Webforms are one of many methods of submitting issues with Issuetrak. This method is based on a form being created in a customer-facing application (normally a web site) that interacts with Issuetrak through an Application Programming Interface (API).
This is our main article concerning webforms. We have several others:
- Webforms Requirements - Provides the requirements for utilizing Issuetrak Webforms.
- Webform Limitations - Explains what you can and cannot do with Issuetrak Webforms.
- Issuetrak Webform - Describes what Webforms are, and explains what information customers will need to provide in order to get started.
- Webform Design and Implementation Agreement - The legal document customers must agree to in order to utilize our Webforms.
Know How Your Webform Creates Issues
Your Issuetrak site and your webform are separate entities. As a best practice, it’s important for you to know how these entities are connected. In other words, it’s important for you to know how your webform creates issues in your Issuetrak site.
Your Webform is API-Enabled
- The Submission Method field shows “API” for issues created by your webform.
- You purchased your webform from Issuetrak.
- Your webform is hosted in the Issuetrak domain (issuetrak.com).
- Issues are created instantly on your Issuetrak site.
- Your webform displays the actual issue number for the issue that’s created.
How a Webform Works
When a user fills out a webform, the form connects to your Issuetrak site’s API to create issues in your Issuetrak site. With an API-Enabled Webform, there is a direct connection between your webform and your Issuetrak site. Because of this connection, issues are created instantly on your Issuetrak site. An API-Enabled webform can be coded to display the issue number that’s created in your Issuetrak site.
Best Practices
Information that’s added, changed, or deleted in your Issuetrak site will not be automatically updated on your webform. Your webform will need to be modified separately.
There are several fields that, if modified, can potentially disrupt your web form and prevent it from creating issues. This applies especially if the data from these fields is used within your webform.
The fields include but are not limited to:
- Assets and other Asset Management-related fields
- Issue types / subtypes
- User-Defined Fields
- Issue Forms
- Locations
- Any other fields that receive data from your Webform
Asking Issuetrak for Modifications
Issuetrak’s Professional Services Team can make changes to webforms that they have provided. Modifications will not be covered by the original Scope of Work and will need to be covered under the second Scope of Work with additional charges incurred. Contact your Account Manager for specific information related to your form. If your team created the web form and needs assistance, then our Support, Data Services, and Professional Services teams can work with them to provide information and guidance.
Release Notes
release date: 3.12.2025
Multi-Select UDFs
With the release of Issuetrak 17.3, we have updated our API to work with Multi-Select UDFs. That work results in us being able to include these fields on Webforms.
Task-Associated UDFs
Additionally, we've also engineered Task-Associated UDFs to work in conjunction with Webforms. Thus, it is now possible to make multiple selections on a single field, and have multiple tasks and/or task groups be added to the issue once it has been submitted.
Note: Tasks and task groups, if configured to be added on Webform list UDFs, will be added after the issue is submitted.
QR Codes
Lastly, we've added the ability for our webforms to work with QR codes. This allows information to be pre-populated on webforms by encoding it into the QR codes.
Consider the following scenario:
QR code stickers are placed on the door of each conference room in your building, in case there are adjustments or problems that need to be addressed with building management or IT. If you scan the QR code with your phone, it will launch a webform that is pre-filled with information such as the conference room name, number, and building. You would then fill in the webform with the rest of the information it prompts you for.
Additionally, when you configure your webform to work with QR codes, you can determine whether certain fields are displayed or hidden on the form. Perhaps you want the building name to be hidden. Or maybe you want the conference room number to be prominently displayed.
If you would like to inquire further, or want to explore the possibilities, please reach out to your Account Manager!
release date: 12.18.2024
Authentication
Webforms can now be placed behind your Issuetrak site's login screen, requiring authentication before a webform can be accessed and used to submit issues.
Updated User Matching
We've updated webforms to utilize multiple fields to establish the highest-accuracy match and identify the submitter when they submit an issue via webform. Before today's update, webforms only looked at the UserID field. Now both the UserID field and the email address are being used to establish a match.
Upload Attachments
Webforms now provide the optional ability for users to upload attachments to include with their webform submission.
Support for Technical Issues
If something goes wrong with your webform or your Issuetrak site, contact the Support team directly by submitting an issue here, calling us at 757-213-1351, or by email at support@issuetrak.com. They will work with you to troubleshoot and resolve any issues.
