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How to Submit a Work Request for Maintenance

How to Submit a Work Request

Submit work requests to report issues or request maintenance work. Requests are reviewed by managers before becoming work orders.

Quick Summary

Click Requests in the sidebar, click Create Work Request, enter details, attach photos, and submit.

Before You Begin​

Requirements
  • You must have Requester role or higher
  • At least one Location must exist in your organization

Step-by-Step Guide​

Step 1: Open the Request Form​

  1. From the left sidebar, click Requests
  2. Click the Create Work Request button in the top right

Step 2: Enter Request Details​

FieldRequiredDescription
SubjectYesBrief description of the issue (3-255 characters)
PriorityYesUrgency level: None, Low, Medium, High
DescriptionNoDetailed explanation (20-255 characters if provided)
LocationYesWhere the issue is located

Step 3: Attach Photos (Optional)​

  1. Click the upload area in the Images section
  2. Select photos from your device
  3. Photos help approvers understand the issue
tip

Attach photos of the problem to help maintenance staff understand what needs to be done.

Step 4: Submit the Request​

  1. Review your information
  2. Click Create
  3. Your request is submitted for review
Success

You'll see a confirmation and your request appears in the list with Pending status.

Real-World Examples​

Example 1: Report a Broken AC​

Situation: The air conditioning in Conference Room B isn't working, and you have an important meeting tomorrow.

Solution:

  1. Click Requests → Create Work Request
  2. Enter:
    • Subject: AC not working - Conference Room B
    • Priority: High
    • Description: "Air conditioning unit is not cooling. Room temperature is 28°C. Important client meeting scheduled tomorrow at 10 AM."
    • Location: Building A → Floor 2 → Conference Room B
  3. Attach a photo of the thermostat showing the temperature
  4. Click Create

Result: Your request is submitted. The facilities manager reviews it and creates a high-priority work order for the HVAC team.

Example 2: Request Light Replacement​

Situation: Several lights in the parking garage are out, creating a safety concern.

Solution:

  1. Click Requests → Create Work Request
  2. Enter:
    • Subject: Multiple lights out in Parking Level B2
    • Priority: Medium
    • Description: "Approximately 5 overhead lights are not working in the northwest section of B2. Creates dark areas that are a safety concern."
    • Location: Building A → Parking → Level B2
  3. Attach a photo showing the dark area
  4. Click Create

Result: Facilities team receives the request, assesses the scope, and schedules an electrician.

Example 3: Report Water Leak​

Situation: You notice water dripping from the ceiling in the break room.

Solution:

  1. Click Requests → Create Work Request
  2. Enter:
    • Subject: Water leak from ceiling - Break Room
    • Priority: High (water damage can escalate quickly)
    • Description: "Water is dripping from the ceiling near the coffee machine. Already placed a bucket to catch water. Appears to be getting worse."
    • Location: Building A → Floor 3 → Break Room
  3. Attach photos of the leak and affected area
  4. Click Create

Result: High-priority request flagged for immediate review. Plumbing team dispatched to investigate.

After Submitting​

What Happens Next​

  1. Pending — Your request enters the review queue
  2. Under Review — A manager examines your request
  3. Approved — Request accepted, work order created
  4. Or Rejected — Request declined (reason provided)

Tracking Your Request​

  1. Go to Requests in the sidebar
  2. Find your request in the list
  3. Click to view status and any updates

Getting Notified​

You'll receive notifications when:

  • Your request is reviewed
  • Status changes (approved/rejected)
  • Work order is created from your request
  • Work is completed

Field Validation​

FieldRules
SubjectRequired, 3-255 characters
DescriptionOptional, but if provided must be 20-255 characters
LocationRequired, must select from dropdown
PriorityRequired, defaults to None

Troubleshooting​

Can't Submit Request​

IssueCauseSolution
Create button disabledMissing required fieldFill in Subject and Location
Permission deniedWrong roleContact admin for Requester permissions
No locations availableLocations not set upAsk admin to create locations

Request Not Appearing​

IssueCauseSolution
Can't find requestWrong filterCheck filter settings, select "All"
Not in listStill processingRefresh the page

Tips for Better Requests​

Write Clear Subjects​

GoodAvoid
AC not cooling - Room 205AC problem
Elevator #2 making grinding noiseElevator issue
Water leak from ceiling - 3rd floor hallwayLeak

Include Helpful Details​

  • What is the problem?
  • Where exactly is it?
  • When did it start?
  • How urgent is it?
  • Who can provide access if needed?

Attach Useful Photos​

  • Show the actual problem
  • Include context (room number visible)
  • Multiple angles if needed
  • Before/after if relevant

Need help? Contact Infodeck Support

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