Software update requests submitted through email or informal conversations give IT teams an inconsistent record of what is being requested, why, and whether the requester has taken the steps needed to validate the change. Version details are missing. The scope of the update is described vaguely. Testing in a non-production environment is not confirmed. Potential impacts on other systems are not assessed. Without a structured intake process, IT teams spend time gathering information that should have been provided at the point of request, and potentially approve updates without the validation context needed to do so safely.
The Software Update Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured request form that captures the requester's details, the software name, version, platform, and license information, a summary and detailed description of the update being requested, urgency level, supporting file uploads, pre-submission testing confirmation, and impact assessment. Every request is stored as a complete, reviewable record in SharePoint.
How it works
Requester details
The form captures the requester's full name, employee ID, department, job title, email address, and phone number. This context ensures every request is clearly attributed and that the IT team can follow up with the correct person without searching for contact information separately.
Software identification
A dedicated software section captures the name of the software, the current version installed, the platform it runs on, and optionally the product key or license number. Capturing the current version and platform at the point of request gives the IT team the baseline information needed to assess compatibility and plan the update without a separate discovery step.
Update summary and detailed description
A concise summary field captures the headline of what is being requested. A detailed description field gives the requester the space to explain the specific features, fixes, or enhancements being sought, reference any known issue IDs, and provide the context the IT team needs to assess and prioritize the request. Separating the summary from the detail allows the IT team to scan the request queue by summary and open individual records for full context when needed.
Urgency and supporting evidence
An urgency field captures the priority level assigned to the request, providing the IT team with a prioritization signal from the requester. A file upload field allows supporting documents, screenshots, or files to be attached directly to the request record, giving the IT team a concrete reference point for understanding the issue or the desired outcome without requiring a separate meeting or screen share.
Testing and impact confirmation
Two required confirmation fields ask the requester to confirm whether the update has been tested in a non-production environment and whether they have verified that the update will not adversely affect other systems or processes. Capturing these confirmations in structured fields at the point of submission ensures that the IT team is not approving and deploying changes that the requester has not validated, reducing the risk of unintended consequences from poorly assessed updates.
What you get
- A structured software update request form capturing requester details, software name, current version, platform, and license information
- Update summary and detailed description fields with space for issue ID references and specific feature or fix requests
- Urgency level capture for IT prioritization alongside supporting file upload
- Non-production testing confirmation and system impact assessment captured as required fields
- Every request stored as a complete, reviewable record in a standard SharePoint list
- Filterable by software, urgency, platform, or department for IT workload management and prioritization
- Extendable with automated submission notifications and approval workflows using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Software Update 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.
Read detailed installation instruction.
