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Summary

A service in the RAY admin portal is set up in its Categories tab. A category groups forms, and a form holds the questions tenants answer, plus settings that decide who can use the form and who handles its submissions. Only users with an Admin role for the service see the Categories tab. See Services for how services are organized.

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Where to find service categories and forms

  • Categories: Services → <service name>, then the Categories tab.
  • Forms: click a category in the Categories tab. The page lists the category’s Forms.
  • A form’s page: click the form in the category’s Forms list.

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Categories tab columns

The Categories tab can be searched by name.

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Category fields

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How to create a service category

  1. Open Services → <service name> and select the Categories tab.
  2. Click Add.
  3. Enter the Name and Description, and optionally the External ID and Image.
  4. Click Save.

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Forms list columns

The Forms list of a category shows:

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Form settings

Form settings are entered when the form is created, and changed later with Edit on the form’s page.

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How to create a form

  1. Open Services → <service name>, select the Categories tab and click the category.
  2. Click Add.
  3. Fill in the form settings, at least Name, Category, Description and Audience.
  4. Click Save. Save stays disabled until the required settings are filled in.
  5. Open the new form from the Forms list and add its questions. See How to add questions to a form.

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Form page

A form’s page shows the form’s name at the top, its Status (Activated or Deactivated, with Activate or Deactivate), and the buttons Edit, Duplicate, Export and Delete. Below are the form’s details (External ID, Category, Description, Statuses, Audience, Viewers, Assignees and Managers) and the list of the form’s questions. External ID and Category can be changed directly on the page; the other settings are changed with Edit.

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How to add questions to a form

  1. Open the form’s page.
  2. Click Add Field. A new question card is added.
  3. Choose the question type, for example Short Text, Long Text, Number, Multiple selection, Date, Time, Date & Time, Location, Photos, Files, Videos, Title or Description.
  4. Enter the Entry Name (the question) in each language, and optionally a Placeholder for Short Text, Long Text and Number questions.
  5. Tick Required if the question must be answered.
  6. For Multiple selection, enter at least two Choices, and tick Allow Multiple to allow several answers. For Photos and Files, set the maximum number of uploads; for Files, also the maximum size per file (5 MB to 50 MB).
  7. Drag question cards by their handle to reorder them, and use the bin button to remove one.
  8. Click Save. All changes to the questions are saved together.
A Title question is a section heading and a Description question is a block of text; neither has Required.

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How to duplicate a form

Click Duplicate on the form’s row in the Forms list, or on the form’s page. A copy of the form, with its questions and settings, is added to the same category. The copy has no External ID.

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How to export and import forms

  • To export, tick one or more forms in the Forms list and choose Export, or click Export on a form’s page. The portal downloads forms-export.zip, with one JSON file per form. Export stays disabled until at least one form is ticked.
  • To import, choose Import in the Forms list, add one or more of those JSON files in the Import Forms dialog, and click Import. A file that is not a valid form shows “Uploaded files do not contain a valid form JSON”.
An imported form has ” - EXPORTED” added to its name, has no External ID, and has no viewers, assignees or managers. Review its settings with Edit after importing.

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How to activate, deactivate or delete a form

  • Click the form’s Status in the Forms list, or on the form’s page, and choose Activate or Deactivate.
  • Click Delete on the form’s row or on the form’s page and confirm.
Categories are activated, deactivated and deleted the same way from the Categories tab.

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Common questions about service forms

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How do I make a form available to only some tenants?

Edit the form and set Audience to Specific Users and Groups, then choose the users and/or groups.

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How do I make sure a supervisor is involved in every request from a form?

Add the supervisor to the form’s Managers (or Assignees or Viewers) in the form settings. They are then added to every submission of that form.

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How do I add my own statuses such as “In progress” or “Waiting for parts”?

Edit the form and add the statuses under the Status list. They become available on submissions that are Acknowledged.

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How do I let tenants reopen a request after it is closed?

Edit the form, tick Allow users to reopen, and set the Reopening Period in days.

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How do I copy a form to another portal?

Export the form from the Forms list, then import the JSON file with Import in the other portal’s Forms list.