New Hardware Request

Hardware requests submitted by email give IT teams incomplete information before they can begin the procurement process. The item being requested is often described informally. The business justification is vague or absent. Department and contact details arrive inconsistently. The result is a follow-up conversation that delays the process and adds unnecessary overhead to what should be a straightforward request.

The New Hardware Request template for SharePoint, built with Infowise Ultimate Forms, gives employees a structured form to submit hardware requests — capturing the specific item required, the purpose it will serve, the justification for the acquisition, and the requester's department and contact details — in a single, consistent record that IT can act on without additional clarification.

How it works

Hardware and software details

The form captures a clear description of the hardware or software being requested — the item type, specifications where known, quantity, and any preferred vendor or model. Structured item capture ensures that IT receives actionable information rather than a vague description that requires follow-up to clarify before procurement can begin.

Purpose and justification

A dedicated section captures the purpose the requested hardware will serve and the business justification for the acquisition. Requiring a stated justification at the point of request ensures that the IT team and any approving manager has the context they need to assess the request without a separate conversation — and creates a documented rationale that is stored alongside the request record for budget and audit purposes.

Requester information

The form captures the requester's name, department, and contact details, ensuring that every request is correctly attributed and that IT has the information needed to follow up with the right person if additional details are required. Consistent requester information also enables accurate reporting on hardware demand by department.

A centralized request queue

Every submitted request is stored as a structured record in a standard SharePoint list. The IT team has a single, searchable view of all hardware requests — filterable by requester, department, item type, or status — giving clear visibility of the procurement pipeline without relying on an inbox. Requests can be assigned, tracked, and updated through to fulfillment within the same list.

What you get

• A structured hardware request form capturing item details, purpose, justification, and requester contact information
• Documented business justification stored alongside the request for budget and audit purposes
• Every request stored as a structured, searchable record in a centralized SharePoint list
• Clear IT procurement visibility filterable by requester, department, item type, or status
• Configurable item categories, justification fields, and columns to match your organization's hardware procurement process
• Extendable with approval workflows and automated notifications using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The New Hardware Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records 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.