What this does: The Work Orders export lets you download work order data from your account for reporting. It is generated from the Work Orders data table using the EXPORT control on the table toolbar, and the file that downloads reflects any filters applied on the Work Orders page as well as your own location-level permissions. The export is a .csv with 34 columns, one row per work order.
Before you start: You need export permission on your Trakref user. Decide how you want the file scoped — filtering on screen before you export is far easier than trimming rows in a spreadsheet afterward.
| Good to know: The export is intentionally unformatted so the file stays program-agnostic — you can format it in whichever spreadsheet tool you use. |
How to Export Work Orders
1. Open Work Orders. From the left navigation menu, select Work Orders. The Work Orders table lists every work order your permissions allow you to see.
Work Orders page — left navigation with Work Orders selected.
2. Filter the list to what you need (recommended). Select FILTERS on the table toolbar and add one or more filters. The export mirrors exactly what the filtered table shows, so this is where you control the size and scope of your file.
Filters panel open on the Work Orders table.
3. Scope by date. Use the date filters to bound the pull — Scheduled Date for when work was planned, Due Date for when it was owed. Both use a From / To range.
4. Choose your columns (optional). Select COLUMNS to show or hide columns in the table view. Note that this changes what you see on screen; the exported .csv always contains the full 34-column set listed below.
Columns control on the Work Orders table toolbar.
5. Select EXPORT. The EXPORT control sits on the table toolbar above the grid. Trakref generates the file and your browser downloads it.
EXPORT control on the Work Orders table toolbar.
6. Open the file. The .csv lands in your browser's download folder. Open it in Excel, Google Sheets, or any spreadsheet tool and apply your own formatting.
How filtering affects your export
Filtering happens in the Work Orders table before you export — the file mirrors what is on screen. Trakref's table component offers three filter operators, and which one you get depends on the column's data type. This model is the same across all Trakref table exports.
| Operator | Applies to | How it works |
| Between | Date and numeric columns | You supply a From and a To value; returns rows whose value falls inside that range. |
| is | Hard-coded dropdown columns | You select exactly one value from the predefined list. |
| contains | Open text columns | You type an alphanumeric string; returns rows whose value contains that substring. |
| Filters stack with AND only. When you apply more than one filter, rows appear only where every filter is true. Because of this, stacking two “is” filters on the same column always returns 0 results — an attribute can hold only one value at a time. For example, Status is Open AND Status is Closed returns 0 rows. To match either/or on a dropdown column, apply a single filter rather than two. |
Work order statuses
Every work order carries a status. Four statuses appear in the export's WorkOrderStatusName column:
| Status | What it means |
| Open | The default status. The work order is neither closed nor cancelled, which means its service records are still incomplete. |
| Work Complete | An intermediate status. The work has been reported complete but still needs approval before it can move to Closed. |
| Closed | The record is complete and no further service is expected. Total Cost is entered at the point of closing. |
| Cancelled | A user cancelled the work order. A cancellation reason is required, so cancelled work orders always carry a status reason. |
| Work Complete is a waypoint, not an end state. A work order sitting in Work Complete is waiting on an approver. If you are reconciling open work, count Open and Work Complete together — neither is finished. |
Status reasons
Alongside its status, each work order carries a status reason in the WorkOrderStatusReasonName column — the more specific explanation of where the work order actually stands. The table below lists every status reason in use, grouped by where you will typically see it. The same reason can appear under more than one status.
Reasons you will see on Open work orders
| Status reason | Typically seen with | What it means |
| Not Started | Open, Closed | The work order exists but no service has been recorded against it yet. |
| Awaiting Service | Open | Scheduled and assigned; waiting on the service provider to perform the work. |
| Work In Progress | Open, Work Complete, Closed | Service has begun but is not finished. |
| Leak Inspection in Progress | Open | A leak inspection tied to this work order is underway. |
| Waiting On Parts | Open | Work is paused pending parts. |
| Under Evaluation | Open | The request is being assessed before work is scheduled. |
Proposal and approval reasons
| Status reason | Typically seen with | What it means |
| Proposal Required | Open | A proposal or quote from the service provider is needed before the work can proceed. |
| Proposal Approved | Open | The proposal was accepted and the work can go ahead. |
| Proposal Not Approved | Open | The proposal was reviewed and declined. The work order stays Open until it is re-quoted, cancelled, or closed. |
| Requires Service Review | Open, Work Complete | The service records on the work order need review before it can close. |
| Requires Owner Approval | Work Complete | Work has been reported complete and is waiting on system-owner approval to close. |
| Approval Not Needed | Open, Closed | No approval step is configured for this work order, so it can close without one. |
| Approved | Open, Closed | The completed work was approved. |
| Approved For Payment | Closed | The work was approved and released for payment. |
| Paid | Closed | The invoice for the work has been paid. |
Resolution and cancellation reasons
| Status reason | Typically seen with | What it means |
| Problem Resolved | Open, Closed, Cancelled | The reported problem was resolved — often without the originally requested work being needed. Seen with Cancelled when the work order was closed out because the issue went away on its own. |
| Work Not Needed | Cancelled | Cancelled because the work turned out not to be required. |
| Duplicate Entry | Cancelled | Cancelled because it duplicates another work order for the same issue. |
| Blank status reasons. A small number of older or imported work orders can have an empty WorkOrderStatusReasonName. Treat these the same as Not Started when you are reporting on them. |
Cost and date fields
Total Cost is the sum of Labor, Material, and Other Cost, all entered manually at the point of Close Work Order. It is written with four decimal places, and a value of 0.0000 means the work order was closed without any cost recorded — not that the work was free.
