Efficient maintenance management is essential to reduce downtime and extend equipment lifespan. The Maintenance Request Approval Workflow, built using Microsoft Power Automate and SharePoint, streamlines how organizations submit, track, and approve maintenance tasks. It eliminates manual coordination, ensures timely repairs, and provides full visibility into asset servicing. Ideal for facility managers and operations teams, it enables proactive maintenance management with automation, transparency, and control.
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Approval Workflow Features
Customizable Approval
Automated Notifications
Audit Trail and Reporting
Approval Decision Options
Query Handling
Add Additional Approvers
Simplify Your Equipment Maintenance and Approval Workflow
The Maintenance Request Approval Workflow helps automate how maintenance requests are submitted, reviewed, and approved — ensuring that breakdowns are resolved faster and preventive maintenance stays on schedule. It centralizes all maintenance data and approvals within your Microsoft 365 ecosystem for seamless collaboration.
Avoid delays and manual errors in equipment maintenance with AscenWork’s Maintenance Request Approval Workflow.
1. Custom Maintenance Request Form
The workflow begins with a SharePoint-based request form where employees can log maintenance issues, including asset ID, problem details, urgency level, and department. These forms can be tailored for preventive or corrective maintenance types. Integration with Power Automate ensures automatic routing to the right technician or supervisor. This reduces manual data entry and provides real-time visibility into open maintenance requests and their current status.
2. Automated Approval Routing
Each request is automatically routed to maintenance supervisors or department heads using Microsoft Power Automate. Approvals are based on predefined rules — such as asset type, cost, or priority level. Multi-level routing ensures accountability and avoids bottlenecks. Automatic escalation notifications are triggered for delayed actions. This ensures fast turnaround time, timely approvals, and complete control over maintenance planning and workflow efficiency.
3. Real-Time Asset Tracking
The system connects to your SharePoint asset database or external maintenance management systems to validate equipment details and history. Users can track pending, approved, and completed requests in real time. Supervisors gain access to maintenance logs for each asset, helping identify recurring issues. This improves operational transparency, enables predictive maintenance, and ensures better utilization of resources across all departments.
4. Alerts and Notifications
With built-in Microsoft Teams and Outlook notifications, all stakeholders stay informed about request submissions, pending approvals, and completed maintenance actions. The system automatically alerts technicians when new maintenance tickets are assigned and reminds managers of pending approvals. These timely notifications enhance communication, reduce downtime, and ensure that maintenance operations remain proactive instead of reactive.
5. Role-Based Permissions
This workflow leverages SharePoint’s role-based access control, ensuring data security and proper authorization. Technicians can view assigned tasks, supervisors can approve requests, and administrators manage user roles and permissions. This approach prevents unauthorized access to asset data, maintains transparency, and ensures only authorized users can make critical maintenance decisions. It supports compliance with internal IT and facility management policies.
Join leading finance and procurement teams using our workflow automation to eliminate bottlenecks and gain full control over spending.
6. Maintenance Analytics Dashboard
Get valuable insights through Power BI reports integrated into your maintenance workflow. Track metrics like average repair time, technician performance, cost per maintenance request, and request frequency. These analytics help identify inefficiencies, forecast maintenance budgets, and enhance resource planning. By leveraging data-driven insights, organizations can shift from reactive to predictive maintenance strategies, improving both productivity and cost-effectiveness.
7. Audit Trail and Compliance Reports
Every request, approval, and action is logged in an audit trail for accountability and transparency. Managers can generate maintenance history reports for specific assets or departments to support audits and compliance. Exportable data ensures easy documentation for ISO or internal quality standards. This feature enhances traceability, ensuring that maintenance workflows remain compliant with regulatory and safety requirements.
8. Mobile Accessibility
The workflow is designed for mobile accessibility, allowing employees and supervisors to submit, review, and approve maintenance requests from any device. Whether on the factory floor or in the field, users can manage maintenance workflows seamlessly. This accessibility accelerates approvals, reduces downtime, and enables continuous maintenance operations across distributed teams or multiple facilities.
AscenWork Technologies excels in developing SharePoint and Power Automate workflows tailored to streamline maintenance operations and ensure faster, data-driven decision-making across departments.
We create customized workflows that align with your maintenance policies, approval hierarchies, and asset management systems — ensuring operational consistency and scalability.
Our workflows integrate seamlessly with Teams, Outlook, and Power BI, creating a unified experience for communication, reporting, and collaboration within maintenance management.
Built on Microsoft Power Platform, our solutions ensure enterprise-level security, role-based access, and the ability to scale as your asset management needs grow.
From implementation to post-launch support, AscenWork provides maintenance and workflow optimization services, ensuring your Maintenance Request Approval Workflow performs efficiently and remains up to date.
AscenWork has built world class products on Microsoft 365
Have a question? check these answers.
Approval workflow software automates the process of reviewing and approving business requests — such as purchase orders, expense claims, or HR forms — ensuring transparency, accuracy, and faster decision-making.
Approval workflow routes requests automatically through predefined approval levels. Each approver gets instant notifications via email or Teams, and all actions are tracked within the system for full visibility.
Absolutely. Our approval software integrates natively with SharePoint, Power Automate, Outlook, and Teams, allowing your users to work within familiar Microsoft 365 apps.
Yes, administrators can modify the approver list anytime without interrupting existing workflows, making it flexible for organizational changes.
Your data is securely hosted on Microsoft’s trusted cloud infrastructure, with role-based permissions, encryption, and detailed audit trails ensuring full compliance and protection.
We offer prebuilt approval templates for common processes like purchase orders and HR requests, which can be customized further as per your business requirements.
Yes. The system sends automatic notifications to approvers and reminders for pending requests, ensuring no approval gets missed or delayed.
Implementation typically takes 2–4 weeks, depending on the complexity of your existing processes and integration requirements.
Finance, HR, Legal, Procurement, Manufacturing, and IT teams benefit the most — any process requiring sign-offs or compliance checks can be automated.
We offer both. AscenWork specializes in custom workflow development using SharePoint, Power Automate, and Power Apps to match your exact needs.
Yes. You can view detailed audit logs, approval histories, and performance analytics to ensure transparency and compliance during internal or external audits.
Yes, we provide video training, live workshops, and documentation so your team can confidently use the approval system from day one.
Yes. You can easily configure multi-level approvals, set conditions like amount limits, and define department-based approvers using our customizable workflow builder.
You can automate purchase orders, expense approvals, HR requests, vendor onboarding, document reviews, and more — all using the same platform.
Yes. Every request can be tracked in real time through your dashboard. Users can view who has approved, who’s pending, and the overall progress instantly.
Yes. Our workflows can be deployed both on Microsoft SharePoint Online or On-Premises, depending on your company’s IT policies and infrastructure.
Yes, we develop custom Power BI dashboards that visualize approval performance, pending requests, turnaround times, and departmental insights.
Because we combine Microsoft 365 expertise, custom development, and long-term support, ensuring you get a secure, scalable, and business-ready workflow solution tailored to your organization.
Yes. Our approval workflow software supports multi-department setups, allowing each department to have its own approval rules and processes.
Yes, we offer ongoing support, user training, and workflow optimization after deployment to ensure long-term success and user adoption.