Available On: Essential, Premium, Professional, Enterprise
Overview
UpKeep lets you export Work Orders as CSV files or PDF Summaries directly from the Work Order page. With the new Exports page, every Work Order Summary export is tracked in one place — with status, timestamps, and download links available for 7 days. You can also export up to 500 work orders at a time, batched and processed in the background so you can keep working.
Remember: data in is data out. The more information you input into UpKeep, the more valuable your exports will be. Before exporting, use filters and customize your table view to ensure the exported file focuses on the data you need.
Key Capabilities
Exports page — A dedicated home for every export you run, with status, timestamp, requester, and a download button.
7-day file retention — Files stay available for download for 7 days. No more chasing lost emails.
Async processing — Exports run in the background. You'll be notified the moment a file is ready.
500 work orders per export — A 25× jump from the old 20-WO limit, processed in batches of 40.
Download All — Grab all individual work order files in a single zip folder.
Note: The new Exports page currently powers Work Order Summary PDF exports. Other export types (WO CSVs, Assets, Parts, Locations, PMs, Meters, QR codes) still use the existing flow and will migrate over time.
Export to Work Orders
Filter your work orders — Start by filtering your work orders to display only the ones you need.
Open the options menu — In the top right corner of the Work Order page, click the three dots.
Select Export Filtered Data — Choose the option to export your work orders.
Choose your format — Pick CSV, PDF Report, or Individual PDF Work Order Summaries.
Track it on the Exports page — When selecting the Individual PDF Work Order Summaries, watch its status update in real time and download the file when it's ready.
Tracking Exports on the Exports Page
Navigate to Resources > File Management > Exports page — Every Work Order Summary export you've run shows up here.
Review status and details — Each row shows the export's status, the time it was run, and the download button.
Download the file — Click Download on a completed export. Use Download All to grab a zip of every individual work order PDF.
Watch for the notification — UpKeep notifies you the moment your file is ready, so you don't have to keep refreshing.
Best Practices
Filter before you export — Narrow the list with filters and customize your table view to keep exports focused and easy to read.
Take advantage of batching — For large reporting needs, push the limit to 500 work orders rather than running multiple small exports.
Don't wait around — Exports run async. Move on with other work and come back when the notification fires.
Download within 7 days — Files expire after 7 days. If you need long-term archives, save them to your own storage.
Common Use Cases
Monthly reporting — Filter by completed work orders for the month and export to CSV for analysis or sharing with leadership.
Compliance & audits — Export individual PDF summaries for a specific asset or location to provide an evidence trail.
Customer or client deliverables — Bundle a batch of work order PDFs as a zip for a single project handoff.
FAQ
How long are my exported files available?
Files on the Exports page are available for download for 7 days. After that, you'll need to re-run the export.
What's the maximum number of work orders I can export at once?
500 work orders per export — a 25× increase over the previous 20-WO limit. Exports are processed in batches of 40 in the background.
Does the Exports page show every export I run?
Currently, the Exports page tracks Work Order Summary PDF exports. Other export types (CSVs, Assets, Parts, Locations, PMs, Meters, QR codes) still use the existing flow and will migrate over time.
Will I get notified when my export is ready?
Yes — UpKeep sends a notification the moment your file finishes processing.
What does "Download All" do?
It downloads a zip folder containing every individual work order PDF file from that export, so you don't have to download them one at a time.