Available On: Lite, Starter, Professional and Business Plus
Efficiently managing and locating Work Orders is crucial in UpKeep. Learn how to filter work orders on UpKeep to streamline your workflow and focus on what matters most. Adjust filters by status, assignee, or other criteria to locate the work order you're looking for.
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 the Work Orders section
By default you will see work orders that are Open, In Progress, or On Hold
Use Default Filters
Status
Priority
Location
Asset
Assigned to
Select Filters to utilize additional filters
Select Add Filter to add or remove any filters
Select Apply and you're all set!
How To Reset Your Filters
If you need to go back to the default you can select the Reset Option on the Work Orders Page
How to Save Your Filtered View
đ Once you've configured your filters to your preference, simply select Save View to save your customized filters for easy access later on!
How to View Your Saved Filtered View
Looking to locate one of your Saved Views? You can find them in the dropdown menu labeled Saved Views. Easily access and manage your customized views with just a few clicks!
How to Share Your Saved Filtered View
đ Want to share your saved view with a teammate? Simply copy and paste the URL. They can save the filters directly to their application for easy access!
Troubleshooting: Canât Find a Specific Work Order?
If youâre having trouble finding a specific Work Order follow these steps:
Managing Archived Work Orders
If you are encountering issues specifically related to archived work orders or cannot find the option to unarchive a Work Order, follow the steps below for troubleshooting and resolution.
Check Your Filters: Make sure your filters are set correctly. For example, if your Work Order is closed, ensure that youâre not filtering by "Open" Work Orders only.
Search Function: Use the search bar at the top of the Work Orders page. Enter specific keywords or the exact title of the Work Order.
Archived Work Orders: If the Work Order was completed a while ago, it might have been archived. Make sure to check the "Archived" filter to see if itâs stored there. To unarchive it, follow these steps:
Ensure you are on the Work Orders page.
Apply the 'Archived' filter to only display archived work orders.
Locate the desired work order in the filtered list and open its details.
If archived, the 'Unarchive' button will replace the 'Archive' button. Click this option to unarchive it.
Reset Filters: If youâre still unable to find the Work Order, try resetting all filters to view the full list of Work Orders. This can help determine if any filtering criteria are inadvertently hiding the Work Order youâre looking for.
Best Practices for Filtering
Regularly Update Filters: Make sure your filters reflect the current status and priorities of your projects.
Save Common Filters: If you frequently use the same filter criteria, consider saving them for quick access in the future.
Audit Archived Work Orders: Periodically review archived Work Orders to ensure important tasks arenât overlooked.
Verify Permissions: Ensure team members have the proper permissions to make changes to Work Orders, including archived ones.
Keep UpKeep Updated: Always use the latest version of the application to minimize technical issues.
Reapply Filters: Regularly double-check saved filters and settings to ensure they are correctly configured for current needs.
Refresh Your Interface: If you encounter persistent issues, try logging out and back into UpKeep to refresh your session.
By effectively using the filtering options in UpKeep, you can maintain better control over your maintenance tasks and ensure that every work order is easily accessible when needed.