Maintenance Requests

A Maintenance Request is the document anyone in the company uses to ask that a piece of Equipment (Fixed Asset) be serviced: which equipment it is, what's needed and, optionally, by when. It's the natural entry point of the Industrial Maintenance module: before a technician records the work actually done in a Maintenance Order, someone raises a request describing the need.

Module: Equipment Maintenance Requires the "Maintenance Requests" permission

What is it and what is it for?

It's a transactional document like any other in AdmCloud: it gets an automatic document number, keeps an audit log, can be printed, and can be voided but never renumbered. Unlike the Maintenance Order, a Request carries no task lines or hours: it only states the equipment, describes what's being asked for and, if it applies, a planned date range. Its purpose is to capture the need, not the work already done.

Its lifecycle is controlled by six statuses that are changed manually from its Details screen: Pending Approval, Pending Execution, In Process, On Hold, Completed and Canceled. It isn't a forced linear flow: you can move from any status to any other one as your operation requires. When you save a new request, AdmCloud automatically places it in Pending Execution. Once the work is handled, the request can end up linked to one or more Maintenance Orders generated to resolve it; the request itself never records what was actually done — that lives on the order.

Screens in this area

Screen	What it does
List	Toggles, without reloading the page, between "In Process" (the default: pending execution, in process and on hold), "Pending Approval" and "All" (includes voided). Filter by date range, subsidiary, equipment, equipment class, department and location, with customizable columns. From here you also open the printable Report.
Create / Edit	A form with the request's header data (equipment, description, dates, priority, notes) and file attachments.
Details	A read-only view of the saved request, with the status-change button, the list of Maintenance Orders linked that were generated from this request, and the buttons to Edit, Duplicate, Print, Void or Delete depending on your permission level.
Change Status	A dedicated screen with one button per status (all six), to set directly whichever one applies (it doesn't require following a specific order).
Print	A printable or PDF layout with the equipment, the request, the planned date range, the notes, a signature block and a barcode, using the default template or any custom template your company configured.

How to use it, step by step

Open "New" from the list.
Pick the Equipment that needs service. It's required.
Describe the Request. It's required: explain in a few words what needs to be checked, repaired or maintained. It's what shows up as the main description everywhere else in the system (list, print).
Fill in the optional data if it applies: the From / To range if the work has a planned window, the Priority, and any additional Notes.
Attach files if you need to document the issue (photos, for example), then save. The request is numbered automatically and starts in "Pending Execution" status.
Change the status from its Details screen as your internal approval, execution, hold, cancellation or completion process moves forward.
Link the request to a Maintenance Order once a technician records the work done: when creating the order, pick this request among those available for the equipment.

Key capabilities

Toggle the list between "In Process", "Pending Approval" and "All" without reloading the page, with filters by equipment, equipment class, department, location and subsidiary.
Six statuses set manually with no required order, to fit different internal approval flows.
Link the request to one or more Maintenance Orders generated to resolve it.
Print or generate a PDF with a signature block and a barcode, using a default or custom template.
Duplicate, void or delete an already-saved request, and attach files and custom fields.

Key fields

Field	What it's for
Number	The request's automatic numbering; it can't repeat or be changed once created.
Date	The document's date.
Subsidiary	Required only if your plan has subsidiaries enabled.
Equipment	The Fixed Asset that needs service. Required, and can't be changed once the request is saved.
Request	Free-text description of what's being asked for. Required; it's the request's main caption in lists and reports.
From / To	Optional planned date range for the requested work.
Priority	Optional priority level, used to sort and highlight the request on the list.
Location	Location used, among other things, to resolve automatic numbering configured per location.
Notes	Optional free text for additional information.
Status	Read-only on Details; changed only from the Change Status screen (Pending Approval, Pending Execution, In Process, On Hold, Completed, Canceled).

Validations when saving

Equipment is required, must exist and not be voided.
The Request (description) is required.
Subsidiary is required if your plan has subsidiaries enabled.
The document number cannot be changed, and the Equipment cannot be changed once the request is created.
An already-voided request cannot be edited.

Availability, plan and modules

This screen is only available when your company has the Equipment Maintenance add-on module active (Enterprise plan). If it isn't active, the list and the create form show a message that the feature is unavailable on your edition.
Access is controlled by the "Maintenance Requests" permission, with separate levels to view, add, edit, delete and void.

Tips and common pitfalls

💡

Need to review what's waiting on approval? Use the "Pending Approval" view on the list to see at a glance everything waiting for sign-off before it gets scheduled.

⚠️

Picked the wrong Equipment? That field can't be changed once the request is saved. If the equipment is wrong, void the request and create a new one with the correct equipment.

ℹ️

Where are hours and the work performed recorded? The Maintenance Request only captures the need. The detail of the work done, with tasks and hours, is recorded on the Maintenance Order linked to this request.