View and find work orders

The Work Orders page lists the work orders at one facility at a time. Use it to see what’s open, find a job and open it to work on it.

Select Work Orders in the sidebar to get there. To see a different facility, switch facilities.

You can only see facilities you created or are assigned to. If you see No Facilities Available, ask an Admin to assign you to a facility.

The Work Orders page for Kerning City Pharmacy with the Filters panel open, showing a mix of statuses and priorities, including one overdue row and one Emergency row

Read the list

Column	What it shows	Shown at first
ID	The work order’s number	Yes
Status	Where the job stands. See statuses.	Yes
Priority	How urgent it is. See priorities.	Yes
Task Type	The kind of work	Yes
Description	The first part of the description	Yes
Location	Where the work is	Yes
Assigned To	The person assigned, or Unassigned	Yes
Created By	The person who created it	No
Created	The date and time it was created	Yes
Due Date	The due date and how long is left, or Overdue	Yes
Days Open	Whole days since it was created	No
Attachments	How many notes and attachments it has	No

To show a hidden column, see Choose your columns.

Some rows stand out so you can spot them quickly:

Red row and “Overdue” in the Due Date column: the due date has passed. This applies to every status, so a Closed work order with a past due date is marked too.
Red bar on the left edge: Emergency priority.
Orange bar on the left edge: High priority.
Orange or red number in Days Open: open more than 30 days (orange) or more than 60 days (red).

Days Open counts from the day the work order was created. It keeps counting after a work order is closed.

The count above the list, such as 12 of 340 rows filtered, shows how many work orders match your filters out of the facility’s total. More rows load as you scroll, or you can select Load More at the bottom of the list.

Open a work order

A single click only selects a row. To open a work order:

On a computer: double-click the row to see a summary, then select Edit for the full work order. You can also right-click the row and select View or Edit.
On a phone or tablet: press and hold the row, then select View or Edit.

Right-clicking, or pressing and holding, shows this menu:

Menu item	What it does
View	Shows a summary of the work order
Edit	Opens the full work order, with Details, Notes and Attachments tabs
Audit Log	Shows the work order’s history
Print	Opens the print options

If you’ve selected several rows and open the menu on one of them, only Print is available.

Search

Select the search box above the list, or press ⌘K on a Mac or Ctrl+K on Windows.

The search box works by field. Type a field name, a colon and a value. A word on its own doesn’t search anything.

To find	Type
New and Pending work orders	`status:new,pending`
High and Emergency work orders	`priority:high,emergency`
One task type	`tasktype:General_Maintenance`
A location	`location:Room_204`
A word in the description	`description:leak`
Work orders 30 days old or more	`days_open:30`

A few rules make this work:

Click outside the box to apply your search.
Use an underscore for a space, as in Room_204 for “Room 204”.
Use a comma between values to match any of them.
Put a space between filters to use more than one, as in status:new priority:high.
Type status and priority values in lowercase.
Type task types exactly as they appear in the list, including capital letters.
location and description match part of the text, and capitals don’t matter.

After you type status:, priority: or tasktype:, the available values appear below the box and you can select one. Your recent searches appear under Suggestions. To remove them, select Clear suggestions.

You can’t search by work order number. To find a number, sort by ID.

Filter the list

The Filters panel sits to the left of the list. To hide or show it on a computer, select Hide Controls or Show Controls, or press ⌘B on a Mac or Ctrl+B on Windows. On a phone, select the filter icon next to the row count.

Filter	How to use it
Created Date	Pick a From date and a To date
Status	Tick one or more statuses
Priority	Tick one or more priorities
Task Type	Tick one or more task types. Only task types already used at this facility appear.
Location	Type part of the location
Description	Type part of the description
Due Date	Pick a From date and a To date
Days Open	Type a number to see work orders that have been open at least that many days

To remove one filter, select the X beside it. To remove them all, select Reset at the top of the panel.

Flex CMMS remembers your filters for each facility in the browser you’re using. If the list looks shorter than you expected, check for a filter left on from last time.

Sort the list

Select a column heading, then Asc or Desc. You can sort by ID, Status, Priority, Task Type, Created, Due Date and Days Open. Select Clear sorting to go back to newest first.

Status also has Sort New First, which lists New, Pending, Delayed, Closed, then Excluded.

Choose your columns

To change your columns, select the View button with the sliders icon, next to the refresh button. Then:

Select a column name to show or hide it.
Drag the handle beside a name to move the column.

You can also hide a column from its heading menu.

There are no named views to save. Flex CMMS remembers your columns and sort order for each facility in the browser you’re using.

Select work orders

Selecting work orders lets you print several at once.

Select the checkbox at the start of a row.
Hold ⌘ on a Mac or Ctrl on Windows and click rows to add them.
Hold Shift and click to select a range.
Select the checkbox in the heading to select every row loaded so far.

To start again, select Clear selection.

See other people’s changes

The list keeps itself up to date. When someone else creates or changes a work order at this facility, a short message tells you who did it and the list updates. See Work on a work order with other people.