Available On: Essential, Premium, Professional, Enterprise
Efficiently managing your maintenance backlog is key to a productive operation. In UpKeep, you can apply robust filters to find exactly the Work Orders you need, whether you are tracking specific assignees, high-priority tasks, or time-sensitive projects.
By organizing and narrowing down your list, you can focus on your immediate priorities, analyze performance, and keep your team aligned.
How to Filter Work Orders
By default, administrators and managers can view all active, uncompleted Work Orders for the entire team. Technicians and limited users will see Work Orders assigned directly to them.
Navigate to the Work Orders section from the left-side menu.
Review the default views: your list displays Work Orders with a status of Open, In Progress, or On Hold.
Use the default filter bar at the top of the list to filter by core fields:
Status
Priority
Location
Asset
Assigned to
To utilize more advanced filters, click the Filters button on the top-right of your page.
Click Add Filter to choose from additional metadata fields (e.g., Category, Created Date, or Due Date) to further customize your view.
Click Apply to update your list view instantly.
How to Reset Filters
To clear your custom search filters and return to the default view, simply click the Reset button located next to the filter bar.
How to Save Custom Filtered Views
If you frequently use the same set of filters, you can save your customized view for easy one-click access later.
Configure your desired filters on the Work Orders page.
Click Save View at the top of the screen.
Give your view a descriptive, recognizable name (e.g., "High Priority HVAC Tasks" or "Due This Week") and click Save.
To load a saved view, open the Saved Views dropdown menu on the top navigation bar and select your preferred view.
How to Share Saved Filtered Views
To share your customized view with your team members, copy the full URL of your filtered view directly from your browser's address bar and send it to them. When they click the link, they can click Save View on their own screen to add it to their personal list of Saved Views.
Troubleshooting: Can't Find a Work Order?
If you cannot locate a specific Work Order, walk through this quick checklist:
Verify Status Filters: Check if you are filtering only for active/open tasks. If the Work Order was completed or closed, switch your Status filter to include Complete.
Use Global Search: Use the search bar at the top of the Work Orders page. Search for a specific Work Order ID number or key terms from the title or description.
Check Archived Work Orders: If a Work Order was completed a while ago, it may have been archived. To find and unarchive it:
Apply the Archived filter to view only archived records.
Select and open the desired Work Order from the list.
Click the Unarchive button (which replaces the standard Archive option) to restore it to your active list.
Reset Your Workspace: If you are still having trouble, click the Reset button next to the filter bar to clear any hidden or conflicting filters.
Best Practices for Filtering
Audit Regularly: Periodically check archived and closed Work Orders to ensure no long-standing tasks are left unaddressed.
Save Common Views: Save views for regular tasks (like weekly inspections or specific locations) to minimize repetitive filtering.
Double-Check Permissions: Ensure your users have proper permissions if they need to unarchive or manage team-wide views.
Refresh Your Session: If custom views are not updating, try refreshing your browser window.
Use Time-Based Filters: Leverage date-range filters to generate reports and track weekly or monthly task trends.