IT request form checklist
A checklist for building IT request forms that collect validated users, systems, roles, approvals, expiration dates, and automation-ready payloads.
An IT request form checklist should verify requester identity, target user or asset selection, controlled system and role options, business justification, approval routing, expiration date, tenant or department context, and safe automation handoff.
Verify these before publishing.
Identify the requester
Capture who made the request and where status updates should go.
Use controlled target fields
Load users, mailboxes, assets, groups, licenses, or systems from a trusted source instead of free text.
Capture business justification
Require enough context for the approver and audit trail to understand why the request exists.
Add expiration where appropriate
Temporary access, delegated mailbox permissions, and elevated roles should include a cleanup date.
Route approval before fulfillment
Send sensitive requests to the manager, customer contact, system owner, or technician before automation acts.
Preserve source IDs
The workflow should receive stable IDs for users, groups, systems, roles, and assets.
Test denial and escalation paths
Confirm rejected or uncertain requests do not accidentally proceed to fulfillment.
- The form accepts arbitrary role names that the workflow tries to interpret.
- Access can be granted without approval or expiration policy.
- A privileged user request follows the same path as a low-risk request.
- The workflow only receives display names instead of stable IDs.
- Denied requests still trigger downstream provisioning steps.
What fields should every IT request form include?
At minimum, include requester, target user or asset, request type, system, role or permission, business justification, approver, urgency, tenant or department context, and expiration date where needed.
Should IT request forms use free-text system names?
Not for automated workflows. Controlled options are safer because the workflow can map the request to known systems, roles, approvers, and fulfillment branches.