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If you have purchased a Work Requestor Pack or you use an approval process for entering work orders, the Request tab will allow you to review a work order and either approve or reject it as necessary.

You can add a work order request to the system from either the "My Requests‟ page or from the 'Request Manager' page located in the Request Center ('Requestor Only' users cannot access the Request Manager).

Request Manager

The Request Manager's list and detail views are similar to the Work Order's list and detail views. Each work order request displayed in the list has its Request No. underlined. This means you can click the request number to see the record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the request. You can click the pencil icon to edit the request record.

From this screen you can add a new work order request to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a request while this window was open, click 'Refresh' to reload the page. The 'Learn More' link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Work Order Requests

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those requests whose 'Status' begins with the letter 'A', you would type the letter 'A' in the filter for the 'Status' column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

See Adding a New Work Request to add a new request.

My Requests

Selecting this option will display the user's personal request page (displayed below).

This page displays the Requests made by the user. The first section, Open Work Requests, lists the requests that are still pending review. The second section lists the requests that were rejected. The third section lists the work orders that were approved and their status within the date range specified at the top of the section. A 'Status Legend' is located at the bottom of the page that describes the status symbols and their meaning.

To add a new work order request, click the 'Add New Request' link at the top of the page.

Adding a New Work Request

Click 'Add New Record' on the 'Request Manager' screen or click 'Add New Request' on the 'My Requests' screen to open the work request form in add mode.

This is a simplified work order form that contains only the necessary fields a requestor would need. It is recommended to fill in all of the fields on the form to best describe the work that you are requesting.

Once a request has been entered in the system, it is approved or rejected from the detail view of the Request Manager section. Only approved requests are entered into the Work Order Center.

NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.

Editing Requests:

The form for editing request information can be accessed from either the list or detail views of the Request Manager. Requestor Only users will not have access to this function. From the list, click the pencil icon. From the detail view, click the 'Edit' link in the menu bar. Both links will open the edit form in the existing window.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the request.

NOTE: Once a request is approved or rejected, editing the request will not update the work order, nor will it "un-reject‟ the request.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Request No. link on the list view. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.

If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

NOTE: Once a request is approved or rejected, using Edit In Place will not update the work order, nor will it „un-reject‟ the request.

Deleting Requests

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.

The second step of the deletion process is to completely remove records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Items option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Approving and Denying Requests

A user with the system permissions 'Approve Requests' and 'Reject Requests' can enter the Request Manager to approve or reject work order requests. When a request is approved, the work order form will open in Edit mode so it can be completed before being placed in the Work Order Center. An email will be sent to the requestor informing him/her of the approval and the request will move from the 'Open Work Requests' section to the 'Work Request History' section on the My Request page.

When a work request is rejected, an email will be sent to the requestor to inform him/her of the rejection. The work request will be placed in the 'Rejected Work Requests (Last 30 Days)' section of the Requestor's 'My Requests' page.