Maintenance requests handled by phone, email, or paper form create the same problems every time. Information is incomplete. The responsible technician doesn't have the full picture before arriving on site. There is no record of what was reported, what was done, or how long it took. And when a customer follows up to ask for a status, nobody has a clear answer.
The Maintenance Request template for SharePoint, built with Infowise Ultimate Forms, gives customers a structured way to submit maintenance requests — including photos — and gives your team a centralized record of every request from submission through to resolution.
How it works
The request form
Customers submit maintenance requests through a structured form that captures all the information needed to initiate the service call — device or appliance details, description of the issue, location, contact information, and any other columns relevant to your service process. The form is designed to be used externally, meaning customers can submit requests without a SharePoint account, and supports fully anonymous submissions for scenarios where that is required.
Photo attachments
Customers can attach photos to their request to provide additional detail about the issue. Photos are stored automatically in a dedicated Request Images library linked to the submission, giving your maintenance team a clear visual picture of the problem before they schedule a visit or begin remote troubleshooting.
Centralized request management
Every submitted request is captured in the main SharePoint list, giving your team a complete view of all incoming and active maintenance calls. Requests can be assigned to the appropriate technician or team, prioritized, and tracked through to resolution — all from the same list, without switching between systems or checking a shared inbox.
Customizable to your process
The template is a ready-to-use starting point that can be adapted to match your specific maintenance service workflow. Questions can be rephrased to match your terminology, additional columns can be added for your internal process, and the assignment logic can be extended using Ultimate Forms without any development work.
What you get
- A structured maintenance request form accessible externally, with support for fully anonymous submissions
- Photo attachment capability, with images stored automatically in a linked Request Images library
- A centralized list of all maintenance requests — searchable, filterable, and assignable to your team
- Complete request records capturing all information needed to initiate the service call
- Configurable questions and columns to match your specific maintenance service process
- Extendable with automated notifications, assignment rules, and status tracking using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Maintenance Request system is built entirely on standard SharePoint lists and libraries. There is no external data storage and no custom interface. All request records and attached images stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
