Release Notes On-Premise November 2025

Last Activity Added to User Record

Path: Admin > User Management > Records / Identity Tab

Path: Reports > Report Writer / Identity Tab

Path: Reports > Report Writer / Layout Tab - Add Field

The User / Identity Tab now includes a Last Activity field to show the last time the user was active in the system.

Previously, you had to search through the Session Logs for this information.

If someone logs in at 8:00 and works continuously until 11:10, the Last Activity field shows 11:10. This is the same information found in the Session Log. 

The date is tracked whether the login was to the main application or the WebTMA Mobile application (not WebTMA GO or mobileTMA GO).

This view is also available for Direct Database Connect, writing queries within the application, and report development.

For example, you can create a report in Report Writer to see who is using the system and who is not. Use the Report Form for User to list all active users in your system with the last activity date for each user.

This is the August Voice of the Customer enhancement. We would like to thank Graham Houser at the University of Illinois-Urbana/Champaign for submitting this suggestion. Many clients also voted for this in the UC25 Election for direction. We saw an opportunity to redevelop the feature to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

UFI Budget Codes for Contractors

Path: Organization > Lookups > Vendor Types

A new Budget Code field on the Vendor Types window applies to Credit Account Codes for Contractors. This relates to the UFI module.

The Budget Code only affects Work Orders where a Contractor performed the work and there are Contractor Costs.

When Work Orders are closed and posted for a Contractor with a Vendor Type that has a Budget Code, the charges are shown as credits when exported from UFI.

If the Contractor Type record does not have an assigned Budget Code, no Vendor Credits are exported. The related cell on the exported data file is empty.

As before, Debit charges look to the Budget Code for the Task used on the Work Order. These are set in Lookups > Task Types.

Email Template Enhanced

Path: Admin > Email Settings

or

Path: Organization > Repair Center > Records / Email Settings

The Email Template Entry flyout has been enhanced to show the general recipient of the email.

The new To field is read-only and changes based on the contents of the Transaction Type and Event fields.

In the example, when the Transaction Type is Work Order and the Event is Schedule Tech, the To field indicates the message will be sent to a Technician.

Other combinations follow these rules:

• If the Transaction Type is Approval Routing, show Authorizer.
• If the Transaction Type is Survey Response, show Notification Recipients.
• If the Transaction Type is Work Order and the Event is Schedule Tech, show Technician.
• If the Transaction Type is Work Order and the Event is Schedule Trade, show Trade.

For other combinations, display Requestor.

ContractorHub Email Templates Added

Path: Admin > Email Settings

A ContractorHub Transaction Type is now available for you to create template content.

Your messages can be designed to help the contractor technician understand the work or find the location where work is to be performed.

The following Events are available to create the email content:

• Contractor Tech Assigned
• Contractor Tech Un-Assigned
• Send Contractor Tech Work Order Task Link
• Send Contractor Tech Work Order Task List Link
• Send Refreshed Contractor Task Link

Capital Request Revisions Updated

Path: Transactions > Capital Requests > Capital Request Revisions

The Capital Request Revisions window now automatically populates the Work Elements on the Details Tab.

When you add a new Capital Revision record and select the Capital Request on the Identity Tab, all Work Elements associated with that Request are automatically loaded into the grid on the Details Tab.

Funding can be edited from the Details Tab.

You can add new Work Elements using the Add Work Element link.

SSO Login for Service Request Portal Enhanced

Users that are currently logged in using SSO are no longer routed back to the SSO Login page a second time when they click a Service Request link.

Previously, all users were required to complete the SSO Login page regardless of whether they were logged in.

View Charge Total Added to SRP Search Status Tab

Path: Admin > Form Attributes > Service Request Portal / Searches – Status Tab

The Search form for the Service Request Portal gives you the option to show the individual Work Order charge total.

If you want your client to see charges related to their request, you can use the new Work Order Charge Summary block on the Status Tab. Use Settings to select the columns you want your client to see.

When your client searches for a Request/Work Order you can choose whether they can see relevant Financial Data for their request.

Please note this is the Charge total and not the Cost total since the Charge total can be different from the Cost depending on your use of markups and rate schedules.

Material Requests on SRP

Path: Admin > Form Attributes > Service Request Portal

The Cost in Materials Request for the Service Request Portal now includes the full price charged to your customer of the material used.

If you use a markup on Parts, for example, the requestor sees the amount they are charged, which includes the markup.

More Work Orders Included in Service Request Searches

Path: Admin > Form Attributes > Service Request Portal – Searches Form

Work Orders not connected to a Work Order requisition are now included in the search results.

Other rules still apply. The Work Order number in the Request # or WO # field must be affiliated with the Requestor Email that is entered.

Requestor Connections Added in SRP

Path: Admin > Form Attributes > Service Request Portal–Forms

In the Service Request Portal, you can now manually connect the Requestor Email and/or Requestor Phone to the Requestor Name block. In addition, the Requestor Name or the Requestor block can be connected to the Department.

Previously, the blocks did not accept these connections.

In addition, a new Requestor Set block has been added. This block has the Requestor Name, Requestor Email, and Requestor Phone connections pre-populated.

Requestor Information for SRP Status and Search

Path: Admin > Form Attributes > Service Request Portal

When using the Status and Search pages of the Service Request Portal, the Requestor information is taken from the Work Order if a Work Order is not connected to a Request.

