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Manage a Request Portal

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

This article explains how to manage a request portal including viewing and editing it.

See a List of Request Portals​

The Request Portals page lists all of your organization's portals. To access it:

  1. From the sidebar, open the Settings menu and select Features.
  2. Navigate to Request Portals, and select Go to Request Portals >.

Edit a Request Portal​

You can edit any request portal to change the way it's set up.

To edit 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. From the Request Portals list, navigate to the request portal that you would like to edit.
  4. On the right of the request portal, select more options.
  5. Select Edit.
  6. Update the portal as needed. For more information about what you can change, see Request Portal Edit Options.
  7. Select Save Changes.

Request Portal Edit Options​

An Administrator can choose which fields and options to show on the portal by toggling them on or off. You can make an option or field required by selecting the Required checkbox beside the option. You can edit these options at any time.

You can edit the following fields and options:

OptionDescription
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.
ThumbnailA thumbnail image for the request portal.

It appears in the portal page, and in a list of your organization's request portals.
Add Welcome TextA short welcome message for portal users.

It appears in the portal page.
Request TitleA 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.
LocationChoose 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.
AssetChoose 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.
DescriptionA 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.
PicturesA portal user can Add or drag pictures to the request portal form to provide additional information about their request.
FilesA 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 FieldChoose 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 SettingsAn 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.