Work order fields and statuses

Every field, status, priority, and export column on a maintenance work order.

A maintenance work order is one record. A request from the floor, a planned job, and a recurring preventive maintenance schedule are all the same object with different fields filled in, which is why one field list covers all three. See Overview: maintenance management.

Only two fields are required: Title and Group. Everything else can stay empty, and nearly everything else can be changed later from the work-order drawer.

Looking for production job fields?

Those are on Job and scheduler fields. Production tasks and maintenance work orders share one API and the same five statuses, and little else: a maintenance work order carries a group, a checklist, and a recurrence, while a production task carries an operation, a part, a quantity, and work sessions.

Fields

Required means the Create button stays disabled until the field has a value. Inline editable means you can change the value in place in the work-order drawer, with no Save step. In CSV is the maintenance table export, listed column by column under CSV export columns.

Field	Type	Required	Inline editable	In CSV
WO #	Number, assigned by IoTFlows	Automatic	No	Yes, as WO #
Title	One line of text	Yes	Yes, the large text at the top of the drawer	Yes
Description	Rich text, with its own file attachments	No	Yes	Yes, with formatting stripped
Group	One maintenance group, created inline if none fits	Yes	Yes	Yes
Status	One of five	Starts at Open	Yes, from the status row	Yes
Priority	One entry from the platform's priority list	No	Yes, from the chip above the title	Yes
Asset	One machine	No	Yes	Yes
Assignees	People and teams	No	Yes, as many as you need	Yes, as Assigned To
Due date	Date, time, and the timezone it is read in	No	Yes	Yes, as Due Date
Recurrence	A repeat rule anchored to the due date	No	Yes	Yes, as Recurrence
Time estimate	Minutes, typed as `2h`, `30m`, or `1.5d`	No	No, set at create only	Yes, as Estimated Time (min)
Notes	Plain text	No	Yes	Yes
Parts Required	Inventory lines, each a part and a quantity	No	Yes	No
Create/Release Parts	Inventory lines	No	Yes	No
Checklist	Tickable steps, independent of the status	No	Yes	No
Images	Pictures, converted to WebP on upload	No	Yes	No
Attached Files	Anything that is not an image	No	Yes	No
Comments	A chat room attached to the work order	No	Yes	No
Requested By	The person who created it	Automatic	No	Yes
Created At	Timestamp	Automatic	No	Yes
Last Updated	Timestamp, moved by any edit	Automatic	No	Yes

Three things about that table are worth saying in sentences.

The time estimate is a create-time field. The create modal asks for it, and the maintenance drawer shows it as plain text with no way in, so a work order created with the wrong estimate keeps it. The same field is editable on a production task, in the scheduler's drawer.

A group is required, and a fresh organization has none. The first work order you create forces you to name a group before anything else. See Group.

Recurrence is a rule, not an object. There is no separate preventive maintenance record: the rule lives on the work order and fires from its due date. See Schedule preventive maintenance.

Statuses

Five statuses, in the order the work is meant to move through them. Nothing enforces that order: any status can go to any other, including reopening a closed work order. The flow, and what each transition does, is in The status flow.

Status	Means	Drawer button	In CSV	Next states
Open	Created, not started. Every work order lands here, whichever origin created it	Not Started	`Not Started`	Any
In Progress	Somebody is working on it now	In Progress	`In Progress`	Any
On Hold	Started and blocked. It keeps its assignee and stays on the board	On Hold	`On Hold`	Any
Done	The work is finished. Moves stock if the work order lists parts	Completed	`Completed`	Any, including back to In Progress
Approved	Signed off, after the work was done	Approved	`Approved`	Any

Why does the CSV say Not Started when the board says Open?

The export renames two statuses on the way out. Open is written Not Started and Done is written Completed, which matches the drawer's buttons rather than the board card, the status filter, or a report. If you pivot an export by status, filter on the CSV spellings in the table above, not the ones on screen.

