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Service Requests

A Service Request is the workshop's notification that a scheduled preventive maintenance service is due. Once Service Details Documents are in place for an asset, Service Requests are generated automatically by the system. They can also be generated manually at any time using the Asset Services Due report.

Automatic Generation

Each night, Formbird FLEET checks every active Service Details Document against the current state of its asset. If any generation threshold has been reached or exceeded, accounting for any Generation Lead configured on the Service Configuration, a Service Request is created automatically.

A Service Request is generated as soon as any one of the configured thresholds is met:

Parameter Description
Date Always evaluated, mandatory for every service
Primary Meter Odometer or distance reading
Secondary Meter Engine hours reading
Fuel Consumption Cumulative fuel consumed

Prerequisites

For automatic generation to run correctly:

  1. The asset must have an Active Service Configuration with Service Details Documents generated from it.
  2. The Service Details Documents must have a status of Active.
  3. The asset's Asset Status must be Active.

If any of these conditions are not met, the nightly process will not generate a request for that asset.

Grouping Services

If multiple Service Details Documents for the same asset reach their thresholds at the same time, the system groups them under a single Service Request. This allows the workshop to manage all due services together.

When a Service Request is opened, workshop staff can also manually add other due services to the same request, or manage them under separate requests, depending on what is practical for the work being scheduled.

Once services are confirmed on a Service Request, a separate PM Service Work Order is created for each service included.

Manual Generation — Asset Services Due

The Asset Services Due report identifies all services that are due or approaching within a set of parameters. Use it to generate Service Requests manually, particularly useful when automatic generation is not enabled, or when a service needs to be raised outside the normal nightly cycle.

The report is accessible from the Reports section of the Administrator homepage, from the Workshop Dashboard, and from the Workshop Dashboard navigation menu.

Running the Report

  1. Enter values in one or more Within fields to define the look-ahead window, or leave all at the default (0) to see all currently overdue services:
  2. Within Days — returns services with a generation date within the next X days.
  3. Within Primary Meter — returns services within X units of the asset's current primary meter. A Primary Meter Measure must also be selected when a non-zero value is entered.
  4. Within Secondary Meter — returns services within X units of the asset's current secondary meter.
  5. Within Fuel — returns services within X litres of the asset's current total fuel consumed.
  6. Use the Filter Asset Selector radio button to control what appears in the asset dropdown: All (asset groups and assets), Asset, or Asset Group.
  7. Optionally select specific assets or asset groups in Select Assets / Asset Groups to limit results.
  8. Select Run Report. Results are grouped by asset.

The results can be exported to CSV. The export includes only service rows. Asset grouping rows are not included.

Creating Service Requests

  1. Select the light blue asset row(s) to select all services for that asset.
  2. Deselect any individual service rows (shown in dark blue) to exclude specific services from the request.
  3. Select a status in Auto Set Request Status to set the initial status for the created requests.
  4. Select Create Requests For Selected Assets. One Service Request is created per asset, with all selected services linked to it.

Cancelling Services

Use this only when a service will never be carried out, not to defer a service to a later date.

  1. Select services by selecting the asset row (selects all services for that asset) or by selecting individual service rows.
  2. Select Cancel Selected Service Details.

Ad-Hoc Service Requests

Workshop staff can also create a Service Request manually at any time, for example, to bring forward a service or to record a service that was completed outside the normal schedule. Manual Service Requests follow the same workflow as automatically generated ones.

Disabling Automatic Generation

Automatic Service Request generation can be disabled per environment. Contact Formbird Support to configure this.

Updated: June 2026 · Formbird FLEET 4.2.8