Order lists are your own saved views of the orders screen. Each list is a set of filters, for example "my open orders" or "everything whose parts have arrived at my location", saved under a name. Your lists appear under Orders in the left-side menu, and clicking one opens the orders screen already filtered.

Lists are personal. The ones you create are yours and don't change what your colleagues see. This guide explains how lists work and what every filter does. For step-by-step instructions with screenshots, see How do I create or change Order Lists?

Prefer to watch? Here's a 3-minute video walkthrough.

Where to find them

• Left-side menu → Orders: your lists, each with a badge showing how many orders it matches. Click a list to open it.
• User Settings → Order lists: where you create, edit, reorder, import, export and delete lists. Open User Settings from the menu under your name in the top-right corner, then select the Order lists tab.

Before you create any lists

A user with no lists of their own sees a built-in set in the menu: My orders, In queue, In queue (all), Incoming, Ready and Completed, plus Scheduled internal, Scheduled GSX, Appointments or Ack List when those features are enabled for your account. As soon as you create your first list, the menu shows only your lists. Click Add missing default lists to add the built-in ones back as regular lists you can edit.

Create a new list

1. Go to User Settings → Order lists and click New order list. A panel opens on the right.
2. Enter a Name. This is what shows in the menu, so keep it short: long names are cut off.
3. Click + Add filter and pick the conditions you want (see Filters below). Add as many as you need. Every filter must match, so each one you add narrows the list.
4. Optionally set the sort order (see Sort and display below).
5. Click Create order list. The list appears in the table, and in the left-side menu after you refresh the page.

To change a list later, click its name (or Edit in its gear menu), make your changes and click Save changes.

Filters

The + Add filter menu has up to three groups. Type in its search box to find a filter quickly. Each filter can be added once per list.

Status flags

Simple on/off conditions. Add the flag and it applies.

Filter values

Conditions that take one or more values. Pick a value from the dropdown and click Add; add several values to match any of them. Where a filter shows an Include / Exclude choice, you can also leave out orders that match a value, for example "every queue except Mail-in Repairs".

Status vs. Status type: Status type works across every queue, so one list covers all your workflows. Status lets you pick exact statuses. You can use both in the same list.

Tags: a tag filter matches tags on the order and tags on the order's customer. Matching ignores upper and lower case, and * works as a wildcard (warranty* matches every tag starting with "warranty"). Exclude one tag per list: excluding two tags in the same filter only removes orders that carry both.

"Me", "my location" and "my store"

The Handler, Location and Store filters offer the values me, my location and my store. They adapt to whoever opens the list, so a single "My orders" list works for everyone. They appear as orange italic chips.

• my location and my store use the Default service location and default store in the viewer's User Settings → General. If those aren't set, the list shows no orders.
• my location means the default location only. If you work across several locations, add the other locations to the Location filter as well.

Custom fields

Order custom fields that are enabled for order lists appear under their own Custom fields group, with the right editor for each field type (text, Yes/No, or a list of options).

Sort and display

• Sort by: the column to sort by, such as Order, Status, Handler, In the queue for, Status changed or Repair started. Default uses the normal orders sorting.
• Sort order: Newest first or Oldest first.
• Ignore priority: by default priority orders are listed first. Tick this to sort them with everything else.

Advanced (raw text)

Click Switch to advanced (raw text) to edit the line of text the list is stored as, then Switch back to builder. If a list contains something the builder doesn't recognize, it opens in advanced mode automatically so nothing is lost. The available parameters are listed in Order list parameters.

Manage your lists

The table on User Settings → Order lists shows each list's filters as small chips, so you can see what a list does without opening it. When the chips don't fit on one line, a +N more badge appears; hover over it or open the list to see them all.

• Reorder: drag a row by its handle (≡). The order is saved immediately and shows in the menu after you refresh the page.
• Edit or Delete: use the gear menu at the end of the row.
• Add missing default lists: adds any built-in list you don't have yet. It never deletes, renames or reorders your existing lists.
• Import & Export: Export lists downloads all your lists as a .json file; Import lists adds the lists from such a file. Imports never overwrite anything, a list with a name you already use gets a number added (for example "My orders (2)"), and a file with any invalid entry is rejected as a whole. Lists that point to specific people, locations or stores keep those exact values, so after importing into a different account, edit them and pick the right values.

Manage another user's lists

Administrators, and users whose role has the Manage other users' settings permission, can click Select user on User Settings and manage a colleague's lists. Every change, import and export then applies to the selected user. You can only select users with the same or a lower access level than your own. Lists can't be shared, so to give a whole team the same lists, export yours and import the file for each colleague.

Order counts in the menu

The number next to each list is calculated when a page loads and may be up to 30 seconds behind. The list itself is always up to date when you open it. If you are restricted to certain locations, your lists only ever show orders from locations you can access, whatever their filters say.

Export the orders in a list

This is different from exporting the lists themselves. While viewing a list, click Export orders and choose CSV or XLSX to download its orders for use in a spreadsheet. The file includes the order ID, reference, device, serial, customer, contact, status, days in queue and in service, internal location, location, amount still to be paid and handler, plus a column for each task set up for export. Exporting needs the Export orders permission.

A few list ideas

Permissions

Troubleshooting