter for the Calendar, enabling users to quickly prioritize work orders at a glance.
"Additional Worker": Filter by “Assigned Worker” or “Additional Worker” - The existing filters in the new experience are comprehensive. Users can replicate this view by saving a custom view with these two filters, allowing them to access it anytime.
Edit Work Order number - This field remains as an option to edit using our Import tool when adding or updating existing work order data.
The following capabilities are under consideration for development by 5/30:
We’re exploring ways to address these use cases in Work Orders (New). While they may not return in exactly the same form, our team is working on solutions that solve for similar needs:
Admins can delete comments made by others
Edit ‘Completed Date’
View the PM trigger link directly on the Work Order
Select an Asset from the dropdown menu or Asset Hierarchy
List Parent Location before Sublocations in Work Order dropdown menu
Enable filter option for “No Team Assigned”
Update Column and Calendar View to new layoutEdit Work Order Time
Allow technician access to Attached Files on WOs
Show location address automatically on the work order
Address inconsistencies in hourly rate application
We are continuously refining the new Work Orders experience based on customer feedback and will keep you informed of updates. In the meantime, our team is committed to ensuring a smooth transition and helping you navigate any temporary gaps with workarounds or alternative solutions.
Q: Will recurring Work Orders be available on Work Orders (New)?
No, recurring Work Orders will not be available through the new Work Orders experience. Recurring Work Orders, a way to create repeating work orders, is a legacy feature that predates our Preventive Maintenance module, which provides a more flexible, scalable, and automated way to manage scheduled work.
Here’s why we’re making this transition:
Better Scheduling Control – The PM module allows for more precise scheduling, including time-based, meter-based, and condition-based triggers, whereas recurring Work Orders only supported simple time-based repetition.
Reduced Clutter & Confusion – Instead of automatically generating large numbers of repeating work orders (which could lead to unnecessary duplicates or missed tasks), PM generates work only when it’s due—keeping your system clean and efficient.
More Advanced Functionality – Unlike recurring Work Orders, PM enables templated work order generation, tracking of maintenance history, and better visibility into upcoming tasks.
Alignment with Industry Best Practices – Preventive maintenance strategies are more effective than rigid recurrence schedules, ensuring maintenance is proactive rather than reactive.
If you’ve been using recurring Work Orders to schedule repeating tasks, we recommend transitioning to Preventive Maintenance triggers to ensure continuity and enhanced functionality. If you would like UpKeep to convert your recurring Work Orders to PMs for you, please notify your Customer Success Manager.
Q: Is Work Orders (New) available on mobile?
No, the new Work Orders experience is currently only available on desktop.
Q: Will the transition to the new Work Orders impact pricing?
The new Work Orders experience is included in existing UpKeep plans. Customers will see increased value with enhanced features and improved efficiency.
Q: How will the new Work Orders impact my current work orders?
Your existing work orders will remain fully accessible and intact in the new Work Orders. Here’s what to expect:
No data loss – All work orders, assets, and historical data will carry over seamlessly.
Faster navigation – Tasks like updating status, adding parts, and closing out work orders will take fewer clicks.
Improved visibility – Enhanced filtering, search, and reporting features make it easier to track work orders in real time.
More intuitive workflows – Key actions like adding labor, parts, and costs are now easier to access.
We recommend switching now to get comfortable with the new experience before Work Orders (Legacy) is phased out on May 30, 2025.
Q: Will I lose any data when switching to the new Work Orders?
No, all existing data from Work Orders (Legacy) will be migrated securely to ensure a smooth transition without data loss.
Q: What happens if I do not transition to Work Orders (New)?
Work Orders (Legacy) will be sunset on 5/30/25. After that, all customers must use the new Work Orders for continued service and support.
Q: How can I maximize the value of the new Work Orders?
To get the most out of the new Work Orders, we recommend:
Exploring the new interface – Take a few minutes to navigate and familiarize yourself with the streamlined design and updated workflows.
Using enhanced search & filtering – Take advantage of improved filtering, bookmarking, and export options to quickly find the work orders that matter most.
Trying out new features – Features like AI-powered work summaries and improved closeout notes are quick ways to optimize your workflow.
Customizing your workflow – With flexible field options and enhanced reporting capabilities, tailor your work order management to fit your team's needs.
Attending our training sessions – Join our upcoming webinar in mid-April or explore our help center for guides and best practices.
Q: Does UpKeep offer training on the new Work Orders experience?
Yes! We’re committed to making your transition as smooth as possible. Here’s how we can help:
Live Training Webinar (Mid-April) – Join our live session to get a walkthrough of key features, learn best practices, and participate in a Q&A.
Help Center & Documentation – Access step-by-step guides, FAQs, and video tutorials anytime.
1:1 Support – Our Customer Success team is available to answer your questions and offer personalized assistance.