Giving Someone Limited Access to Work Order & Asset Management | Portal Users

Creating a Portal User

If someone needs limited access to Work Order & Asset Management or in other words doesn't need full access like a regular user, then you can make them a portal user.

Go to Settings > Basic > Users and click "Add User". When filling out the user information make sure to toggle on the "Work Order Portal User?" setting.

Once you click Save at the bottom right side eSPACE will send them a welcome email with a temporary password and ask them to sign in in order to complete their eSPACE account.

• If they want to change their password then they can click on "My Profile" at the top right of their account and do so there.

What Can a Portal User Do

When a portal user logs into Work Order & Asset Management they will have a limited view where they can only request work orders, see the work orders they have submitted and their profile information.

If an admin on the account has enabled "Allow Portal Users To Add Comments?" under Settings > Advanced > General > Work Order Creation, then portal users will see a section where they can add comments to the work order they submit.

• In order to see all the ways a work order request can be customized, read the following:
  • Part 1 | Modifying Work Order Request Template | Display Features
    • "Hide Requested Completion Date on "Add Work Order" form for Portal Users" setting
    • "Require Requested Completion Date on "Add Work Order" form for Portal Users" setting
  • Part 2 | Modifying Work Order Request Template | Work Order Creation
    • "Allow Portal Users To Add Comments?" setting
  • Part 3 | Modifying Work Order Request Template | Work Order Workflow
  • Add Custom User-Defined Fields to Work Order Requests & Equipment Pages
  • Creating Routing Rules to Auto Assigned a Work Order

How a Portal User Submits a Work Order

Depending on how an admin After a portal user submits a work order, they will see a Success message and an option to return to their portal.

How Portal Users Check on Work Orders

A portal user can click on "My Work Orders" at the top right hand side of their account in order to navigate to a page where they can see the status of any work order they submitted.

On that same page they can submit another work order and go to Event Scheduler (if you are a bundled subscriber and they have been given access to Event Scheduler).

How Portal Users Can Coversate on the Work Order

Portal Users can expand any of their work orders, go to the Conversations tab and start a conversation/add a comment for admins, sub-admin, and regular users to see (depending on their permission settings and the service category, department, location and user-assigned on the work order).

After they click "New Conversation" a pop-up box will appear for them to enter the title of their conversation and an initial comment.                          

Once they submit their initial comment, it will take them to the response window.

Here they can submit another comment, add an attachment, or go back to their portal home page/work order list.

Once the portal user submits a comment in a conversation, then the admins, sub-admins, and regular users (depending on uer permissions and fields chosen on the work order) will get an email notification about it as long as they have the "New WO Conversation Comment" email notification enabled under their profile icon/My Notifications/Notification Preferences.

When they click on the email they will see the whole message entered in by the portal user.

They can click on the work order number to then be automatically navigated to the conversation's tab on that particular work order. Once there, they can click "View" to see their comment.

If they need to respond back, they can create another Conversation and add the portal user as the recipient of the conversation.

Once an eSPACE user starts a conversation with the portal user, the two can continue to conversate on that conversation thread until the work order is complete and closed. 

The portal user will see the new conversation under the work order in their portal.

Attachments in the Conversation

If the admin, sub-admins, or regular user has added a file to the conversation, the portal user will see them in the conversation when they click to "View" the conversation inside their work order on their work order portal. 

• In order to view a PDF, the portal user can click on it and then it will open in a browser window where they can zoom in and out and print it.
• In order to view an Excel, the portal user can click on it and then it will be downloaded to their computer for them to open, edit, print...

Changing Someone to a Portal User

To change a current user to a Portal User, go to Settings > Basic > Users, and select the edit button to the right of the user.

Next, go to User Access Permissions and toggle on "Work Order Portal User".

Then check their Location Permissions to make sure they have access to the correct locations.

Remember to click SAVE when finished.