Hardware Repair Request

Hardware repair requests submitted through email or verbal requests give IT teams an inconsistent record of which device needs repair, what the issue is, how urgently the device is needed, and where the employee is located. Device manufacturer, model, and serial number are not always captured, making it difficult to identify the asset in the IT inventory, order the correct replacement parts, or track repair history for recurring hardware issues. Without a centralized, signed repair request process, managing hardware repairs accurately and maintaining an auditable record of every authorized repair requires more effort than it should.

The Hardware Repair Request template for SharePoint, built with Infowise Ultimate Forms, provides a formal repair request form that captures the request date, the employee's details and office location, hardware details as itemized line items each capturing the device type, manufacturer, model, serial number, and issue description, the urgency level, additional information, and a signed repair authorization declaration. Every request is stored as a complete, auditable record in SharePoint.

How it works

Employee and request details

The form captures the request date, the employee's name, employee ID, department, job title, contact number, and email address. Capturing the employee's department and office location gives the IT team the organizational and physical context needed to prioritize the repair, identify the nearest support resource, and plan the collection or loan device arrangement without additional follow-up.

Hardware details line items

The hardware details section captures each device as a line item, allowing the employee to report multiple devices within a single request. Each entry captures the device type, the manufacturer, the model, the serial number, and a description of the issue being reported. Capturing the serial number at the point of the request allows the IT team to cross-reference the device against the asset register immediately, verify warranty status, and order the correct components before collecting the device — reducing repair turnaround time significantly compared to a process where this information is gathered only at the point of physical handover.

Urgency level and additional information

A required urgency level column captures how critical the repair is to the employee's ability to work, enabling the IT team to triage the repair queue without manually assessing the business impact of each request. An additional information column captures any further context relevant to the repair that is not covered by the structured columns.

Repair authorization and e-signature

The form closes with a required repair authorization declaration through which the employee confirms the accuracy of the information provided and authorizes the IT department or designated personnel to carry out the repair. The employee's e-signature is captured within the same record, creating a formally documented and signed repair authorization without any paper-based process.

What you get

• A hardware repair request form capturing request date, employee details, and office location
• Device line items capturing device type, manufacturer, model, serial number, and issue description per device
• Urgency level for repair queue triage and prioritization
• Repair authorization declaration and employee e-signature for formally documented repair consent
• Every request stored as a complete, auditable record in a standard SharePoint list
• Extendable with automated submission notifications and IT repair status updates using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Hardware Repair 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.