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How Admins + Limited Admins Can Approve and Manage Work Order Requests
How Admins + Limited Admins Can Approve and Manage Work Order Requests

Learn how Admins can view and approve requests

Updated over a month ago

Available On: Lite, Starter, Professional and Business Plus


Work order requests help you manage and track maintenance tasks easily. They let you document, prioritize, and assign tasks to the right team members, ensuring everything gets done quickly and effectively. This boosts productivity and keeps your equipment and facilities in top shape. πŸš€


How to Manage Work Order Requests - Admins/Limited Admins Only

As admins review a work request, they have the ability to edit/update and add more fields to a request. Approved Request become Work Orders, so be sure you add the applicable details while reviewing.

Steps for Web:

  1. Click on "Requests" on left side of your screen

  2. You can apply filters to help view certain criteria for request, such as only view "Pending" request by clicking the Status filter and applying the filter option.

  3. Click on the desired work request

    1. Pending status work request need review while approved and declined are all set.

  4. Evaluate the Work Request and add additional details that may be needed, similar to creating a new work order.

  5. These details include Priority, Location, Asset, Primary Worker, Additional Worker, Team, Due Date, Tasks/Checklists, Parts, or Files

  6. If you need to come back to request but want to save the changes you have made click "Save Without Approving".

  7. Finally, click Approve Request and the work request is now a work order!

    1. Note: You are unable to edit the request once it has been approved. You can edit the work order if you need to make further changes.

    2. You will now see a Work Order Number for that request

  8. Decline Request - a pop-up will appear asking the admin to "Enter a reason". This will send a message to the requester of why it was declined.

    1. Once declined, a request cannot be re-opened and approved. A new request will need to be submitted.

Steps for Mobile

  1. Login to UpKeep Mobile App

  2. From the Home Screen, tap the + Icon on the bottom menu

  3. Tap "Requests" from the Menu

  4. Tap the request you wish to review

  5. Evaluate the Work Request and add additional details that may be needed, similar to creating a new work order.

  6. These details include Priority, Location, Asset, Primary Worker, Additional Worker, Team, Due Date, Tasks/Checklists, Parts, or Files

  7. Finally, tap "Approve" in the top right.

    1. NOTE: Android users will tap to submit

  8. Tap "Reject" at the bottom of your screen or the icon at the top of your screen for iOS users.

    1. A pop-up will appear. This will send a message to the requester of why it was declined.

  9. Once Approved, the Request will be generated into Work Orders.


How to Filter For Request

  1. Navigate to your Requests tab

  2. Utilize Filters

    1. Asset

    2. Status

    3. Assigned To

    4. Location

    5. Select the Filters Button for additional Filtering options

  3. Utilize the search function if you know the specific name


FAQs about Creating and Managing Work Request

Can Portal Requesters comment on their request?

No, only in-app users (Invited Requestors) can comment on their request and comment on the work order linked to their request.

Is there a way to auto-approve a work request?

Yes, customers can set up an automation that approves all work request. Keep in mind that all plans outside of Business Plus only have one automation available. Find more here.

Can technicians approve work request?

No, technicians are only able to submit request. They are unable to approve the request.

Can a user who submitted a request edit the request before it's approved?

No, once a request is submitted, users are unable to make edits. If they need to make edits, they can add a comment under the updates tab on the request and let the admin know they need an edit made. Or they can resubmit a new request. Portal Users Cannot Make Comments

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