Status Date reflects when the work order was last closed, reopened, or cancelled.
Scheduled Date is when the work was planned; Due Date is when it was owed. Both export as date-and-time values, so set the column format in your spreadsheet tool if you only want the date part.
Data fields (export columns)
The export contains the 34 columns below, in order.
| # | Field (export column) | Definition |
| 1 | ID | Trakref's internal unique identifier for the work order; the row key. |
| 2 | Region/Division | Region or division grouping assigned to the work order's location. Blank when the location has no region assigned. |
| 3 | Classification | Classification assigned to the location (for example Office Space or Commercial property). |
| 4 | AssetLocationName | Name of the location the work order belongs to. |
| 5 | State | State of the location. |
| 6 | AssetCity | City of the location. |
| 7 | WorkOrderTypeName | Type of work order: Scheduled Maintenance or Trouble / Problem Ticket. |
| 8 | WorkOrderNumber | The work order number. This is an open text field, so values vary in format across accounts. |
| 9 | PurchaseOrderNumber | Purchase order number, where one was entered. |
| 10 | CreatedBy | Full name of the user who created the work order. |
| 11 | WorkOrderStatusName | Current status: Open, Work Complete, Closed, or Cancelled. See Work order statuses above. |
| 12 | ScheduledMaintenanceTypeName | Scheduled-maintenance type, for Scheduled Maintenance work orders. Populates only where a maintenance type is configured. |
| 13 | ScheduledDate | Date the work is scheduled for. |
| 14 | WorkOrderStatusReasonName | The status reason paired with the current status. See Status reasons above. |
| 15 | ServicerInstanceName | Service provider assigned to the work order. |
| 16 | TroubleTicketPriorityName | Priority, for Trouble / Problem Ticket work orders: High Priority / Emergency Service, Medium Priority / First Available, or Low / As Available. Blank on Scheduled Maintenance work orders. |
| 17 | RequestDetails | Free-text description of what was requested. |
| 18 | DueDate | Date the work is due. |
| 19 | TotalCost | Labor plus Material plus Other Cost, entered at Close Work Order. Four decimal places. |
| 20 | IsServiceReviewRequired | True or False — whether a service review is required before the work order can close. |
| 21 | ServiceReviewedUserFirstName | First name of the user who performed the service review. |
| 22 | ServiceReviewedUserLastName | Last name of the user who performed the service review. |
| 23 | ServiceReviewedDate | Date the service review was completed. |
| 24 | IsWorkOrderAcceptanceRequired | True or False — whether the assigned service provider must accept the work order. |
| 25 | WorkOrderAcceptedByUserFirstName | First name of the user who accepted the work order. |
| 26 | WorkOrderAcceptedByUserLastName | Last name of the user who accepted the work order. |
| 27 | WorkOrderAcceptedDate | Date the work order was accepted. |
| 28 | WorkOrderDeletedByUserID | User ID of the person who deleted the work order (deleted-record tracking). |
| 29 | WorkOrderDeletedByUserName | Username of the person who deleted the work order. |
| 30 | WorkOrderDeletedByUserFirstName | First name of the person who deleted the work order. |
| 31 | WorkOrderDeletedByUserLastName | Last name of the person who deleted the work order. |
| 32 | WorkOrderDeletedDate | Date the work order was deleted. |
| 33 | IsWonreadOnly | True or False — whether the work order is locked to read-only. |
| 34 | StatusDate | Date of the current status — when the work order was last closed, reopened, or cancelled. |
Columns that are often empty
Several columns are conditional — an empty cell means the condition did not apply, not that data is missing. Expect these to be blank across most or all rows:
The five WorkOrderDeleted… columns (28–32) populate only for work orders that have been deleted. In a normal export of active records they are empty from top to bottom.
ScheduledMaintenanceTypeName (12) stays empty unless scheduled-maintenance types are configured on the account.
IsWonreadOnly (33) is False on nearly every row, so it is rarely useful as a filter.
The service-review and acceptance name/date columns (21–23 and 25–27) populate only where a review or an acceptance actually happened — typically a small fraction of rows.
TroubleTicketPriorityName (16) is blank on every Scheduled Maintenance row by design.
Troubleshooting
The file has fewer rows than I expected. The export honours both your on-screen filters and your location-level permissions. Clear the filters and check your location access before assuming rows are missing.
A filter combination returned nothing. Filters stack with AND only. Two “is” filters on the same column will always return 0 rows — remove one.
I hid columns but they still came through. COLUMNS controls the on-screen table only. The export always contains all 34 columns; delete what you do not need in your spreadsheet tool.
Dates look like long timestamps. Date columns export with a time component. Reformat the column in your spreadsheet tool to show the date only.
Total Cost is 0.0000 on closed work orders. Cost is entered manually at Close Work Order, so 0.0000 means no cost was recorded rather than no cost incurred.
I don't see the EXPORT control. Export is permission-controlled. Ask your Trakref administrator to confirm your user has export permission.