Approve or Decline Work Requests

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

Organization Administrators review all submitted work requests and approve or decline them. A notification badge appears next to the Requests module in the sidebar whenever you have new work requests to review.

The new work requests badge

note

If you’re a Requester user, you see the same notification badge whenever an Administrator reviews one of your work requests.

tip

Organizations on an Enterprise plan can set up request routing to direct requests to specific teams. This is useful in large companies, where different departments might have their own MaintainX Administrators who review requests for their departments.

For more information, see Set up Request Routing.

How to Approve or Decline a Work Request

To approve or decline a request:

Web

1. From the sidebar, select Requests.
2. On the Requests screen, select a request from the list pane to open it in the details pane.
3. Select Approve Request or Decline Request.
4. Complete the process as described in Finish Approving a Request or Finish Declining a Request.

Mobile

1. From the bottom navigation bar, select More to display more features and options.
2. From the Product Features section, select Requests.
3. On the Requests screen, select a request from the list to open its details.
4. From the request details, select Approve Request or Decline Request.
5. Complete the process as described in Finish Approving a Request or Finish Declining a Request.

Finish Approving a Request

When you approve a request, MaintainX does the following:

• Changes the request status to Approved.
• Creates a corresponding work order.

Fill in any required information in the work order form, then select Create to create the work order. For more information, see Create a Work Order.

tip

In the work order form, select Use a Template to create the work order using a work order template.

• If a Requester user created the request in the MaintainX application, they now see updates, including the ID and status of the new work order, in the request details. They do not see the work order.

  If another user deletes the work order, a notification appears in the request details to let the Requester know.

• If a portal requester created the request using a request portal, they will receive an email notification that you approved the request.

  note

  Portal requesters only receive email notifications if:

  • The request portal is set up to send email notifications.
  • They provide an email address when they submit the request.
  • They select the Receive Email Notifications option when they fill out the request form.

Finish Declining a Request

When you decline a request, MaintainX changes the request status to Declined and prompts you to provide a reason. Add a short description of why you declined the request, and select Decline Request.

• If a Requester created the request in the MaintainX application, the request will show as Declined on the Requests screen of the MaintainX application, and the requester can see the reason you provided.

• If a portal requester created the request using a request portal, they will receive an email notification that you declined the request, including the reason you declined it.

  note

  Portal requesters only receive email notifications if:

  • The request portal is set up to send email notifications.
  • They provide an email address when they submit the request.
  • They select the Receive Email Notifications option when they fill out the request form.