WO Configuration ~ Online Request

Online Requests are request forms that are published to an organization where others can submit various requests into CMS. 

 

This page lists all the configured online request pages for the current segment as well as any shared segments.

*Note: Shared segment online request pages will only be editable if the user has permission to access and edit it in the shared segment.

The landing page shows the main information about each, such as the title, the description, whether people can search submitted work orders through the online request portal, whether users are shown the history of recently submitted work orders through the portal, whether the page uses the Common Problem look up to help fill out fields on the page, and whether or not a user has to login as a CMS user to access the online request portal.

To add a new Online Request page, click on the button at the top right of the screen.

Title: Name of the Online Request

Description: Brief description of type of request form it is

Header: will display at the top portion of the Online Request

Footer: will display at the bottom of the Online Request

Under the Online Request Options, select all settings of the current Online Request. 

• Active: select if the page is actively being used.  If the page is no longer being used remove the check mark.
• Allow Attachment: supplies an area on the Online Request to attach documents/pictures to be submitted with the WO.
• Trade Filters  Common Prob: Setting to set the Trade on an Online Request to match the Trade set to a Common Problem.
• Request Search: allows requesters to search for requests submitted to retrieve status.
• Request History: allows requesters to search for requests submitted to retrieve history
• Require Login: requires requesters to login to submit a request.
• Enable Cookie: allows browser cookies to be enabled. 
• Login User: Having a dedicated User Name needs to be set so that requesters do not have to log in to submit a request.
• Allowed IP Addresses: List of IP addresses that will accept the current online request. 
• Required Field Color: Is the color the mandatory fields will be outlined.
• Background Color: The color of the full page behind the request form.  To help your facility get organized with color coded pages that everyone can immediately recognize for different types of online requests.  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.

• User Defined Field Options: enables the use of the UDFs in the Classic form or using Custom UDFs. 
• History Options: displays history of Cost Center (if applicable) and/or the Location.  When selected, once a requester selects the Cost Center and/or Location, WOs recently submitted from those selections will automatically at the bottom of the page. 
• Days Active Pending & Days Completed: are the number of days past that will display within the History Options. 

Once you have completed the above options, click Save.  Once saved you will have the ability to set up the Online form with fields to be displayed. 

To add the fields to be displayed click the button 

• Screen Field: clicking the down arrow on the CMS Screen will display the WO fields
• Label Text: The field name to be displayed.
• Flags: The number of mandatory levels to be selected when a hierarchy setting is being used.  For example, Locations.
• Visible: checked if to be seen on the form.
• Required: check if requester is required to fill in the field. 

Once the fields have been added to rearrange them in a specific order click and drag the  icon. 

To edit an existing Online Request page, click on the pencil on the left side of the landing page next to the online request page you would like to edit.  This opens the editing modal in front of the landing page.

*Note below is an image of the entire set of options for the online request configuration modal. It will not all be visible at one time on your screen.

At the top of the window, you will see two buttons

Preview Online Request Link will bring you to a preview window of what the online request page will look like for the end users

The clipboard button will copy the published link to your computer’s clipboard to use the link to send in your email or website for end users to get to the online request page.

Setting Location Starting Level

The ability to start the location showing on the end user online request page at a certain level.  For instance, if a facility has its top-level location as a building, then the second level as different wings of that building, there is now the option to not show the top-level location to a user filling out an online request form. 

To use this feature, add or edit the Location field to your online request page. 

Where you see the Starting Level field, enter the level you want the location to begin to be shown and filtered at. 0 shows all levels, 1 is the next level, 2 next, and so on.  You can also enter the label that shows in the end user’s online request page filter field.  This feature allows you to cut down on incorrect or incomplete locations as well as confusion when users are not familiar with the top-level locations or the facility does not want to use the top level for organizational purposes.

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 must be at the bottom.

Remember to save your changes after you have re-ordered the fields the way you want them.

Auto-filling 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.