Overview
Limble offers several basic and advanced configuration settings to customize your work request portals.
This article covers the advanced work request settings within the Setup Work Requests page and Settings page.
Table of Contents
Configuration Options
For each field within the work request portal, you have 3 configuration options:
“Hide” will hide the field from the work request form
“Show” will show the field in the work request form, but is not required for the requester to fill out
"Show and require work requester to answer” will require the user to fill out a field to submit their request.
Advanced Settings: Setup Work Request Page
Within the advanced work request settings, you have several customization options.
Title, Custom WR Template, & Custom Tags
Title, Custom WR Template, & Custom Tags
"Title" is the text that appears at the top of the work request portal. By default, this is "Submit a Work Request," but can be customized.
"Use Custom WR Template" allows you create a customized work request template that will generate when a work request is submitted. This allows you to put more structure around work requests.
Click on the blue text to customize your WR template.
In the new window, you can bring in information from your work request fields by using {{placeholders}}. The list of available placeholders can be found at the top of the window.
By default, the template includes the work request title, {{name-of-problem}}; the requester's contact information, {{name}}, {{email}}, and {{phone}}; the description of the work request, {{description-of-problem}}; and any picture the requester may include, {{picture}}.
You can make changes to your WR template just as you would with any other task in Limble. Here, you can add additional instructions, associate tools and parts, add custom tags, and configure task settings such as default task priority, estimated time, and task status configuration.
"Tag this request (With a Custom Tag)" allows the requester to tag their request with a custom tag. If this is included in the work request form, the user will choose one of your custom tags from a dropdown menu.
You can change the "Hint" field to change the message to prompt the user to select a tag.
Custom Fields
Custom Fields
Custom fields can be used to gather additional information specific to your organization's needs. You can include up to 3 custom fields in a work request form.
If a custom field is shown, use the "Name" field to tell the user how to fill out the field.
A custom field acts as a text box, so users can enter letters, numbers, or special characters in their response.
Custom Dropdowns
Custom Dropdowns
Similar to custom fields, custom dropdowns can be used to gather information specific to your organization's needs.
These allow you to limit the data set that the user can choose from for more accurate information and better reporting.
Custom dropdowns include several configuration options to make changes to the work request automatically based on the requester's response.
You can include up to 3 custom dropdowns in a work request form.
Configure Settings & Automations
Configure Settings & Automations
You can configure additional settings and automations based on the requester's response.
If you include more than one dropdown in your form, the system will look for the last place a customization has been made to determine WR assignment, priority, due date, and template.
For example:
If the requester's response in dropdown 1 assigns a Manager, and their response in dropdown 2 is the default WR assignment (aka no user or team is selected), the system will assign the request to the Manager.
If the requester's response in dropdown 1 assigns a Manager, and their response in dropdown 2 assigns a Technician, the system will assign the request to the Technician.
Tags will not be overwritten, so any option that includes a tag will add that tag to the request.
To configure these settings, click the cog icon to expand the options.
Expand the sections below to learn more.
Change the Work Request Assignment
Change the Work Request Assignment
"Automatically Assign the WR to:" can be used to assign the work request to a specific user or team if this option is selected.
Click on the blue text to make changes.
Select your desired user or team in the new window and then click "Select" to confirm your choice.
Use a Custom Work Request Template
Use a Custom Work Request Template
"Use Custom WR Template" allows you to create a custom work request template based on the requester's response. Click on the blue text to customize your WR template.
Change the Work Request Due Date
Change the Work Request Due Date
"Due [X] after it is submitted" allows you to set a specific due date based on the requester's response.
By default, the timeframe is days. You can change the timeframe to hours by clicking the blue text.
Then, enter the desired number in the field.
As mentioned, the system will look for the last place a customization was made to determine the due date.
By default, work requests are due the day they are created, shown as "0," unless otherwise changed by a Super User in account settings.
If due dates for other dropdowns have been configured but the last option needs to take precedence, change the setting to be "due [X] hours after it is submitted" so the system recognizes the deliberate selection.
Generate Work Requests from Emails & Send Email Notifications
Generate Work Requests from Emails & Send Email Notifications
You can opt to generate work requests via email by using "Generate Work Requests from an Email." Click "Add Email."
To work properly, the assigned email must end with @task.limblecmms.com, but the "name" can be anything you want. Name the email in the text field.
You can choose to assign a specific user or team when a work request is generated from this email by clicking the blue text under "Automatically Assign the WR to:" and assigning your desired user(s) in the new window.
You can create a custom WR template based on work requests that generate from this email by clicking the blue text under "Use Custom WR Template:" and editing your template in the new window.
You can add more emails by repeating this process.
You can send email notifications to users in and out of Limble when work requests are submitted. Under "Email a Notification when Work is Requested," enter the email(s) of the individuals you want to notify.
To add more than one email, use a semicolon (;) followed by a space to break up the names. For example: rachel@limblecmms.com; rick@limblecmms.com; andrew@limblecmms.com.
(Note: when you send the notification to multiple recipients, all recipients will be able to see the full recipient list.)
You can make changes to the email by clicking the blue text and editing the template in the new window.
Logo & Language
Logo & Language
Add your company logo to the work request portal by clicking the photo button and selecting your icon from your documents.
You can set a default language for the work request portal by choosing one of our supported languages from the dropdown under "Language of Work Request Portal."
Changing the language will only apply to text embedded in Limble - this includes header text, tooltips, and other static elements.
(Note: any text entered manually, by you or the work requester, will not be translated. We recommend using a third party translation software or browser extensions to support translating text that was manually entered into the system.)
Survey Links
Survey Links
Surveys are a great tool to gauge how satisfied requesters are with the work being done by your maintenance team.
You can include a link to a survey you created using software such as Google forms or SurveyMonkey, that will be included in an email to the requester once their work request is complete.
In the "Survey Link Title" field, give the survey a name. In the "Survey Link" field, add the link to your survey.
Advanced Settings: Settings Page
Work request settings on the Settings page can only be configured by Super Users.
For customers with multiple locations, these settings that will apply to all work request portals, including your global portal and location-based portals.
Work Requester Settings
Work Requester Settings
When a requester wants to check their work requests, they will only be able to see their own work requests by default.
You can change this under "When Check Work Requests, Requesters can view..." by selecting "All Work Requests" from the dropdown.
When completing a work request, your technicians can provide completion notes to the requester. By default, completion notes are optional, but can be required if desired. Under "When completing a Work Request, Notes to the Requestor are..." select "Required" from the dropdown.
Similar Work Requests Phrase Detection
Similar Work Requests Phrase Detection
Limble uses natural language processing and machine learning to warn work requesters that another person may have already submitted a work request for the same problem.
You can adjust the sensitivity of this feature by up to 5 phrases. Under "When submitting a Work Request, show similar open Work Requests if they match..." select the desired phrase match count from the dropdown.
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