Request Lifecycle
Every request state, transition, and trigger — from draft through completion, withdrawal, or rejection.
Use this reference to understand how a request moves through Fleetwise. Each state is shown in the UI with a coloured badge, and transitions happen through user actions or automatic triggers.
Lifecycle Overview
State Reference
| Badge | Meaning |
|---|---|
| Draft | Initial working state before submission |
| Submitted | Request is submitted and queued for processing |
| Pending Approval | (Optional) Waiting for management approval before review begins — only active if the project enables an approval workflow |
| In Review | Fleet Coordinator review and matching in progress |
| TENTATIVE | An allocation has been suggested and is awaiting the requestor's acceptance |
| Partially Allocated | Only part of the requested coverage is satisfied |
| Allocated | Full requested coverage is assigned |
| Withdrawn | Requestor removed the request |
| Rejected | Request was declined |
| Completed | Request lifecycle ended successfully |
| Deleted | Draft was removed |
Key Transitions
Preparation (Draft)
You create a request and fill in requirements. The request stays in Draft until you submit it. You can edit freely and delete a draft at any time.
Submission
Clicking Submit moves the request to Submitted. From here, the request either moves directly to In Review or, if the project has an approval workflow enabled, to Pending Approval first.
Approval (Optional)
If enabled, a designated approver reviews the request before it reaches the Fleet Coordinator. The approver can approve (moving it to In Review) or reject it. Not all projects use this step — it depends on your project configuration.
Review
A Fleet Coordinator evaluates the request against available vehicles. During review, the coordinator may propose a Tentative Allocation — a suggested vehicle assignment that is sent to the requestor for acceptance.
Tentative Allocation
When a tentative allocation is created, the requestor is notified and can accept or decline the suggestion. Accepting moves the request toward Allocated or Partially Allocated. Declining returns it to In Review for the coordinator to find an alternative.
Fulfillment
When a vehicle assignment is confirmed, the request moves to Allocated (full coverage) or Partially Allocated (partial coverage). Partially allocated requests can still receive additional allocations until fully covered.
Resolution
A request ends in one of three states:
- Completed — the allocation period finishes successfully
- Withdrawn — the requestor cancels the request (available from most active states)
- Rejected — a coordinator or approver declines the request
Automatic Transitions
Some transitions happen automatically. For example, when an allocation linked to a request is confirmed, the request status updates to reflect the new coverage level without manual intervention.
Best Practices
- Use preferred requirements to improve ranking, not to block matching.
- Keep date windows realistic and aligned with test readiness.
- Respond promptly to tentative allocations so coordinators can move on to the next request.
- Withdraw stale requests promptly to keep coordinator queues clean.
- Track status changes and respond to clarification requests quickly.