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Set up a Work Request Portal

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One of the main ways to create a Work Request is through a Work Request Portal. This allows users to go to a specifically created URL and submit a Work Request.

Update an existing Request Portal

Your organization may have a couple of Request Portals set up, complete the following to edit a specific Request Portal.

  1. Navigate to Settings.
  2. Under the Tools and Support heading, click the Portal icon.
  3. From the Portal Name drop-down, select the portal name.

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This will display the settings for the portal and below details the settings.

Remember, when you have finished your updates, you must click the Save button.

Set up a New Request Portal

  1. Navigate to Settings.
  2. Under the Tools and Support heading, click the Portal icon.  
  3. Click the Save drop-down and select New.

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The new portal settings screen displays.

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Complete the settings fields below.

General Settings

Fields Description

Portal Name drop-down

Enter the Work Request Portal's name. The portal name can contain only letters and numbers.

URL

This is the specific URL for your Work Request Portal.

Portal Type drop-down

Select either:

  • Secured - this will make your requesters log into the portal.
  • Open Form - this will be an open portal.

When you select Open Form this creates several more forms including Use Captcha, Entity, and Contacts Only.

 

Portal Enabled toggle

Toggle this to On to activate the portal.

White Label toggle

Toggle this to On if you do not want the default label on your Work Request Portal.

Help and Contact

Field  Description

Display Help Phone toggle and field

If you want to display the help phone number for the requester to call, then click the toggle to On and enter the phone number.

Display Help Email  toggle and field

If you want to display the an email for the requester to email, then click the toggle to On and enter the email address.

Display Twitter Link toggle and field

If you want to display the your Twitter handle, then click the toggle to On and enter the Twitter handle.

Display Facebook Link toggle and field

If you want to display the your Facebook link, then click the toggle to On and enter the Facebook username.

Field Selection

Field Description

Allow Asset Lookup toggle

Toggle this to On if you want to allow the requester to look up a specific asset.

Asset Label field

Enter in a asset label to rename an asset to a different term that may be more suitable to your business.
Child Asset Label field Enter in a child asset label to rename a child asset to a different term that may be more suitable to your business.

Require Asset toggle

Toggle this to On if you want to require the asset when submitting a Work Request.
 

Open Form creates several more forms including Entity Label, Phone Field, Require Phone, Name Field, Require Name, Require Description, Request Form Title and Welcome Message.

Work Order Fields

Field Description
Add New button

Open Form doesn't show the Work Order Fields; these will only display in a Secured Portal.

When you are finished, then click the Save button.

Custom Fields

Custom fields can be added after the new Portal has been saved.

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  1. Click the Add clipboard_e786e9c15aca64bc6e0bf6c1438c75335.png icon and the Custom Fields dialog displays.

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  1. Either select a custom field or create a new custom field.
  2. Click the Add button and the custom field displays.

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  1. If the custom field is required, then check the Required check box.
  2. If the custom field is required on completion, then check the Required on Completion check box.
  3. In the Hint Text field, enter a short help text.

Any changes will be saved automatically.