Service Requests
A Service Request is the workshop's notification that preventive maintenance is due. Service Requests can be generated automatically by the system or created manually by workshop staff.
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, a Service Request is created automatically.
Thresholds are checked against:
| Parameter | Description |
|---|---|
| Date | Always evaluated — mandatory for every service |
| Primary Meter | Odometer reading |
| Secondary Meter | Engine hours reading |
| Fuel Consumption | Cumulative fuel used |
A Service Request is generated as soon as any one of the configured thresholds is met.
Prerequisites
For automatic generation to run correctly:
- The asset must have an Active Service Configuration with Service Details Documents generated from it.
- The Service Details Documents must have a status of Active.
- 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 overdue services together.
When a Service Request is opened, workshop staff can also manually add other due services to the same request — or choose to manage them under separate requests — depending on what is practical for the work being scheduled.
Once service details are confirmed on a Service Request, a separate PM Service Work Order is created for each service included.
Manual Service Requests
Workshop staff can create a Service Request manually at any time — for example, to bring forward a service or to cover a service that was missed before the automatic threshold was reached. Manual Service Requests follow the same workflow as automatically generated ones.
Opting Out of Automatic Generation
Automatic Service Request generation can be disabled per customer environment on request. Contact your system administrator or Formbird support to configure this.
Published: April 2026 · Formbird FLEET 4.2.8