Submit a maintenance request

Every way to report a machine problem, from the floor or from a desk.

A request is a work order raised because a machine needs attention now, rather than one a planner scheduled. It is the same record as every other work order with fewer fields filled in, which Overview: maintenance management describes. Whoever is closest to the problem raises it, and a planner completes it on the board.

Report from the machine, with a photo, while the problem is in front of you. A request typed at a desk an hour later loses the one thing a technician needs, which is what it looked like.

Getting your team onto the board is Give people access to Maintain.

Where a request can start

Start from	Client	Can set recurrence	Attaches	Page
The blue + above the maintenance board	Web	Yes	Images, files	From the maintenance board
The Maintenance panel in the job runner	Web, mobile app	No	Images, files, a photo from the camera	From the job you are running
Create Maintenance Workorder in Classify Downtime	Web	No	Images, files	From a stop or a machine
The Maintenance tab on a machine's page	Web	No	Images, files	From a stop or a machine
The wrench in the job header on a phone	Mobile app, mobile web	No	Images, files, a photo from the camera	From your phone

Work orders also arrive without anyone typing one, from a meter reading or a machine event rule; those origins are on Overview: maintenance management.

From the maintenance board

Use the board when you are planning the work rather than reporting it. It is the only path that can set a group, an assignee, an estimate or a recurrence.

Select Maintain in the top navigation. The board opens at /<organization>/maintenance.
Select the blue + above the board. The New Maintenance Workorder modal opens.
Type the problem into Work order title, then pick a Group.
Select Create.

Create stays grayed out until the work order has both a title and a group. A green Maintenance workorder created toast confirms it; a red Failed to create workorder means nothing was saved, and the modal keeps what you typed. Every field on this modal is Create a maintenance work order.

The New Maintenance Workorder modal open over the maintenance board, with a title field, a row of property chips including Group, and a Create button at the bottom right

The New Maintenance Workorder modal on the maintenance board, the only path that can set a group, an assignee and a recurrence.

From the job you are running

You need a job open in the runner, which is Run a job.

In the panel rail down the right of the runner, select Maintenance. The panel opens with the cursor in the title and the Asset chip already set to the machine the job is running on.
Type the fault into What needs maintenance?.
Add what you saw to Add description....
Set the chips the technician needs: Priority, Due Date, Asset, Required Parts, Create/Release Parts, Images and Files.
Select Submit Request, or press ⌘+Enter (Ctrl+Enter on Windows).

Submit Request stays grayed out until the request has a title. Nothing else is required, and no group is asked for. A green Maintenance request created toast closes the panel; a red Failed to create request means nothing was saved and everything you typed is still on screen.

Write the detail into the description. Notes on this panel is not sent with the request.

Your job is untouched. The task stays In Progress and its work session keeps running while you fill the form in.

Why is there no Recurrence chip?

This panel submits with the recurrence fields, the group and the assignee empty, so a request raised from the floor cannot repeat. Recurring work is created on the board: Schedule preventive maintenance.

The Maintenance panel open over the job runner, with a title field reading What needs maintenance, a description box, a row of chips for Priority, Due Date, Asset, Required Parts, Images and Files, and a Submit Request button across the bottom

The Maintenance panel in the job runner, with the machine already filled in. Requests raised here cannot be recurring.

Operator View hides this panel inside its job view, because the operator page already carries the same maintenance action beside its machine controls.

From a stop or a machine

Both of these open the same panel as the job runner, with the machine already set.

While classifying a stop, select Create Maintenance Workorder in Classify Downtime. The title arrives prefilled with the downtime category and the description with your note, so a stop you have already explained needs one more press. The steps are Create a work order from a stop.
On a machine's page, select Maintenance in the panel rail.

Raise it from the stop when the request explains that downtime, so the classification and the work order carry the same words.

From your phone

You need the IoTFlows app, which is Install the mobile app. The same layout loads in a phone browser below 640 px wide.

Capture-first means taking the photograph before you write anything, so the request carries evidence rather than a memory. Work in that order: the photo tells the technician more than the title will.

Open the job in My Work.
Select the wrench in the job header. The Create Maintenance Request sheet slides up.
Select the Images chip, then Take photo. The rear camera opens, and the photo you keep attaches to the request.
Type the fault into What needs maintenance?.
Select Submit Request.

The sheet takes photographs, not video or voice. To attach a video, add it to the job's own Attachments instead, which is Run a job on mobile.

The Create Maintenance Request sheet on a phone, its Attach chip open over a menu reading Take Photo, Record Video, Voice Note, Photo Library and Choose Files

Attaching a photograph on a phone: Take Photo under the Attach chip opens the rear camera from inside the Create Maintenance Request sheet.

Attach photos and files

The Images and Files chips behave the same way on every path except the board's modal, which has its own uploader.

Chip	Takes	How to add
Images	JPEG, PNG, GIF, WebP, BMP, SVG	Drop onto the tile, select Drop or click to add images, or select Take photo on a phone
Files	Any file type, unconverted	Drop onto the tile, or select Drop or click to add files

Images are converted to WebP and capped at 1600 px on the long edge before they upload, so a 12-megapixel photo stays cheap to open on shop-floor Wi-Fi. Files go up untouched.

Anything the Images chip does not recognize is rejected by name, as <file> is not a valid image; send it through Files instead. An upload that fails raises Failed to upload <file> for that file alone and the rest continue, so check the count on the chip before you submit.

Each attachment carries a × to remove it before you submit.

What happens next

The request lands in Open on the maintenance board with its attachments, in the same list as planned work. The panel sends no group, no assignee and no estimate, so the board fills its own defaults in: the request arrives in a group called Default, with a 1h duration, and already carrying an assignee. Replacing those three with the real group, owner and estimate is the planner's first job: Organize work on the maintenance board.

From there it is an ordinary work order: assigning, discussing and closing it are Update, discuss, and close a work order.

Parts you listed under Required Parts ride along on the work order and move stock when it reaches Done, not when the request is raised. That accounting is How work orders move stock.

The maintenance board's HAAS EC-1600 section, with the newly raised request highlighted as the first row, reading Open and carrying the group Default, above two planned work orders in Safety and Electrical

The new request at the top of its machine's section on the board, in Open like the planned work around it, and wearing the group Default until a planner sets a real one.