--- title: "Managing Requests" description: "View all community requests, take action on pending items, hold an internal discussion, and collaborate with residents through comments, files, and the watchlist." url: https://support.communitrak.com/en/articles/40-managing-requests collection: "Requests & Violations for Leaders" updated: 2026-11-02 language: en --- # Managing Requests View all community requests, take action on pending items, hold an internal discussion, and collaborate with residents through comments, files, and the watchlist. The Requests pages give leaders one place to see every request filed across the community. You can search and filter them, close them out, edit details, manage who is following each one, discuss a request privately with other leaders, and talk with residents through comments and files. This article covers day-to-day handling. To have a committee vote on requests, require documents, allow appeals, or set deadlines, see "Architectural Review & Committee Voting". To collect requests through your own form, see "Collecting Requests Through a Form". ## **Who can do this** Seeing every request of a type takes that type's permission: View General Requests, View Maintenance Requests, or View Architectural Requests. A role can hold any combination, so your board can see general and maintenance requests while only your architectural committee sees improvement requests. Without it, members see only their own requests and the ones they have been added to the watchlist for, and that list is filtered on the server, not just hidden. Creating, editing, completing, and deleting requests each require their own permission. Editing, completing, or deleting someone else's request also needs the view permission for that type, so being on a request's watchlist lets you see and comment on it but not change it. Some options may be unavailable or appear differently depending on your level of account access. ## **Open the Requests page** 1. Log in to Communitrak at [https://app.communitrak.com](https://app.communitrak.com). 2. In the main navigation menu, expand **Requests** and click a request type: **General**, **Maintenance**, or **Architectural**. The page title follows the type you picked, for example **Maintenance Requests**. A badge on the Requests menu item shows how many requests are pending, with a count on each type, and a dot marks requests with activity you haven't seen. ## **Status tabs** Tabs across the top filter requests by status, each with a count. - **Pending**: Open requests awaiting action. - **Completed**: Requests that have been resolved. - **Approved**: Requests that were approved, with or without conditions. Shown on architectural requests, and on any type a committee decides. - **Denied**: Requests that were turned down. Shown alongside Approved. - **Withdrawn**: Requests the applicant withdrew before a decision. - **Deleted**: Requests that have been removed. ## **Search and filter requests** Use the search bar to find requests by title, description, ID, the requester's name, or the address or household. Click the filter icon to open the filter panel, which shows a badge with the number of filters you have active: - **Category** (called **Project** on architectural requests): Filter by one of your community's categories or project types, or by **Uncategorized**. Appears only when your community has set up a list for that type. - **Past Due**: Show only pending requests whose requested completion date has gone by. On a request that date is the one the applicant asked for, not one the association committed to, so read it as a follow-up queue. - **Watching**: Show only requests you are on the watchlist for. - **New activity**: Show only requests with updates you haven't seen yet. - **Target**: Filter by All Targets, Property, or Amenity. Use the **Sort by** dropdown to order results by Newest First, Oldest First, Title (A-Z), or Title (Z-A). Use **Clear Filters** to reset the panel. Long lists are paginated, and you can show 12, 24, or 48 requests per page. ## **Request cards** Each request appears as a card showing the ticket ID, title, a preview of the description, the address or impact area, key dates, the creator, a status badge, its category or project if it has one, and **Watching** if you follow it. Requests with something you haven't seen carry a blue **New activity** tag. The card border reflects the status: yellow for pending, green for completed or approved, red for denied or for a pending request that is past due, and gray for withdrawn or deleted. Click any card to open it. ## **Create a new request** Click **New Request** in the top-right corner. This requires the Create Request permission. For details on filling out the form, see "Submitting and Tracking Requests". Filing on a resident's behalf, against a household you are not part of, adds a **Who is this for?** field. Name the resident who asked, or leave it as the household. It matters more than it looks on an architectural request: the applicant is who an appeal is filed for, and who the record names years later. If your community requires an application form for this type, **New Request** opens that form for everyone. Leaders with the Manage Request Review permission get a small menu beside it: **File for myself** goes to the form, and **File for a member** opens the standard form so you can enter an application that arrived by phone or on paper. > **Info:** **Note:** If your community has turned on the Forms & Polls banner in Preferences, a message at the top of the page points members to a form instead. It doesn't appear on a type that already has an application form. See "Collecting Requests Through a Form". ## **Take action on a request** Open a request by clicking its card. The action buttons sit at the bottom of the main content area. Each one asks you to confirm before it is applied. ### **General and Maintenance requests** - **Complete**: Mark the request as resolved. Requires the Complete Request permission. - **Edit**: Update the title, impact area, category, description, and requested completion date. Only available while the request is pending. Requires the Edit Request permission, though the person who filed a request can always edit it. - **Delete**: Remove the request. Only available while the request is pending. Requires the Delete Request permission. A deleted request can be reopened later. - **Withdraw**: Close the request without a decision. Applicants use this themselves, and leaders