A fully unauthenticated public submission link is not a built-in feature of Maintenance Manager itself, but this use case is achievable through a Power Automate integration. By building a simple Power Automate form or flow, organizations can expose a web-based submission interface that does not require the person submitting the request to hold a Microsoft Dynamics 365 Business Central license or authenticate into BC directly.
Using Power Automate for Open Submissions
Power Automate supports the creation of forms and automated flows that can receive input from anyone with access to a URL. A submission form built in Power Automate or Microsoft Forms can capture basic request details, such as the equipment involved, a description of the issue, and the location, and then pass that information into Business Central as a maintenance request. This approach is well-suited to kiosk deployments or QR codes placed on equipment, because the person submitting the request only needs a browser and does not need any credentials tied to Business Central. This configuration sits outside the Maintenance Manager application itself and is set up and managed within the Power Platform. The complexity of the setup depends on how much data you want to capture and how the flow is structured to create the request in BC.
Native Submission Options Within Business Central
For users who do have a Business Central license, maintenance requests can also be submitted directly within BC, through a Microsoft Teams interface using Power Automate, or through Insight Works shop floor tools such as Shop Floor Insight or Warehouse Insight on a tablet or kiosk device. These options are more structured and support richer data capture, but they do require authentication.
Third-Party Equipment Monitoring
For scenarios where automated equipment monitoring is in place, some third-party partners can trigger maintenance requests automatically when a machine reports a fault condition. This removes the submission step entirely and creates work requests based on signals from the equipment itself. This can be a practical option for organizations that want to reduce reliance on manual input and ensure that faults are captured as soon as they occur, regardless of whether a technician is nearby to submit a request.
Relevant Tools
Maintenance Manager by Insight Works provides the core work request and work order management functionality within Business Central.
Shop Floor Insight by Insight Works offers a kiosk and mobile interface for maintenance technicians to view and action work orders. It supports authenticated kiosk deployments where personnel clock in to access their assigned tasks.
A Power Automate-based submission form is the most practical route for a fully open, unauthenticated kiosk or QR code workflow. While it requires setup outside of Maintenance Manager, the resulting form can feed directly into Business Central without exposing the ERP system to unauthenticated users.