How to view maintenance history
Maintenance history answers three questions: what has been done to this asset, when, and what did it cost.
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager, Employee. Viewers cannot see service records.
One asset's history
- Go to Dashboard → Assets (Individual) and open the asset.
- The Service Records section lists every recorded service, newest first, with its date, cost, and provider.
For the complete picture — not just maintenance — open the asset's timeline. Every change, assignment, document, service, scan, movement, and signal appears there in order. See Viewing asset history.
Every asset's history
Go to Dashboard → Service Records. This lists completed servicing, repairs, and inspections across the whole organization, with what each cost.
Use it to answer:
- What did we spend on maintenance last quarter?
- Which vendor did most of our work?
- What has been serviced recently?
Where history comes from
Service records arrive two ways, and both appear in the same list:
- Recorded directly — see How to record a service record
- Written automatically when a work order is closed
This is why closing work orders matters. A work order left at Completed never appears in maintenance history.
Using history to make decisions
Before repairing again. Open the asset's service records and add up what has already been spent. If maintenance spend is becoming disproportionate to the purchase price, that is the signal for replace-or-repair analysis.
Before an audit. The service history plus the asset timeline is the evidence that scheduled maintenance actually happened. Neither can be edited after the fact.
When a warranty claim is disputed. A dated service record showing the maintenance schedule was followed is the record that settles it.
Exporting
Reports export to CSV, Excel, or PDF. Use the Maintenance report at Dashboard → Reports for work done and outstanding.
Common mistakes
Assuming a completed work order is in the history. Only closed orders write a service record.
Recording maintenance done by a vendor as a note on the asset. Notes are not costed and do not appear in maintenance history. Record it as a service record.
Deleting records to tidy up. Asset timeline entries are never editable or deletable — that is what makes the history trustworthy in an audit.
Troubleshooting
Service Records is locked in the sidebar. It needs Orbit or above.
An asset shows no maintenance history. Either nothing has been recorded, or work orders were completed but never closed.
I can see the asset but not its service records. Viewers cannot see service records.
Costs look too low. Check whether materials were logged on work orders as materials, or only mentioned in notes. Only logged materials are costed.
An archived asset's history has disappeared from lists. Archiving removes an asset from active lists and reporting but preserves all of its history. Open the asset itself to see it.
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