Working with Maintenance Requests

Step 1: Creating a Maintenance Request

You can create maintenance requests from several places:

• Maintenance Requests List: Go to the "Maintenance Requests" page and click New.
• Asset Card: Open an asset and select Create Maintenance Request for quick reporting.
• Request Wizard: Use the "Create Maintenance Request" wizard for guided creation, including asset selection and request details.

Fill in required fields:

• Asset
• Description
• Request Type
• Priority
• Attachments (optional)

Click Submit to send the request for review.

Step 2: Reviewing and Approving Requests

A approval workflow for maintenance request can be created to automate the review and approval process, but it is not obligatory. Organizations may choose creation of requests automatically or set up a workflow based on their needs.

• Reviewer/Approver opens the request from the list or notification.
• Reviews all details and attachments.
• Adds comments or requests more information if needed.
• Changes status to Approved or Rejected:
  • If approved, the request can be converted to a work order.
  • If rejected, document the reason in comments.

Step 3: Reporting Downtime

• During work order creation, managers can report asset downtime:

  • Click Report Downtime
  • Enter downtime start/end times, reason, and notes.
  • Save the downtime record to link it with the work order and asset history.

• Downtime records help track asset availability and support compliance/audit needs.

• Work Orders can be created from downtime records or individually, depending on your process.

Step 4: Converting Requests to Work Orders

• Select an Downtime Entry or go to the Request Card.
• Click Create to Work Order.
• Assign the work order to a technician and set scheduling details.
• The work order is now linked to the original request for traceability.

Step 5: Executing Work Orders

• Technician views assigned work orders linked to maintenance requests.
• Performs required maintenance tasks.
• Updates request status and adds completion evidence (comments, attachments).
• Marks the request as Closed when work is complete.

Step 6: Using Forms and Templates

• Maintenance requests can be linked to forms and templates for custom data capture and compliance.
• Forms may be automatically assigned based on request type or workflow stage.
• Complete and attach forms as required during the request lifecycle.

Statuses and Workflow

• Requests move through statuses: Open, In Review, Approved, Rejected, Closed.
• Status changes drive workflow actions and permissions for reviewers, approvers, and technicians.
• Status of the Maintenance Request can be change according to the Work Order step. Check Maintenance Request Setup.