with the Manage Request Review permission can use it to record a withdrawal that arrived by phone or in person. - **Reopen**: Return a completed, withdrawn, or deleted request to pending. You can reopen what you could have closed: a completed request needs the Complete Request permission, a deleted one needs Delete Request, and an approved, denied, or withdrawn one needs the view permission for that request type. ### **Architectural requests** Architectural requests replace the Complete button with two separate actions: - **Approve**: Approve the architectural request. Requires the View Architectural Requests permission. - **Reject**: Turn the request down. It then shows as **Denied**. Requires the View Architectural Requests permission. Edit, Delete, Withdraw, and Reopen work the same way as for other request types. You can't approve, reject, or reopen a request filed by your own household. > **Info:** **Note:** If your community has set up committee review for a request type, the decision comes from the committee's vote, so Approve, Reject, and Complete no longer appear on requests under review. Once a committee has decided a request, Reopen is replaced by the appeal process. See "Architectural Review & Committee Voting". > **Error:** **Heads up:** Changing the impact area while editing does not update the watchlist. If you move a request to a different household, add and remove watchlist members yourself. ## **Internal discussion** Below the public comments, leaders see an **Internal Discussion** card outlined in amber. Nothing posted here is ever shown to the resident who submitted the request or to the household it is about. - Use it to coordinate with other leaders, for example agreeing on a position before replying publicly. - It has a **Discussion** tab for notes and a **Files** tab for documents only leaders should see. An internal file can later be published to the request's shared files if you decide the resident should have it. - To take part, you need the Manage Request Internal Comments permission _and_ you must be on the request's watchlist. If you have the permission but aren't following the request, click **Join** on the watchlist to unlock the thread. - Emails about internal notes and files are marked **Internal discussion ยท Restricted access** at the top, and their button reads **View Internal Discussion**. You can answer them by email too. The reply goes to the **Internal Discussion**, never the public comments, and only posts if you still qualify for the thread when it arrives. Files attached to it go to the internal **Files** tab. - Click **Only visible to N internal members** in the card header to see exactly who can read the thread, listed by name and role. ## **Manage the watchlist** The **Watchlist** section shows everyone who can view the request and gets notified about updates such as comments, file uploads, and status changes. Everyone on the request can see it, including residents, though changing it is limited to leaders. - When a request targets a household, the household members are added automatically and labeled **Applicant household**. - The person who submitted it is labeled **Applicant** when the request is their own, or **Filed the request** when they submitted it on someone else's behalf. Everyone else is a **Collaborator**. - Click **Join** to follow the request yourself, or **Leave** to stop. Joining requires the Join Request Watchlist permission. - Click **Add** to search the member directory and add one or more members at once. This requires the Manage Request Watchlist permission along with the view permission for that request type. Anyone you add can open the request, even if their role can't see requests of that type. - Click the X beside a collaborator to remove them. The creator and the applicant household can't leave or be removed. ## **Comments, files, and activity** ### **Comments** Comments are visible to everyone on the watchlist, and everyone on it can post. Each comment shows the author, avatar, and timestamp. You can delete your own comments at any time. Leaders with the Manage Request Comments permission (along with the view permission for that request type) can delete anyone's. Anyone who can comment can also reply to the request's email notifications. The reply posts as a comment marked **via email**, and files attached to it are added to **Attached Files**. Emails only offer this to people who are allowed to comment, and the reply is re-checked when it arrives. ### **Attached Files** Everyone on the watchlist can upload files, up to 10 MB each. Supported types include PDF, Word, Excel, PowerPoint, text, CSV, and common image formats. Images show a thumbnail, and each entry shows the file name, size, upload date, and uploader. You can delete your own files at any time. Leaders with the Manage Request Files permission (along with the view permission for that request type) can delete anyone's. ### **Activity** The **Activity** timeline is a chronological log of every change: opened, updated, completed, approved, denied, withdrawn, deleted, reopened, comments and files added or removed, and watchlist changes. Requests under committee review also log votes, revisions, and the published decision. ### **New activity** When a request has changed since you last opened it, a blue banner at the top summarizes what's new. Click **Jump to it** to go straight to the new comments or files, which are highlighted in blue. ### **AI summary** If your community has AI features enabled, use **Summarize** above the comments to generate a short summary of a long request thread, and **Regenerate** to refresh it as the discussion grows. ## **Things to know** - The Requests module must be enabled in Preferences for the menu items to appear. Each request type (General, Maintenance, Architectural) can be enabled or disabled on its own. - Each request type has its own settings page behind the gear icon, available to leaders with the Manage Request Review permission. That is where you set up categories or project types, required documents, an application form, and committee review. - The Edit, Delete, and Complete buttons only appear while a request is pending. - There is no export or bulk action on the Requests list. Work through requests one at a time from their detail pages. - If your community's account is read-only because of a billing issue, the action buttons are disabled until the account is back in good standing. If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.