Work Order Exports

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

This article explains how to export multiple work orders to CSV (Excel) or PDF from the Work Orders and Reporting modules, and also provides detailed descriptions of how MaintainX exports data.

note

You can also export single work orders to PDF. For more details, see Export a Work Order to PDF.

Export Work Order Data

Export Work Order Data from the Work Orders Module

The Work Orders module lets you export up to 200 work orders at the same time.

1. From the sidebar, select Work Orders.

2. In the Work Orders module, select the (Table View) icon to switch to the Table view.

3. From the Table View, select the (Export) icon.

4. In the Export Work Order List dialog box, select the export file format. Depending on the format you select, different export options are available:

   PDF

   Option

   Description

   Procedure Format

   Select the amount of detail related to the work orders’ procedures you wish to see in your export: Detailed: includes the values the user entered in the procedure fields with a timestamp and the name of the user. Flags and Failures Only: only includes inspection checks marked as Flag and Fail answers in the work order's procedures. None: includes all work orders without procedure’s information. Summary: includes all fields contained in a procedure with their answers. A timestamp and the name of the user are not included when this procedure format is selected.

   CSV (Excel)

   Option	Description
   Columns	Select the columns to include in the export file. For details about each column, see List of Work Order Export Columns.
   Match Table Columns	Select this option to only export the columns currently displayed in the Table view.
   Procedure Format	Select the amount of detail related to the work orders’ procedures you wish to see in your export: Flags and Failures Only: only includes inspection checks marked as Flag and Fail answers in the work order's procedures. None: includes all work orders without procedure’s information. Summary: includes all fields contained in a procedure with their answers. A timestamp and the name of the user are not included when this procedure format is selected.

5. Select Export. MaintainX saves the exported file to the download center, and a download notification appears.

6. From the download notification, you can do any of the following:

   • Download the exported file.
   • Open the export in a browser new tab. This option is only available for PDF files.
   • Select View in Download Center to open the download center. The exported file appears in the Export Request History section.

Export Work Order Data from the Reporting Module

1. From the sidebar, select Reporting.

2. In the Reporting module, go to the Export Data tab.

3. Select Work Orders.

4. In the Export Work Order List section, use the Date Range date picker to set the date range for the export.

5. In the Export Format section, select the file export format. Depending on the format you select, different export options are available:

   CSV (Excel)

   Option	Description
   Work Orders to include in this date range	Specify which work orders to export depending on their completion status: Planned or Created: includes planned (work orders with a Planned Start Date) and created work orders in the date range previously defined. Due: includes work orders due in the date range previously defined. Completed: includes work orders completed in the date range previously defined.
   Procedure Format	Select the amount of detail related to the work orders’ procedures you wish to see in your export: Flags and Failures Only: only includes inspection checks marked as Flag and Fail answers in the work order's procedures. None: includes all work orders without procedure’s information. Summary: includes all fields contained in a procedure with their answers. A timestamp and the name of the user are not included when this procedure format is selected.
   Additional Options	Select additional display options for your export: Include Maintenance Plan: includes every planned work orders that should be completed during the selected date range. 1 Work Order per page: displays one work order per page.
   Columns	Select the columns to include in the export file. For more details about each column, see List of Work Order Export Columns.

   PDF

   Option	Description
   Work Orders to include in this date range	Define the work orders to export depending on their completion status: Planned or Created: includes planned (work orders with a Planned Start Date) and created work orders in the date range previously defined. Due: includes work orders due in the date range previously defined. Completed: includes work orders completed in the date range previously defined.
   Procedure Format	Select the amount of detail related to the work orders’ procedures you wish to see in your export: Detailed: include the values the user entered in the procedure fields with a timestamp and the name of the user. Flags and Failures Only: only includes inspection checks marked as Flag and Fail answers in the work order's procedures. None: includes all work orders without procedure’s information. Summary: includes all fields contained in a procedure with their answers. A timestamp and the name of the user are not included when this procedure format is selected.
   Additional Options	Select additional display options for your export: Include Maintenance Plan: includes every planned work orders that should be completed during the selected date range. 1 Work Order per page: displays one work order per page.

