Maintenance Request
Overview
Maintenance Request – Business Overview
Maintenance Request is used to formally report, track, and manage maintenance needs related to company facilities, equipment, or workplace infrastructure. It provides a clear and organized way for employees and managers to request repairs, preventive maintenance, or servicing, ensuring a safe, functional, and productive work environment.
This document helps Dafater users move away from informal maintenance requests (emails, calls, or verbal complaints) and replace them with a structured, accountable business process.
Purpose in Business Operations
The Maintenance Request document is used to:
- Report issues such as equipment breakdowns, facility damage, or safety concerns
- Request routine or preventive maintenance
- Track the status and responsibility of maintenance activities
- Ensure timely resolution of issues that may impact productivity or employee safety
- Create a historical record of maintenance activities for planning and budgeting
It acts as the starting point for all maintenance-related actions within the organization.
Prerequisites and Setup Before Use
Before using Maintenance Request, the business should ensure:
- Company locations, departments, or facilities are clearly defined
- Assets or equipment that require maintenance are identified and known to employees
- Roles and responsibilities for handling maintenance (such as facilities or admin teams) are clearly assigned
- Employees understand when and how to raise a maintenance request
Clear internal guidelines help ensure requests are complete, accurate, and actionable.
Typical Workflow and Business Process Fit
Issue Identification
An employee or manager identifies a maintenance issue or need.Request Creation
A Maintenance Request is submitted, describing the issue, urgency, and affected area or equipment.Review and Assignment
The responsible team reviews the request, confirms priority, and assigns it for action.Maintenance Execution
The repair or maintenance work is carried out, either internally or through an external service provider.Completion and Closure
Once resolved, the request is closed, creating a record for future reference and analysis.
This workflow ensures transparency, accountability, and timely handling of maintenance needs.
Key Business Scenarios Where It Is Essential
- Reporting faulty office equipment that affects daily work
- Requesting repairs for building issues such as lighting, air conditioning, or plumbing
- Logging safety-related maintenance issues to reduce workplace risk
- Scheduling routine maintenance to prevent equipment breakdowns
- Supporting audits and compliance by maintaining maintenance records
In all these cases, Maintenance Request helps maintain operational continuity and employee satisfaction.
Important Considerations for Users
- Provide clear and accurate descriptions to avoid delays
- Indicate urgency appropriately to help prioritize work
- Submit requests as soon as issues are identified to prevent escalation
- Avoid duplicate requests for the same issue
- Use the document responsibly, focusing on genuine maintenance needs
When used consistently, Maintenance Request becomes a valuable tool for maintaining workplace efficiency, safety, and professionalism across the organization.
Basic Information
- Module: Dafater HR
- Document Type: Other
Workflow
Workflow Name: Maintenance Request
States
- Draft (Status: 0)
- Draft (Status: 0)
- Applied (Status: 0)
- Applied (Status: 0)
- Approved (Status: 1)
- Approved (Status: 1)
- Rejected (Status: 0)
- Rejected (Status: 0)
Transitions
- Draft → Submit → Applied (Allowed: Employee)
- Draft → Submit → Applied (Allowed: Employee Self Service)
- Applied → Approve → Approved (Allowed: HR Manager)
- Applied → Reject → Rejected (Allowed: HR Manager)
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| workflow_state | Workflow State | Link | Workflow State | Current approval and processing status within Dafater workflow | |
| amended_from | Amended From | Link | Maintenance Request | Original maintenance request this record was amended from | |
| employee | Employee | Link | ✓ | Employee | Employee requesting or associated with the maintenance request |
| department | Department | Data | - | Department responsible for or affected by the maintenance request | |
| employee_name | Employee Name | Data | ✓ | - | Full name of the employee linked to this request |
| maintenancerequiredtype | Maintenance Required Type | Select | ✓ | Desktop Device, Laptop, Printer, Fax, Internet,... | Type of asset or service requiring maintenance |
| other | Other | Long Text | - | Additional details when maintenance type is marked as Other | |
| dateofmaintenance | Date of Maintenance | Date | - | Scheduled or actual date when maintenance is performed | |
| descriptionofservice | Description of Service/Maintenance | Small Text | ✓ | - | Business description of required service or maintenance work |
| technical_report | Technical Report | Small Text | - | Technician findings, actions taken, and technical observations |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Employee Self Service | ✓ | ✓ | ✓ | ✓ | ||
| Employee | ✓ | ✓ | ✓ | ✓ | ||
| HR Manager | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Employee | Links to | Setup |
| Maintenance Request | Links to | Dafater HR |
| Workflow State | Links to | Workflow |