Create a Request Portal

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

Administrators can set up as many request portals as your organization needs, and share them via unique web links or printable QR codes.

To create a request portal:

1. From the sidebar, open the Settings menu and select Features.
2. Navigate to Request Portals, and select Go to Request Portals >.
3. Select +New Request Portal.
4. Configure the request portal. For information about the available options, see New Request Portal Options.
5. Select Save Changes. The new portal is created.
6. From the confirmation dialog, choose one of the following options to share the request portal:

   • Copy Link: copies the request portal link to the clipboard, so you can share it in a message, emails, etc.

   • Print QR Code: opens a new page, where you can download the QR code for the portal.

     note

     You can get the link or QR code for a portal anytime you need it. To find out how, see Share a Request Portal.

7. If you want portal users to be able to assign requests to specific teams, turn on request routing. For details, see Set up Request Routing.

New Request Portal Options

This table lists the information you can include in a new request form.

An Administrator can choose which fields and options to include for portal users on the new request form by toggling them on or off. You can make an option or field required by selecting the Required checkbox beside the option.

You can update these fields and options at any time. For details, see Edit a Request Portal.

Option	Description
Portal Title (Required)	A name for the request portal. It appears in the portal page, and in a list of your organization's request portals.
Thumbnail	A thumbnail image for the request portal. It appears in the portal page, and in a list of your organization's request portals.
Add Welcome Text	A short welcome message for portal users. It appears in the portal page.
Request Title	A portal user can enter a title for their work request. It appears in the portal page. The title is required to create a request from the portal.
Location	Choose from one of the following options: Allow selection from all Locations: The portal user can select a location from a list of all locations. This portal is public and does not require authentication. Listed Locations will be visible to anyone with the link. Restrict to a specific Location: Single-Location portals don't display the location to portal users. Submitted requests are automatically assigned to that location.
Asset	Choose from one of the following options: Allow selection from all Assets: The portal user can select an asset from a list of all assets. This portal is public and does not require authentication. Listed Assets are visible to anyone with the link. Restrict to a specific Asset: Single-Asset portals don't display the asset or its location to portal users. Submitted requests are automatically be assigned to that asset. Note: If you choose to Restrict to a specific Location for the Location option above, the Asset list only shows the assets available at that location.
Description	A portal user can enter a detailed description about the work request.
Let requesters choose to receive email updates about their Requests.	When on, portal users can only provide an email address before they can submit a request. You can choose when they will receive email updates about their request. For example, when they're Created, Approved, Declined, or Completed. The portal user will see an option to enable Receive Email Notifications. For details see, Requester Notifications.
Limit requester identification to email only.	Controls what portal users can put in the portal's Contact Information field. When on, portal users can only provide an email address before they can submit a request. If the option is left unchecked, portal users can provide either an email address or a phone number.
Pictures	A portal user can Add or drag pictures to the request portal form to provide additional information about their request.
Files	A portal user can select Add Files to attach one or more files to the request portal form to provide additional information about their request. For details, see Supported File Types.
Custom Field	Choose whether to include work order custom fields in the request portal form. All work order custom fields appear in the request portal admin form and can be made visible and/or required. To add a custom field for the request portal form follow the steps in Create a New Custom Field. If the work order custom field is marked as Include this field in Request Portal, it is included by default and can't be hidden. If the work order custom field is marked as Make this field required, it is required and cannot be made optional.
Support Contact Settings	An email address that portal users can contact to get help. This is the contact at your organization that can help users who are having trouble with the portal. This appears as a link in the request portal.

Supported File Types

You can attach the following types of files:

File Type	Supported Formats
Documents	.doc, .docx (Microsoft Word) .xlsx (Microsoft Excel - see note below) .csv (Comma-separated values) .pdf (Adobe PDF)
Images	.gif .jpg .png
Video	.mp4

note

MaintainX doesn't support .xls files. If you want to attach a .xls file, convert it to .xlsx format first.

For best performance, files should be smaller than 50MB.