The Guest Portal in Fracttal One not only allows external users to report incidents, but also offers the flexibility to customize the request form, adapting it to the specific needs of your organization. Properly configuring this form ensures the collection of accurate and relevant information, thereby optimizing the management of maintenance requests.
Prerequisites:
Have the "Guest Portal" add-on contracted and activated in your Fracttal One account.
Have the necessary permissions to access and modify system settings.
By default, when a request is opened through the Guest Portal, these requests are automatically included in the pending requests queue. However, it is possible to configure the system so that requests are sent directly in the "Open" status.
Go to the Settings module > Modules and select Work Requests.
Enable the option "Allow Guest Portal requests to move to open status."
Step by Step: Form Configuration
The configuration of the Guest Portal form is done through the settings menu in Fracttal One. This allows you to define both the content and the structure of the fields that external users will fill out.
Access to the Settings Module
Within Fracttal One, go to the main settings menu and then select the "Settings" option.
Within settings, navigate to the module called "Guest Portal".
Viewing the Public URL of the Portal
Once in the module, within the Guest Portal settings tab, you will be able to see the public URL assigned to your portal. This link should be shared with external users so they can access and create requests.
Defining the Header Text
In this same settings section, you will find a field to define the text that will appear in the header of the Guest Portal.
Recommendation: Use clear and concise text that describes the purpose of the portal for the user. Example: "Maintenance Request Portal [Your Company Name]".
Configuring the Form Fields
This is the central step of the form customization. Here you can add, edit, and organize the fields that guests will need to complete.
Available Field Types:
Fracttal One offers several types of fields to suit different information needs:
Text: For free-form responses (e.g., detailed descriptions).
Yes/No: For dichotomous questions requiring a binary answer.
Number: For numeric input (e.g., quantities, codes).
List (Dropdown): Allows the user to select an option from a predefined list (e.g., incident type, preset location).
For each field, it is necessary to define the following:
Field Description: Enter a clear and precise description of the type of information expected from the user. This description will act as a guide for the guest.
Required/Optional: Determine if the field is mandatory for submitting the request. Marking a field as required ensures that this key piece of information is always received.
List Options (for "List" type fields): If you select a "List" type field, you must configure the options the user can choose from.
Once you have defined the header and the form fields according to your requirements, be sure to save the changes made in the Guest Portal settings.
After configuring the form, it is highly recommended to:
Access the Guest Portal using the public URL, as if you were an external user.
Create a test request to verify that all fields are displayed correctly, that descriptions are clear, and that required fields function as expected.
Check that the test request appears correctly in the requests module of Fracttal One.