Purpose Statement
The Work Order List provides a structured, list-based view of all asset-related work orders within the Assets module. While Work Order Boards provide a visual workflow for managing tasks across stages, the Work Order List offers a centralized, searchable record of work orders for easier sorting, filtering, reporting, and bulk updates.
This page is especially useful for module managers, supervisors, and maintenance staff who need to monitor, manage, and report on asset work orders. Because access is highly permission-based, many end users may only be able to view the list or may not see it in the menu at all.
Background Information
The Work Order List displays work orders in a tabular list format, giving users a different way to interact with work orders than the Work Order Boards. While the boards present work orders visually in a timeline or placard-based workflow, the Work Order List is designed for users who need a more detailed, sortable, and filterable record view.
This page supports day-to-day fleet and asset maintenance operations by allowing users to:
View all work orders in one list
Sort and organize records by column
Search for specific records
Audit work order costs in a global view
Filter by asset, work order number, assigned user, and more
Perform bulk updates to multiple work orders
Export records to CSV for reporting
Review both active and archived historical records
The Work Order List is particularly valuable when users need to manage multiple records at once or provide maintenance history for an individual asset.
Required Permissions
Access to the Work Order List is controlled by Assets module permissions. What a user can do on this page depends on their assigned role and permission settings.
Users may have one or more of the following levels of access:
View access to see the Work Order List and open records
Create access to start new work orders
Edit access to update existing work orders
Archive access to archive completed work orders
Delete access to permanently remove non-archived work orders
Bulk update access to modify multiple work orders at one time
Many end users only have permission to view work orders. In some cases, users may not see the Work Order List in the Assets navigation at all if their role does not include access to that page.
Video
Step-by-Step Guide
1. Access the Work Order List
Click the First Due logo in the upper-left corner of the screen.
Navigate to the Assets module.
Select Work Order List from the module navigation.
This page displays all available work orders in a list view format.
2. Review Work Orders in List Format
Review the table displaying all work orders.
Expand or resize columns as needed to view additional information.
Sort records by selecting a column header.
This allows users to organize work orders by asset, work order number, status, assigned user, or other available fields.
3. Use Available System Views
The Work Order List includes two default system views:
Quick View (Default)
Displays a filtered list of commonly referenced work orders.
This is the default view when opening the Work Order List unless another view is pinned.
Master View
Displays all work orders in the system, including:
Current work orders
Completed work orders
All work order data fields including costs
Archived historical records
Users can also:
Pin a view to make it their default landing view
Favorite a view to store it in a personal favorites folder
4. Search and Filter Work Orders
Use the search and filter tools to quickly locate records.
Users can search or filter by:
Asset ID
Work Order Number
Assigned User
Status
Other asset-related fields
Filters can also be pinned to keep them visible while reviewing records and to reduce screen space used by the filter panel while keeping actions accessible.
5. Create a Custom Work Order List View
Custom views allow users to save frequently used filter and column configurations for quick access in the future.
Users may create custom views to:
Track work orders assigned to a specific user
Monitor maintenance for a specific apparatus or equipment type
Review work orders by status, vendor, or location
Once created, users can favorite or pin the custom view so it loads automatically when opening the Work Order List.
For detailed instructions on creating and managing custom views, refer to the Assets: Creating Custom List Views article.
6. Understand Archived vs Active Work Orders
Work orders can exist in two states:
Active or Completed (Not Archived)
Edit Pencil - edit the work order record
Trash Can - delete the record
Eyeball - view the work order record
Printer - generate a PDF preview to save or print
Paper Box - archive the work order manually
Mail Arrow - email the work order record to other users or email address
Archived Work Orders
Marked as part of the historical record
Cannot be selected for bulk updates
Cannot be deleted
Can still be viewed, edited, printed, or emailed
Archived records are created based on the archiving rules configured on the Work Order Board, which determine how many days after completion a work order becomes part of the historical record.
7. Create a New Work Order
Click Actions from the Work Order List.
Select the option to create a new work order.
Complete the required work order details.
Save the record.
This allows users with the proper permissions to start a work order directly from the list view.
8. Bulk Update Multiple Work Orders
The Work Order List allows users to update multiple work orders at the same time.
Select the checkboxes next to the desired work orders.
Click Actions.
Select Update.
Archived work orders cannot be selected for bulk updates.
The bulk update window displays the selected assets and associated work order numbers. From there, users can update shared values across all selected records, including:
Status
Assigned user
ETA
Vendor
This is especially useful when multiple assets need the same update. For example, if several SCBAs are sent to the same vendor after an incident, users can update all related work orders at once with the same vendor, status, and expected return date.
10. Export Work Order Records
Users can export work order records for reporting, documentation, or record review.
Apply filters as needed to narrow the list.
Select Download CSV.
Save the exported file.
This is useful when users need a maintenance history for a specific asset, such as all work orders tied to a particular apparatus or equipment record. The exported file can include both current and archived work orders shown in the filtered results.
Best Practices
Use the Work Order List when you need a detailed, sortable, and searchable record view.
Use the Work Order Boards when you need a visual workflow for moving work orders through stages.
Pin commonly used views to make repeat tasks faster.
Apply filters before exporting to reduce unnecessary data in CSV reports.
Use bulk updates when several work orders share the same vendor, status, or assignee.
Review records carefully before deleting them.
Treat delete permissions with caution, since deleted work orders cannot be recovered.
Regularly review archived and active work orders to keep maintenance records accurate and current.
Troubleshooting & FAQs
Why can’t I see the Work Order List in the Assets menu?
The page is permission-based. If your user role does not include access to the Work Order List, it may not appear in the menu.
Why can I only view work orders but not edit them?
Your role may only include viewing rights. Editing, archiving, deleting, and bulk updating all depend on your assigned permissions.
Why can’t I select some work orders during a bulk update?
Archived work orders cannot be selected for bulk updates.
Why do some work orders have different available actions?
Available actions depend on both the work order status and your permissions. Archived records also have different action options than active records.
What happens if I delete a work order?
Deleting a work order permanently removes it from the system and cannot be undone.
Can archived work orders still be opened?
Yes. Archived work orders can still be viewed, edited, printed to PDF, and emailed. They remain part of the historical record.
How are work orders archived?
Archiving is controlled by settings configured on the Work Order Board, where the system determines how long after completion a work order becomes archived.