6. Do one of the following:

   • Select Preview to generate the list of work orders to extract. The list appears on the export page.
   • Select Schedule to export the data on a regular schedule. For details, see Scheduled Data Exports.
   • Select Export to export the data right away. MaintainX saves the exported file to the download center, and a download notification appears.

7. If you selected Export in the previous step, from the download notification you can do any of the following:

   • Download the exported file.
   • Open the export in a browser new tab. This option is only available for PDF files.
   • Select View in Download Center to open the download center. The exported file appears in the Export Request History section.

List of Work Order Export Columns

note

This section lists columns for the default and optional work order fields. MaintainX work orders support custom fields. Your work order export options might include additional columns, contact your Organization's MaintainX Administrator for more details.

Column	Description
ID	The work order's unique identification number in the MaintainX organization. MaintainX generates this number automatically when you create the work order and uses this ID to record activity on the work order.
Title	The title of the work order in MaintainX.
Status	The work order's current status.
Priority	The priority set for the work order.
Work Type	The work type of the work order: Preventive Reactive Other
Description	The description of the work order.
URL	The work order's internal URL. Only users logged in to MaintainX can access a work order with this URL.
Global ID	The work order's unique global identification number across all MaintainX organizations.
Assigned to	The name of the user assigned to the work order.
Teams Assigned to	The teams assigned to the work order.
Requested by	The name of the user who requested the work order. This field is only filled when the work order is created from a work request. For more details, see Finish Approving a Request.
Requested on	The creation date and time of the work order request. This field remains empty if the work order is not created from a work request. For more details, see Finish Approving a Request.
Created by	The name of the user who created the work order.
Created on	The creation date and time of the work order.
Planned Start Date	The planned start date when the work order will show up in the To-do view of the Work Order module.
Estimated Time	The estimated amount of time it will take to complete the work order.
Due Date	The due date and time of the work order.
Started on	The date the assignee started working on the work order.
Completed on	The completion date and time of the work order.
Completed by	The name of the user who completed the work order.
Last updated	The date and time the work order was last updated.
Schedule	The recurrence schedule of the work order. In the exported file, this information appears in the Recurrence column.
Location	The location specified on the work order.
Location ID	The location's unique identification number for the organization. MaintainX generates this number automatically when you create the location and uses this ID to record activity.
Asset	The asset added to the work order.
Asset ID	The asset's unique identification number for the organization.
Categories	The categories assigned to the work order.
Vendors	The list of vendors specified in the work order. This is always a vendor set up for your organization in the Vendors module.
Vendor IDs	The vendor's unique identification numbers for the organization.
Procedure Name	The name of the procedure attached to the work order.
Procedure Template ID	The unique identification number of the procedure template for the organization attached to the work order. If the procedure was directly created in a work order and not saved in the Procedure Library, this field will remain empty.
Procedure Passes	The number of procedure steps marked Pass.
Procedure Flags	The number of procedure steps marked Flag.
Procedure Failures	The number of procedure steps marked Fail.
Procedure Score	The success score of the procedure attached to the work order.
Additional Costs	The additional costs added to the work order in the Time & Cost section.
Total Parts Cost	The total cost of all parts used to complete the work order.
Total Time Cost	The total time cost to complete the work order tied to the reported time and calculated with the assigned user’s hourly rate.
Total Reported Time	The total reported (or logged) time in the Time & Cost tracking section of the work order.
Time to Complete	The time it took to complete the work order, from creation or start date to completion. The Time to Complete is calculated by adding the following values: Time Open + Time In Progress + Time On Hold.
Time Open	The time the work order stayed in the Open status.
Time In Progress	The time the work order stayed in the In Progress status.
Time On Hold	The time the work order stayed in the On Hold status.
Request ID	The request's unique identification number for the organization. This data is only available when the work order is created from a work request. For more details, see Finish Approving a Request.