Master List Shows No Data Available or Is Missing Records

Every master list in Fleet360 (Assets, Parts, Work Orders, Purchase Orders, Vendors and so on) only shows the rows that pass the filters currently on the list. When a list shows No data available, or a record you know exists is not in it, the list is almost always filtering it out rather than missing it. Work through the checks below in order - each one removes a different kind of filter - and use the escalation section at the end if the rows still do not come back.

Step 1 - Check the Filter String and Click Clear

  1. Look at the filter string at the top left of the list. It lists every filter condition currently applied, for example Fac Equals 1 or Agency Equals Transit

  2. Click Clear at the upper right of the filter area to remove all filter conditions, or click the filter string and use the red x to remove one condition

  3. Clear the search bar (click the x in it) so the search text is not narrowing the list either

  4. The list reloads. If the rows are back, the problem was a filter

Changing your Working Facility does not clear filters that are already on a list. A facility filter set while working in another facility stays in place until you clear it.

Refer to Customizing Master List Columns.

Step 2 - Check Column Header Filters

A column can be filtered on its own, separately from the filter string. A blue filter icon in a column header means that column is filtered.

  1. Scroll across the list and look for any blue filter icon in the column headers

  2. Click the icon and either select (Select All) or clear the checked values, then click OK

  3. Repeat for every column showing a blue icon

Step 3 - Check Which Preset Is Loaded

A preset saves the columns, sorting and filters that were on the list when it was saved. If a preset is set as your default, it is applied every time you open that list, so its filters come back even after you clicked Clear and reopened the page.

  1. Open the preset selector at the top of the list and note which preset is loaded

  2. Switch to a preset without the unwanted filter, or clear the filters and save the preset again with Save Preset As using the same name so the saved filters are replaced

  3. If the preset is set as your default and you do not want it applied automatically, edit it and turn off Set as Default

Presets are managed per user. Changing or resetting a preset only affects your own view; presets that other users saved are not changed, and a preset you change is not restored automatically - save it again if you want the old layout back.

Step 4 - Check the Working Facility and the Facility Column

Most lists open filtered to your current Working Facility (the Fac column shows the facility filter). Records that belong to another facility are hidden by that filter, not missing.

  1. Check the Working Facility shown in the top bar

  2. To see records from every facility, remove the facility condition from the filter string (or clear the Fac column header filter) and search again

  3. To see a different facility only, change your Working Facility and then clear the old facility filter as described in Step 1

If you regularly switch facilities, turn on Grids Default to Working Facility in your profile preferences so lists follow your current Working Facility automatically.

Refer to Working Facility Selection Option.

Step 5 - Check Date and Status Filters

Lists such as Work Orders and Purchase Orders are often filtered by a date range (for example Open Date or Closed Date) or by status (for example Open only). A record outside the date range, or in a different status, is hidden even though it exists. Widen or remove the date filter and check any status toggle or status column filter before concluding the record is gone.

Filtering on a Field That Is Blank on Your Records

A filter on a field returns only records where that field has the value you entered. If the field is not filled in on your records - for example you filter Agency Equals Transit but Agency is blank on your assets - the list correctly shows nothing, even though the assets exist and appear as soon as the filter is removed. The list is not broken; the field is empty.

To confirm this:

  1. Clear the filter so the records show again

  2. Use the column chooser to add the field you were filtering on as a column

  3. Look at the column. If it is blank, or holds a different value or spelling than the one you filtered on, update the records (or filter on the value that is actually stored) rather than the filter

  4. Use Is Not Blank as the condition to see only the records that have the field filled in

When to Stop Troubleshooting and Escalate

Clearing filters and presets fixes nearly every case. Escalate instead of repeating the steps when:

  • The filter string is empty, no column shows a blue filter icon, the search bar is clear and no preset is loaded, and the list still shows No data available or is missing a record you can open from elsewhere (for example from a work order or by its direct link)

  • The same list fails for more than one user at your company

  • A record is visible in one list but not in another list that should include it

Do not keep retrying browser, cache or sign-out steps once the checks above have been done. When you escalate, include:

  • Which list (for example Assets, Work Orders) and the module it is in

  • The filter string exactly as shown, or that it is empty

  • The name of the loaded preset, if any

  • A record number you know exists and should be in the list

  • The user it happens for and that user's Working Facility

  • A screenshot of the list including the filter string and column headers

Refer to Searching a Master List.

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