With UpKeep, you can build reports right from the Work Order page. Being able to pull these reports quickly will save an immense amount of time and help provide instant insight into your facility’s and team’s activities. These reports are exported as a PDF or CSV file.
Remember, data in is data out, so the more information you add into UpKeep, the more knowledge you gain from your reports to continue optimizing your workflow and productivity!
Before you export your data into reports in PDF or CSV files, you’ll want to filter your work orders. This way, you’re building a report on just the data that you need. With UpKeep, there are a lot of filters you can utilize to find exactly the ones you need. This article explains how to filter your work orders.
How to Filter your Work Orders
TIP: By default, admins will see all work orders for your entire team that has not been marked complete.
Navigate to your Work Orders section
The Filters bar has 8 buttons that you can select
Once the work orders you are looking for are filtered into your view, you can export them!
Additional Filters - use this to further specify which work orders you are filtering
Includes Reactive vs Repeating WOs, Archived, additional date filters, asset filtering, and more!
Assignee - You can filter by the users assigned to the work orders
Location - you can filter by the locations your work orders are assigned to
Due Date - you can filter your work orders by the due date
Due date is different from Created Date, Completed Date, and Last Updated Date (which are all found under #1 - Additional Filters)
Work Order Status - you can filter by whether your work orders are open, on hold, in progress, or complete!
Priority - you can filter your work orders by its high, medium, or low priority
Quick Filters - see tip below, this is to open any quick filters you've saved
TIP: If the search filter selected does not return any work orders, try adjusting the chosen filters. Remove the filters one by one to see what filters do not work.
TIP: If you'll be using the same filters multiple times, you can save them as a quick filter! So in the future, you can quickly apply the filters you need. Check out the example below for how you can do this.
For example, if you wanted to filter your work orders to show you everything completed by a specific person in a given month:
ASSIGNEE: User Name
COMPLETED DATE: 12/1/2021 to 12/31/2021
This GIF is an example of filtering all work orders completed by anyone between 05/01/2020 and 05/31/2020:
How to Create and Save Quick Filters
Select your desired Work Order Criteria
Select the Save Quick Filter Button
Choose a name for your new Quick Filter
How to Delete Quick Filters
Hover your mouse over the Quick Filters button
Select the X next to Quick Filter you Wish to Delete.
Default Quick Filters
These are the six filters that you can select in the middle. By default, the filters are set to Everyone, Everywhere, Any Day, (Open, On Hold, and In Progress Work Orders), and Any Priority.
From Left to Right:
User Assigned: Select which users Works Orders you want to see
Location: Find the Work Orders at the Location desired
Due Date: Select the Work Orders by Due Date, you can also find your past-due and unscheduled Work Orders
Work Order Status: Choose from any (or all) of the statuses: Open, On Hold, In Progress, Complete
Priority: Choose from any (or all) of the statuses: None, Low, Medium, High
Bookmarked: Choose to exclusively view your Bookmarked Work Orders
These filters are found in the funnel button on the far left of the filters bar.
Reactive or Repeating: We can choose all, or just by Reactive or Repeating Work Orders
Asset: Select the desired Assets that you wish to see
Team: We can select work orders specifically assigned to our teams
Category: Find the Work Orders based upon your assigned categories
Part: See the Parts that are Associated to the Work Orders
Files: Find the Files Associated with the Work Orders
Created by: Find Work Orders created by specific users
Completed by: Find Work Orders completed by specific users
Requested by: Find Work Orders requested by specific users or from your Request Portal
Created Date: Search Work Orders based upon the date of creation
Completed Date: Search for Work Orders based upon the date of completion
Last Updated Date: Search for Work Orders based upon when they were last updated
Archived: We can choose whether to hide or show our Archived Work Orders