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The 5 types of maintenance requests in D365 – and when to use them
Managing maintenance isn’t just about fixing what’s broken—it’s about having a structured, efficient way to track, prioritize, and act on issues before they become critical. In Microsoft Dynamics 365, maintenance requests help you standardize these workflows and drive better outcomes across your operations.
In this post, we’ll break down the five types of maintenance requests, show you how to find them in the system, and explain how they support operational excellence—from faster response times to smarter preventive maintenance.
What Are Maintenance Requests in Dynamics 365?
A maintenance request in Dynamics 365 is the first step in addressing a maintenance issue—whether it’s routine, urgent, or improvement-related. By classifying issues correctly from the start, you can route them to the right people, track them efficiently, and ensure long-term documentation.
If you’re not yet familiar with how to submit a request in the system, check out our step-by-step walkthrough: How to create a maintenance request in Dynamics 365.
How to Access Maintenance Requests in D365
Follow these simple steps to locate and create maintenance requests:
- Navigate to: Modules > Maintenance Requests > Active Maintenance Requests.
- Browse all active requests.
- Click New to create a request.
- In the pop-up window, click the Maintenance request type field to view the five types available.
The 5 Maintenance Request Types Explained
Understanding each type ensures you select the right one for the task—and that means better tracking, prioritization, and outcomes.
1. Activity Report
Use this when:
- You’ve performed minor routine maintenance not tied to a formal work order.
- Examples include lubricating equipment or sealing a leak.
Why it matters: Keeps a record of labor, materials, and maintenance history—even for small jobs.
2. Malfunction Report
Use this when:
- Equipment or systems fail unexpectedly.
- Example: A pump breaks down or a sensor fails.
Why it matters: Alerts the right team quickly and ensures prompt repair and documentation of faults.
3. Operational Request
Use this when:
- You need to change a setting like temperature, pressure, or pH.
- Requires expert review and approval.
Why it matters: Maintains system safety and performance through controlled changes.
4. Plant Change Proposal
Use this when:
- A structural or configuration change is proposed—like installing a different filter mesh.
- This goes through a change management approval process.
Why it matters: Ensures engineering changes are documented and vetted to avoid unintended consequences.
5. Technical Integrity Update Request
Use this when:
- Technical documents need updates after approved changes (e.g., new setpoints or equipment).
Why it matters: Keeps digital records and spare part links current and compliant.
Why Use Maintenance Requests in Dynamics?
Maintenance requests do more than log problems—they’re a tool for streamlining operations. Here’s how:
Centralized Reporting
All requests are captured in one place—making it easy to monitor, manage, and report on maintenance.
Improved Communication
Requests automatically route to the correct teams, reducing delays and miscommunication.
Smarter Prioritization
Categorizing requests helps teams focus on critical issues first and avoid operational disruptions.
Efficient Resource Allocation
With clear scope and timing, you can allocate the right tools, technicians, and spare parts.
Better Historical Data
Each request builds your maintenance history, supporting data-driven preventive strategies.
Final Thoughts
Maintenance management is critical—but it doesn’t have to be chaotic. By using the right maintenance request types in Dynamics 365, you create a foundation for speed, consistency, and continuous improvement.
Ready to Get More From Dynamics 365?
Sprint365 helps organizations get the most from D365—whether through structured training, built-in support guides, or AI-driven help with the Productivity Toolbox. With our tools, your teams will not only know how to use D365, but use it efficiently and consistently.
Looking to improve adoption, reduce support tickets, or accelerate onboarding?
Book a session with our team or learn more about the Sprint365 Productivity Toolbox.
