We have made some exciting changes to increase your flexibility in putting together Online Request pages to best suit your facility’s needs! See below for information on each of these customizability enhancements.
Getting to the Online Request configuration page
From the main CMS 4 page, click on the “Waffle” button and select the Admin Console. Not all users will have permissions to get into the admin console, so check with your facility administrator if you do not have access and feel that you should.
Under the Work Orders section of the Admin Console, select the Online Request option.
Setting a Background Color
We’ve added an option for choosing a background color that will be displayed on your online request pages to help your facility get organized with color coded pages that everyone can immediately recognize for different types of online requests.
To take advantage of this new feature, after you select the online request page you would like to edit, scroll down to the section called “Online Request Options.” Here you will see a new selection field for Background Color.
When you click on the drop down a color picker tool will open and you can select the color you would like to use for the background of the online request page.
This color will be used for the background surrounding the frame of the online request page that is configured, see below.
Configuring UDF Placement
We have also added functionality to be able to rearrange where UDF’s get placed on the Online Request page. To configure this feature you will now see two options for UDF’s – Enable UDF’s Classic, (which is the existing functionality that enables UDF’s to show on the screen when their categories are chosen), and Enable Custom UDFs, which gets configured to a specific category that is defaulted for that particular UDF screen and allows you to arrange them in the order you want them to show, just like the other online request fields.
When you select the option for Enable Custom UDF’s, there will then be an option when you add a new online request field for User Defined Field. See below:
Once you select that option you will see fields for Label Text and a drop-down for Select UDF. The UDF’s available in that Select UDF drop-down are dependent on what you have set up in your Work Order UDF configuration and whether or not you have a Category default set for your online request page.
If no category is set as a default on the online request page you will only have the UDF’s that are configured at the root level (no category) for work orders.
You can add the Category field (either visible on the online request or invisible) to add that category’s UDF’s to the online request page. Note that you must set the default to see the additional UDF’s and that value cannot be changed on the online request page even if it’s set to visible – it will be grayed out and locked for editing.
The Label Text allows you to add a more user-friendly label to the field to better suit your users’ understanding of what they will be selecting on the request.
If you go back to edit the default category after setting up UDF’s that are only for that category, you will get a prompt making sure you want to continue with the change to the category:
Continue adding as many of that category’s UDF’s as desired to the page – you will only be able to add each UDF once, but can add as many or as few of the available UDF’s for that category or the root category as you want.
After you have added the UDF fields you want on the page, you can then re-order the fields by clicking on the 3 dots to the left of the field in the list and dragging and dropping it into the order you want to appear on the page. UDF fields can now be reordered in this way anywhere on the page – they no longer have to be at the bottom.
Remember to save your changes after you have re-ordered the fields the way you want them.
Autofill Asset Attributes
We have made it easier for your users to put in work items without filling in extra information that an Asset added to the work request already has. See below for the list of conditions and behavior for this new feature:
When the Online Request form has Asset, Location and Cost Center fields on it and the Asset has a Location and Cost Center, the user can save the Online Request form with the selected asset without entering a Location or Cost Center and the Work Order will get the Location and Cost Center from the Asset to the Location and Cost Center fields on the Work Order.
When the Online Request form has a default Location value and the Location field on the Online Request form is hidden and the user selects an Asset with a Location, the Work Order will save the Asset the user entered and will overwrite the Location with the Asset Location.
• When the Online Request form has a default Location value and the Location field on the Online Request form is hidden and the user selects an Asset without a Location, then the Work Order will save the Asset that the user entered and will use the default Location value.
• When the Online Request form has a default value where the Location field is visible, and the user selects an Asset with a Location then the Work Order will save the Asset the user entered and will overwrite the Location with the Asset Location.
• When the Online Request has a default value where the Location field is visible, and the user selects an Asset with a Location and changes the Location then the Work Order will save the Asset the user entered and Location that the user entered.
Online request page appearance enhancements
We also made a few changes to improve the user experience in the Online Request pages:
• Enlarged the arrows for the dropdowns in the Online Request page to enhance user visibility.
• Darkened the default label font to black for better visibility.
• Added the ability to place an image in the footer of the Online Request form.
• The browser tab of the Online Request form will now display the same text as is entered in the Title field of the Online Request page.
Revised/Reviewed: June 2024
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