Raise requests from inspections

An operator does a pre-start on an excavator with a checklist on their phone and marks the hydraulic hoses as failed. With a maintenance rule on that question, submitting the checklist raises a maintenance request for the excavator straight away. Nobody has to retype the fault.

To set a question up this way, see Raise a maintenance request from an answer. The checklist must be about one asset, for example filled in from the asset's QR code.

What a failed item raises

Each failed question raises one request on the asset, with the safe-to-operate answer, restriction and priority that its rule sets. A machine that isn't safe goes Down at once, the same as a reported breakdown. Saving the checklist again doesn't raise a second request for the same question.

The inspector doesn't need Report maintenance requests. When they don't have it, the request is still raised if the asset is one they can see. It shows Raised by: System and names them as the inspector. A checklist submitted by a customer, supplier or visitor raises nothing.

Only the rules saved on the form can raise a request. Changing the questions on someone's copy of the form does not add a rule.

When the same item fails again

Daily checks often fail the same item until it's fixed. When a new checklist on the same form fails the same question for the same machine, and that fault's request is still open or its work order is still open, the failure joins that request. No second request is raised. The inspection's Requests raised shows the request it joined.

When the new answer is the same as before, or less severe, nothing else changes. The machine's status stays the same and nobody gets a second clash notice.

When the new answer is worse, the failure still joins, and it makes the request or work order less safe. For example, the request has the machine Restricted and the new checklist says it isn't safe:

• The request is open: the request changes to Not safe to operate and the machine goes Down at once. For a change from safe to Limited use, the request gets the new restriction, and the machine becomes Restricted.
• The request is on an open work order: the work order changes to Not safe to operate, and the machine goes Down at once. For Limited use, the new restriction is added to the work order's restriction on its own line. The work order's History shows "Made less safe by a repeat inspection failure".

People whose bookings clash with the new Down get a clash notice, the same as for a new request. The Restricted status stays, but Down shows on the schedule. A repeat failure never makes a request or a work order safer.

Once the request is rejected, or its work order is complete, closed or cancelled, the next failure raises a new request.

Fill in the checklist

A checklist with a maintenance rule saves the inspector's answers as a draft each time they select Next on a multi-step checklist, so a dropped connection costs only the step on screen. Reset puts every answer back to how it was when they opened the checklist, including answers Next already saved. Other forms don't save on Next, and their Reset goes back to the last saved draft. See Build a form.

See what raised a request

On Maintenance → Requests, a request raised by an inspection has an Inspection badge next to its fault. Select the request's row: its side panel shows the inspection under the fault: "Raised from inspection: Excavator pre-start by Sam Nguyen, filed 29 Oct 2026 9:15 AM". The date is when the inspection that raised the request was filed, the same time as the request's Seen, even if the checklist was edited later. Under it you see:

• Failed item and Answer: the question that failed, and the answer given.

• Inspector's note: what the inspector wrote about it.

  In the side panel of the request queue, the fault above already shows the failed item and the note. The panel does not show Failed item and Inspector's note again.

• Photos: the photos taken of the item. Select one to open it full size.

• View inspection: opens the whole submitted checklist. You need View forms to see this button.

• Download PDF: downloads the checklist as a PDF. View maintenance is enough for this.

For a request raised from an HSEQ issue, the side panel shows "Raised from HSEQ issue" and the issue's number. Select it to open the issue.

When you turn the request into a work order, the work order's Overview tab shows the same details under Raised from.

The submitted checklist links back too. When you open it from Forms → Responses, Maintenance requests raised lists each request number and its status. It also lists an open request that a repeat failure on this checklist joined, labelled joined, or made less safe, labelled escalated. Select a number to open that request. You need View maintenance to see this list.

See an asset's inspections

Open the asset from Resources → Assets and select the Maintenance tab. Inspections lists the checklists submitted about this machine in the last 12 months, newest first:

• Date, Form and Inspector.
• Result: Passed, or how many items failed, for example "2 items failed", with how many passed and failed under it.
• Requests raised: the requests the failed items raised, and any open request a repeat failure joined. Select a number to open that request.
• View inspection and Download PDF, as on a request.

Select Show all to see inspections older than 12 months. It shows only when there are some.

The PDF takes a few seconds to make. Download PDF reads Preparing PDF… until the file downloads. After two minutes it stops waiting and shows "The PDF is taking longer than usual. Try again later." with Try again.

Raise a request from an HSEQ issue

An HSEQ issue about a machine can need a repair. Open the issue and select Raise maintenance request. The button is at the bottom of the issue's Context & location card, under the Asset. It shows on an issue with an asset, when you have Report maintenance requests.

1. Check What is wrong?. It starts as the issue's title.
2. Answer Is it safe to operate?, choose a Priority and change When did you see it? if you need to.
3. Select Raise maintenance request.

You see "Maintenance request WR-00012.", and the issue then shows the request's number in place of the button. With View maintenance, the number opens the request.

Each defect gets one request. If the issue already has an open request, or the inspection item that raised the issue already raised one, you get that request, not a new one.

When something doesn't work

• "No maintenance request was raised: the form has no asset". The checklist was submitted, but it doesn't name an asset, so its maintenance rules can't raise a request. Fill in the checklist from the asset's QR code, or ask a forms manager to add an asset question to the form.
• "No maintenance request was raised: the asset is outside your access". The checklist was submitted, but the asset is outside the locations or asset classes you can see. Tell your supervisor about the fault, or ask an admin to give you access to the asset.
• "This request can't be linked to that record. It may be on a different asset." The issue's asset changed, or you can no longer see the issue. Refresh the page.
• "You don't have permission to download this inspection." You need View maintenance.
• "This inspection can't be found. It may be on an asset you can't see." With Access by location on, the asset is outside your locations.
• "You have asked for many PDFs. Wait a few minutes, then try again."
• "The form's PDF template can't be used. Ask a forms manager to check it."
• "The PDF is taking longer than usual. Try again later." The PDF service is busy. Select Try again later.