Job Requests enable users to fill out a form online that when submitted will create a job. Job Requests can be made public so the person filling out the form does not have to be a MarketingPilot user.
Job Request Templates
In order to use job requests users must setup a job request template. Job Request templates consist of three different sections: header, requirements, and the confirmation email.
Header: The header consists of several fields:
- Active – Shows if the Job Request template is active or not
- Request Type – Is the name of the template and is what will be displayed to the user to choose.
- Job Status – Defines what the status is on the resulting job
- Company – Defines the company of the resulting job. This field can be left blank; if the user is logged into MarketingPilot the job will be created using the company of the user. If the request is being created via the public link, the user will be asked upon submitting the request for the company that should be used if the contact doesn’t already exist in the MarketingPilot.
- Est. Duration (Days) – Will determine the due date of the resulting job (Today is the start date, if est. duration is 3 days, the due date will be 3 business day from the start date)
- Report Template – Specify a report that will be generated and attached to the confirmation email when a job is created. (This is a custom report and must be mapped to this page in the database to be used)
- Report Folder – Where the report is stored once it is generated. (The default is the job folder, but you can also specify the file folder or subfolder if they are defined)
- Category – Determines which category the Job Request template appears under on the Job Request Menu. (You create the categories under Site – Categories – Job Request Categories)
- Job Template – Allows you to specify a Job Template to use when creating the new job.
- File Folder/Subfolder – Allows you to create a folder and subfolder on the files tab of the resulting job. In the requirements section you can allow users to upload a file, you can also specify one of these folders as the destination for the file.
- File Access – This allows you to set the security of the newly created folder or subfolder for users and/or web portal users. Note: this only changes security for the folder and subfolder only; it will not change the security on the default job folder.
- Created by – Defines the creator of the job if the request was created using the public link.
- Description – The information in the description will appear on the Job Request Menu to the right of the template name.
NOTE: The preview icon in the upper right hand corner of the Job Request Template page will allow you to see what your Job Request form will look like without making the user leave the Job Request Template page.
In this section you can define what the user sees when filling out a job request. By default you will see the Contact information section and User Defined Fields section (only if you have Job UDFs that have been activated) in this section. You can arrange these fields to appear in any order by dragging and dropping them. If there are fields in the Contact Information or User Defined Field that you would like to exclude, you can select those fields and delete them, or remove the check from the active checkbox on the right. If you choose to remove fields from the Contact Information or User Defined Fields sections, you can use the show all icon to show the fields you have deactivated. NOTE: The Contact Information fields will only appear on a job request that is being submitted publicly, if a job request is being created within the application the current users contact information is used.
The information collected from the User Defined Fields will populate the User Defined Fields in the resulting job. The information from the Contact Information section will be used to create a new client contact if the email address entered doesn’t match a current contact record. If the email address already exists in the database, the information will not update the existing contact record.
NOTE: All data gathered on a job request will appear in the specifications of the newly created job.
You can create a new group by defining it in the group field in the New Requirement window, if you don’t enter a group name, it will be added to the (No Group) section. By default the requirements without a group are at the top of the job request. If you want to move a field from the contact information or user defined fields sections, you can click on that field name and change the group name in that window.
- Making a Field Required – By default the Contact Information fields are required. If you wish to change a field’s required status, you can click on the field you’d like to change and check or uncheck the required checkbox. NOTE: If a field is marked as required and the user does not enter data, the request will not be submitted and a list of the fields that are missing will be listed at the top of the form.
- Adding Additional Fields – There are 14 types of fields that can be added to a job request template. In order to add a field to the requirements section you click on the new icon. In the window you can control the group in which the field will appear, if the field is required, the name of the field, what type of field it is, and a description of the field. By default the Required and Active fields are checked. TIP: For easier navigation in the requirements section you can collapse the groups and double click on a specific group to expand it by using the expand and collapse icons in the requirements header.
- Checkbox – This is a true/false field, if marked Required, the box needs to be checked to be valid.
- Contact – This field allows the requestor to choose a contact for a specific team role. When adding this field you will be required to select the team role that will be used for that contact on the team tab of the new job. NOTE: Job requestors will be able to select any contact in the system.
- Currency – Holds numeric values in a currency format. If the site is multi-currency, it allows the user to define which currency it is.
- Date – Holds date information
- Download File – Allows the user to download a file such as instructions or information that you want the user to have.
- Job Title – Allows the user to determine what the resulting job name is. If this field isn’t used, the job is given the Job Request Templates name.
- Multi-Line Text – Allows users to enter multiple lines of text into the Job Request.
- Need by Date – This allows the user to enter a date in which they need their request processed by. If you have a value in the Est. Duration field, you will see the estimated completion date to the right of this field. If the user enters a date prior to the estimated completion date, they will receive a warning and can continue with the request, or cancel and go back to the request to change date.
