A public form allows, for example, your customer to report a fault with a device, or Spot, without logging in to Spotilla. You can use your organisation’s default form or create separate forms for different service request categories and targets. Managing forms requires administrator permissions.

Default form or separate form?

The Finnish address of the default form is your organisation’s Spotilla address followed by /tiketti. Its category selector includes service request categories that are in use and have Used on public form selected. The folder-specific Spot selections described in this guide are not configured for the default form.

A separately created form has its own address, an optional password, and its own category and folder selections. Its categories are determined by the form’s own rows: the Used on public form selection is not required. The category must also be in use on a separate form.

Check the shared settings

In the browser, open Service requests → Service request settings and select the Settings tab. Check the following settings and save your changes using the tab’s save button.

  • Service request feature in use allows all public forms to be opened and requests to be submitted. Clearing this selection also blocks separate forms, regardless of their own status.
  • Disable default public form prevents the default form from being used. It does not close separately created forms.
  • Title of the public form and Custom logo for the public form are shared by all forms. Add a logo using the file selection button next to it.

Create a separate form

Select the Public forms tab on the same settings page, then select Create new public form at the top.

  1. Fill in Address of the form. Enter a unique address suffix in this field, rather than the full web address. Allowed characters are A–Z, a–z, numbers and underscores. Spaces, accented letters and other special characters are not allowed. Letters are converted to lowercase when saved. The names onnistui, new, create and success are not accepted.
  2. Select the Status. The default is In use. Not in use prevents the form from being opened normally but retains its settings so it can be enabled later.
  3. If needed, enter a Description to help administrators identify the form. It appears in the form management list and does not replace the shared title or service request category description displayed on the public page.
  4. If you wish, set a Password. Leaving the field empty means that anyone who knows the address can open the form and submit a request without a password. On a password-protected form, the password is entered before the form is displayed.

Select service request categories and the Spots to offer

In the create or edit form, open the Displaying Service request categories and Spots on a public form section. Select one or more service request categories for a row and, if needed, the folders whose Spots will be available for selection. Use the Add new row button to add different selection criteria.

A row’s folder selection applies to all categories selected on that row. For example, if fault reports and cleaning requests need different targets, configure them on separate rows. Every row you keep must have a category, and the form must retain at least one category. Selecting a folder is optional: an empty folder selection does not offer all of the organisation’s Spots.

Group all the folders needed for the same category on a single row. If a category appears on several rows, the target search uses the first matching row and does not combine folders from different rows.

Under a selected parent folder, the form offers Spots from leaf folders in the subfolder structure, meaning folders that have no subfolders. The Spot search excludes the Disabled status. Spots with the Inactive or Faulty status may therefore also appear. Changes to the folder structure, Spot locations and statuses may change the targets offered.

Remove an unnecessary configuration row using the trash icon on its right-hand side, then save the change.

Check category-specific information and handlers

Select the Service request categories tab on the settings page and open a category for editing using the pencil icon on its row. Check the category’s Description, Additional fields and their Required field selections. The category description guides the reporter on the public form, and required additional information must be filled in when creating a request.

Also check Selecting a Spot is a required field. Requiring a Spot means the reporter must be able to specify the target; pay particular attention to the folder selections on a separate form. Requiring a Spot cannot be combined with the Used on public form selection intended for the default form.

In the category’s Settings section, you can hide the tag surface number field or change its label. If you use the field, give the reporter clear instructions on which identifier visible on the device to enter. See service request categories and additional fields.

Check who can see and handle incoming requests in the browser and, if needed, on mobile. The existence of a form or its public use does not give the organisation’s users permission to handle requests. Assign appropriate handler roles to the category; check browser and mobile visibility separately. See service request visibility and permissions.

Save, test and share the address

Save the new form using the Create new public form button at the bottom. Then open the form from the management list by clicking its address name or the pencil icon on its row. The actual public address link is in the edit form that opens. Clicking the address name in the list therefore opens the settings.

Open the public address in a private browser window without logging in to Spotilla. Check the title, logo and any password. Go through every service request category and make sure its instructions, additional information and the options in the Choose target field match the intended use.

Submit an identifiable test request and wait for the submission success message. Then log in with the intended handler’s account and verify that the request can be found, its category, Spot and additional information are correct, and the handler can perform the necessary actions. If requests are handled on Android or iOS, also check visibility using the intended mobile user’s account. Testing the apps’ own service request creation view does not replace testing the public address. See submitting a service request using a public form.

Share the address and, if needed, the password with reporters only after completing these checks.

Change or delete a form

Open the form’s settings from the management list using its address name or pencil icon, make your changes and select Save. If you change the address suffix, share the new link and update old links and any embedded forms.

To close the form temporarily, use the Not in use status. To delete the form completely, click the trash icon on its row in the management list and confirm the deletion. Deleting the form removes its settings and its category and folder associations. It does not delete service requests that have already been saved.