Available On: Essential, Premium, Professional, Enterprise
With UpKeep, configure Request Forms to provide the details needed for creating effective Work Orders.
Is there specific information you need to have on your request forms? UpKeep allows your team to customize fields, making them optional, hidden, or required. You can even add your own questions! ✨
Work Request are not Work Orders. Work Request must be approved to become work orders. In order for work request to become work orders in UpKeep an Admin or Limited Admin from your company will need to manage the request queue. For a view of that process, check out article link here:
How to Edit the Internal Request Form for In-App Users
Steps:
Navigate to the Requests Tab
Select the Option Menu by clicking the 3 dots in the top right next to "Create Request".
Click on Edit Request Form
Make sure you are viewing "Internal Request"
Toggle each default permission to be Optional, Hidden, or Required.
During Create - this applies to the users who are filling out request and what will be optional, hidden, and required.
During Approval - this is what would be optional, hidden, or required for Admin review and approve the request.
Add in any Custom Form Items
An additional Task can be added to the request from but will not be passed on to the work order. Work order Fields do not allow for added fields to be added.
Changes will Automatically Be Applied.
NOTE: You can also locate the Request Forms by visiting "Settings" on the left side of your screen. You will select "Internal Request" for in-app request.
How to Edit the Request Form for the Public Request Portal
The External Request Portal/URL is only available on Professional and Business Plus Subscriptions.
Steps:
Navigate to the Request Portal Tab located under "Settings" on your left-hand menu
If the Company Request Portal is not toggled on, you will need to turn the feature on
Once turned on you will see a section for "Work Order Request"
The URL listed here is the link you will share with your team members who need access to submit a work request via the Public Portal.
You can customize the URL by clicking the button and add your companies name at the end of the URL.
Click "Edit Public Request Form Items" to configure the form
Toggle each default permission to be Optional, Hidden, or Required.
Click on Add Task for custom task/form items on your request form.
Changes will Automatically Be Applied.
NOTE: You can also locate the External Request Forms by visiting "Settings" on the left side of your screen. You will select "Public Request" to edit your external request form.
Comparing Internal vs. External Request Intake
Please review the chart below to see what the differences in the internal vs the external intake forms are. This will help guide your decision on what form to use.
FAQs about Request Forms
Can I use the internal and external form at the same time?
Yes, using both request forms is supported in UpKeep. Keep in mind the subtle differences between the two by reviewing the chart above.
Can requesters see other request to submitted by other users?
No, requesters can only view their request. They only see the request queue option on their account and cannot view any other data outside their request.
Can "View Only" users submit request?
Yes, view only users can submit request.
Can internal users share an email for a requestor profile?
Yes, keep in mind that any notifications associated with that account will go to the email address associated with the action in Upkeep.
Can my request forms by updated at any time?
Yes, request forms can be updated/edit when needed. The changes will immediately be applied to any request made moving forward.