How to Create and Edit a Maintenance Request (Desktop)
A Maintenance Request details specific services or repairs for an asset, including description of the need, date needed, estimated hours and parts, photos and attachments. The request provides sufficient detail to the mechanic or shop user to adequately complete the repair or service. Maintenance Requests are then added to a Work Order for a single asset.
Maintenance Requests can be created in the following ways:
- Automatically by triggered a Preventative Maintenance Service Package
- Automatically by flagged/failed issues in a completed inspection or DVIR
- Manually submitted from your desktop (instructions show below) or in Tenna App
Permission Requirements:
- Users with the "Create Maintenance Request" permission can create a Maintenance Request.
- Users with the "View Maintenance Request" and "Edit Maintenance Request" permissions can edit a Maintenance Request.
đź’Ą Maintenance is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.
How to Manually Submit a Maintenance Request
- 1
- Click "Maintenance" on the left side navigation.
Click the Maintenance Requests tile.
- 2
- Click "Create Maintenance Request" on the top right of the screen.
- 3
- Complete the Request Details section of the Maintenance Request Form.
Pro Tip! Maintenance Request Title and Asset are the only required fields to submit a Maintenance Request. All other fields are optional, but we encourage you to include as much information as possible.
- Asset (Required): Search by Fleet No, Asset Name, Make, Model, Category or Assignee
NOTE: Only one asset can be added to a single maintenance request, but an asset may have more than one maintenance request associated to it at any time.
- Maintenance Request Title (Required)
Pro Tip! Title your maintenance request with keywords about what is wrong and where.
- Maintenance Request Type: Select a Maintenance Type. This list will show Tenna default Maintenance Types and any custom types that were configured in Settings for Requests.
- The following are Tenna default Maintenance Request Types:
- Repair
- Damage
- Warranty
- Accident
- Preventative Maintenance
- The following are Tenna default Maintenance Request Types:
NOTE: The Tenna default Maintenance Request Types cannot be deleted or renamed.
- Description: Include detailed notes so the shop has sufficient detail about the issue and what is expected of them. Rich formatting allows you to format text, add links, and make bulleted or numbered lists in the description.
- Date Needed By: Submit a date to establish a deadline for this maintenance request.
- Priority: Choose a priority for this maintenance request: Low, Med or High.
- Site Requested For: Choose a Site. This list is populated by all of the users active sites.
NOTE: This list will not include “No Site” or “Disposed Site” as options.
- 4
- Complete the Shop Details section of the Maintenance Request Form.
- Assign Mechanic(s): Who do you want to perform the work? Select mechanics to assign the Maintenance Request, which will notify the chosen mechanics of the request (as long as notifications are enabled).
- Estimated Hours: Give a value for the estimated hours that the request will take.
NOTE: The Estimated Hours section will not appear if you have purchased the Mechanic Time Cards premium license.
- Estimated Parts: Give a list of estimated parts that will be necessary to complete the request.
NOTE: The Estimated Parts section will not appear if you have purchased the Parts premium license. If you have purchased Parts, you will add Suggested Parts in the next section.
- Default Labor Cost Code: Add labor time by selecting an active, user-defined labor cost code.
NOTE: This field will only show if the account has enabled the Cost Codes license.
- Default Parts Cost Code: Add parts by selecting an active, user-defined parts cost code.
NOTE: This field will only show if the account has enabled the Cost Codes license
- Vista Repair Cost Code: Choose from a list of active user-defined cost codes.
NOTE: This field will only show if the account has enabled the Cost Codes license and has an active Vista integration.
- 5
- Complete the Suggested Parts section of the Maintenance Request Form.
NOTE: This section will only be available if you have purchased Parts premium license. Contact your Account Manager for more information.
Permission Requirements: Users do not require any Parts permissions to add suggested parts to a maintenance request.
In this section, you can suggest parts from your parts catalog that are needed for this service.
Important! Adding Suggested Parts gives the mechanic an idea of what will be needed for the service, but does not deduct the parts from your Inventory.
- Click “Add Part” on the top right.
- In the new line item, search for Part Name or Part No to add suggested parts from your Catalog or type your own in an empty line item.
NOTE: Entering a custom line item will not add the part to your catalog.
- Adjust the quantity.
- Click the check icon under Actions to add the Parts.
- To remove parts from this list, select the minus icon next to the line item.
- Easily search and filtered added suggested parts in this grid using:
- Search Bar
- Columns
- Sort by Part Name and Customer Part No.
- Export
- 6
- Assign Inspection(s) to the Maintenance Request.
NOTE: This section will only be available if you have purchased Safety and Compliance premium license. Contact your Account Manager for more information.
Permission Requirements: Users require the “Manage Inspections” permission to assign inspection forms to a Maintenance Request.
In this section, you can assign inspection forms to the Maintenance Request. You may make the inspections required or optional.
Important! Users may not assign DVIR Inspections to a Maintenance Request.
- Click (+) Inspection on the top right.
- Using the check boxes next to each Inspection Form, select all inspections that you would like to assign to the Maintenance Request.
- Click Assign Selected Inspections.
- Toggle underneath the Required column to make an inspection required or optional at the time the Maintenance Request is completed.
- Click the (x) icon next to the Inspection Form to remove from the Maintenance Request.
- Sort by Inspection Form Name and filter using the Columns button.
- 7
- Add Attachments.
Add photos, documents, videos, or sound files.
- 8
- Click "Create Maintenance Request" on the bottom right of the screen.
The Maintenance Request will now show in the Maintenance Request grid.
The Shop Manager and/or Assigned Mechanic is notified to review and schedule.
How to Edit a Maintenance Request
- 1
- Click "Maintenance" on the left side navigation.
Click the Maintenance Requests tile.
- 2
- Click the three dots" icon under the Actions column on the right side of the request you want to edit. Select "Edit".
- 3
- Update the Edit Maintenance Request form.
Pro Tip! Miles/Hours at Requested and Miles/Hours at Completion fields are automatically populated based on the asset's values at the time the Maintenance Request was created or approved/completed. These fields can be edited in the event that the asset has no tracker and did not register a value or has inaccuracies.
- 4
- Click "Update Request" on the bottom right of the screen.