- Number – Holds numeric values.
- Product – This field allows requestors to choose a product to attach to the job. When setting this field up you are able to select a default product. You can also lock that product so no other products can be added and the selected product cannot be removed. NOTE: Job requestors may be able to select any product in the system.
- Text – Allows requestors to enter one line of text.
- Type – Allows requestors to specify the type of request, this field is either single select or multi-select. During setup you can define if the field is single select or multi-select. When setting this field up you also determine the items that will appear in the list.
- Upload File – Allows requestors to upload files. When setting this field up, you can choose which folder to store the file under if you had defined a File folder/subfolder in the header.
- Use Job as Template – Allows requestors to use an existing job to fill in information on the job request. Information is pulled in from the user defined fields, as well as the contact field (if they exist on the job), the job title, and products (if they exist on the job). NOTE: When this field is added to a Job Request an additional option appears on active UDFs: ‘Use Job as Template’. This box is checked by default, but can be removed. When removed that field will not be populated from the Job you are using as a Template.
A confirmation email is sent to the requestors email address upon the request being submitted, it is sent from the site’s default email address.
- Standard – The format of the standard confirmation email subject is: ‘Job Request Confirmed – <Request Name> – Job Code: <Job Code>’
- Text – This option enables the users to specify a text-only email subject line. (The email subject line cannot be longer than 250 characters).
- Custom Type 1 – This is a custom subject line that is in the following format: ‘Custom Type 1: <User 8 (Text)> – <Job Title> – Review # <User 2 (Numeric)>’. If you have an enterprise license you can label “Custom Type 1”, “Review”, and “#”.
The information placed in the body field will be displayed at the top of the confirmation email. Following the body is a table that lists all the information specified on the job request giving the requestor a snapshot of the information they entered on the job request.
Attaching a file to a Job Request
Using the Report Template option from the header section you can attach a report to a Job Request confirmation email. When this option is used the report is converted to PDF and attached to the job that was created. By default, the report is attached to the job in the job’s default folder. You can specify the folder you would like the report to be placed in if you have created a file folder or subfolder. This is controlled by the selection in the Report Folder in the header of the Job Request. NOTE: There is not a “standard” MarketingPilot report for job request confirmation. The drop down menu will not contain any options if a custom Job Request Confirmation report hasn’t been created.
**In order to see this section the site must have an Enterprise license and all of the following UDFs active: 10, 23, 38,40, or 41. This section allows the user to define multiple Job Templates to be used based on specific criteria. There are two options when using this section: #1 Use the Default Job Template for all Requests and #2 Use the Default Job Template for all Requests that don’t match Criteria. NOTE: If both boxes are checked, the Default Job Template will be used for all requests.
Rules are processed from top to bottom, if a Job Request meets all the criteria in the rule, then the Job Template specified will be used, if not, it will proceed to the next rule set. If it isn’t specified to use the default Job Template if the Job Request doesn’t match the criteria and the Request doesn’t meet one of the rules, the Requestor will receive the following error ‘The Job Request form cannot be used for these Requirements. Select a different Job Request form and try again, or contact the Administrator.’
Job Request Menu
The Job Request Menu is the page in which all the Job Request Templates are listed. You will see Job Request Templates that do not have a category listed first, and then you will see the different categories. NOTE: When creating the Job Request Categories, you can upload a picture that will be shown on the Job Request Menu as well.
In order to allow public access to the job request menu, you must enable that option. To enable public job requests, click on Site, then in the Job Requests Section, check the Public Requests check box. The URL for access the public Job Request Menu is: http://<Your site URL>/JobRequests/ViewJobRequestMenu.aspx, for example: http://marketingpilot.com/JobRequests/ViewJobRequestMenu.aspx
Additional Setup Options
Job Requests also have additional functions that can be setup outside of the Job Request Template.
Site – Jobs & Components
- Job Request Header – Allows the user to place text on the header of the Job Request Menu.
- Job Request Footer – Allows the user to place text on the footer of the Job Request Menu.
Custom Request Processing – When enabled, the Requestor will not be able to create a job using the Job Request unless certain criteria are met. The custom rule is: Do not create Jobs from Job Requests that have the same values for User 2 (Numeric), User 8 (Text), and User 9 (Category) as those that already exist except for Jobs that are cancelled, have User 38 (CheckBox) checked, or User 9 (Category) set to: <Option>.
Custom Use Job As Template Processing – When the option to ‘Restrict users from using Jobs without a User 16 (Date)’ is checked, a Requestors will only see jobs in the Use Job as Template field that have a value in User 16 (Date). If that date isn’t populated, the job will not appear in the list.