Priorities

Priority is a colored label. It does not sort the board, does not change what the completion dialog moves, and triggers nothing automatically.

The list is the platform's, not your organization's. It arrives from IoTFlows with a name and two colors, one for light mode and one for dark, and Maintain has no editor for it, so you cannot add a priority or rename one.

Two behaviors surprise people:

The create modal preselects the first priority in the list and hides its label while it is selected. A work order where nobody touched the priority chip carries that first priority, not an empty one.
The drawer's chip only appears when the work order has a priority. A work order created by an automatic origin, from a classified downtime or a meter reaching its trigger point, can arrive with none, and then there is no chip above the title until you set one.

You do not need a priority on every work order. Set one when the board is long enough that a technician has to choose what to pick up next, and leave it alone on a board where the due dates already say that.

CSV export columns

The CSV button in Table view writes maintenance-tasks- and today's date. Fifteen columns are available. Four are always exported, six more ship visible, and the other five are ones you turn on in the column picker.

The export follows the table, not this list. It writes the columns the table is showing, in the order you dragged them, so a default download is 10 of the 15. The numbering below is the default order.

No.	Column header	Source field	Always exported
1	WO #	`workorder_number`	Yes
2	Title	`workorder_title`	Yes
3	Assigned To	`assigned_to_users`, `assigned_to_teams`	Yes
4	Asset	`workorder_asset`	Yes
5	Group	`workorder_group.group_name`	No, visible by default
6	Status	`workorder_status_uuid`	No, visible by default
7	Priority	`workorder_priority.workorder_priority_name`	No, visible by default
8	Due Date	`workorder_due_timestamptz`	No, visible by default
9	Recurrence	`workorder_recurrence_description`	No, visible by default
10	Description	`workorder_description`	No
11	Estimated Time (min)	`workorder_duration_min`	No
12	Requested By	`created_by_user`	No
13	Notes	`workorder_notes`	No
14	Last Updated	`workorder_updated_at`	No, visible by default
15	Created At	`workorder_created_at`	No

How the values are written:

WO # carries the hash, for example #148, so a spreadsheet reads it as text rather than a number.
Assigned To lists people's full names first, then team names, comma separated. A placeholder account named Unnamed is skipped.
Asset is the machine's custom name, falling back to its catalog model name when it has none.
Due Date, Last Updated, and Created At are full UTC timestamps, for example 2026-09-18T14:00:00.000Z, not the local time the card shows.
Description and Notes have their formatting stripped to plain text.
Recurrence is the sentence the server writes for the rule, for example Every 2 weeks on Mon, Thu, not the individual rule fields.
Estimated Time (min) is a plain number of minutes. An empty cell means no estimate was set, or that an unparseable one was discarded at create time.

Parts, checklist items, attachments, and comments have no column. Nothing in the maintenance export carries them, so a checklist is readable only in the drawer. For every other export in the product, see Exports reference.

What is stored per device

Maintain keeps your view preferences in this browser, on this device. None of them are sent to IoTFlows, so they do not follow you to a second computer or to the phone, and they change nothing for anybody else looking at the same board.

Preference	Where you set it	Default
Table columns and their order	The column picker in Table view	The four always-on columns plus Group, Status, Priority, Due Date, Recurrence, Last Updated
Kanban card fields	Card fields in Kanban	Everything except Description and Due Date
Drawer Properties fields	The gear beside Properties	All ten except Last Updated
Density	The Compact view / Large view toggle, per view	List and Table compact, Kanban large
Last view and last grouping	Selecting a view or a grouping	To do, grouped by asset

Two consequences follow. Two people export different files from the same board, because the export reads the table columns and each person's are their own, so agree the columns before comparing files. And clearing your browser data resets all five, which is the fastest way back to the defaults above if a board has drifted.

Hiding a field hides the row, never the value. A hidden Notes row still holds its text, and a column turned off in the table is still on the work order.