Previously, this information was not included in the Status and Search pages if the Work Order was not connected to a Request.

The following information will be taken from the Work Order is there is no Request:

• Requestor Name
• Requestor Email
• Requestor Phone
• Action Requested

Mass Import Details Available for Import History

Path: Admin > Mass Import / History Tab

You can now see the details of any import listed on the Mass Import / Import History Tab.

The import detail list that appears when you first import data is now available for later review.

Click the import name in the Import List section to open the Import Details window to see a summary and all details of the import.

SFTP imports also show up in the import list and corresponding import details.

This applies to all imports – past and future.

Mass Import Additional Mappings

Path: Admin > Mass Import - Create

You can map your own Excel spreadsheet for import using the new Additional Mappings section.

For those who use text files, these imports are also supported.

The Additional Mappings section is visible in the first step of creating an import.

If your data is already in an Excel format, you can map it and save your mapping settings to reuse in the future.

Text import mappings can also be saved in the same way.

Note: We do not support custom strings or langstrings that have been applied in Admin > Text Management.

Mass Import Now Includes Sub-Types for Locations

Path: Admin > Mass Import / Templates

The Mass Import templates for location windows now accommodate Subtype as well as Type.

The following Templates have the Subtype column:

• Area
• Floor
• Building
• Facility

Email Template Has Scheduled Event for Requestors

Path: Organization > Repair Center > Records / Email Settings  OR   Admin > Email Settings

The Email Template now has a new Event option for Work Order Transaction Type settings. The new option is: Scheduled.

With Scheduled selected on an email template, you can send a notice to the Requestor that the Technician has been scheduled to the Work Order.

The To field displays Requestor when you select Scheduled in the Event field.

New Key Access Report View Added to Database Views

Path: Material > Key Management > Keys / Access Tab

A new view for Keys Access has been added to Database views. The new view is: vrpt_keyAccessLockLocation

This view displays all the Lock information including child keys linked to the main parent Key.

Views are used for reporting for SaaS clients with Direct Database Connect or the Business Intelligence module. On-premise clients are strongly encouraged to use these views for reporting, rather than querying directly against transactional tables.

Click here to see the List of WebTMA7 Database Views in the Knowledge Base.

Query Sorts Can Be Saved Globally by Admins

Path: From any Records page, open the Find panel

A new check box on the Find window allows anyone with an Administrator Role to save the sort setting on any query and make it the global default.

Only those with the Administrator Role can make these changes that are displayed globally and on the Dashboard.

For Administrator Role logins, the Set Current Sort as Global Default check box is enabled.

You can take these steps to set a Sort order:

1. Select a Query Name.
2. Click Find.
3. Click the header to sort the desired column.
4. Mark the Set Current Sort as Global Default check box.

The new sort is reflected on the query for all who view it from the Dashboard or from a module.

The Administrator can also rearrange Display Columns. These are shown on the Dashboard but not the Find grid.

Analytics Dashboard Saved Views

Path: Reports > Analytics

You can now create, edit, save, and delete your Analytics Dashboard views.

Use the buttons to the right of the Saved Dashboard Views field to perform the desired action.

Once you have saved your view, use the drop-down in the Saved Dashboard Views field to select the desired view.

The saved views are only available to the person who created them.

Note the initial window setting now displays dashboards only – not the drill-down or non-dashboard.

Work Order Simple Report with Bar Code

Path: Transactions > Work Order > Records-Action Menu

A new Simple Work Order report is now available for selection – Simple Work Order with Bar Code.

You can now choose which Simple Work Order meets your needs.

The barcode is displayed in the upper left corner of the report.

This is an October Voice of the Customer enhancement. We would like to thank Southern Illinois University-Carbondale for submitting this suggestion. We saw an opportunity to redevelop the page to be more user-friendly in all areas. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients

Notification & Escalation Enhancement

Path: Admin > Notification & Escalation

A WO Charge field has been added to the Notification & Escalation window. Use of this field allows you to filter for Work Orders you want to close.

The field is visible when you choose a Transaction Type of Work Order. Use it to determine the Work Orders you want to close. You can use this field without marking the Close Work Order check box.

By default, the All option is selected but you can also select Chargeable Only and Non-Chargeable Only.

This is an October Voice of the Customer enhancement. We would like to thank the University of Missouri–Columbia for submitting this suggestion. We saw an opportunity to redevelop the page to be more user-friendly in all areas. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

Notification & Escalation Field Name Change

The label Escalate to Work Not Done has been changed to Close Work Order; however, the functionality has not changed.

When you mark this check box, it forces the job to expire when a Work Order meets the established criteria. If the Work Order includes labor lines, it is closed. If no labor has been entered, Work Orders are marked as Work Not Done, and the Work Order is closed.

The rules of this window require an entry on the Email Tab for this action to occur – even if no message is needed.

Re-Export for UI

Path: Transactions > Work Order > Records

Path: Transactions > Request > Request Log

Path: Material > On-hand Adjustments

Path: Accounting > Accounts Payable Invoice > Accounts Payable Invoice

When you use UI to export information, you may have times when you need to export an item again. The option to re-export records has been added for those occasions. Several windows now accommodate the action with a Re-Export link on the Action Menu. Select the link to be able to export the record once more.

Look on the Action Menu of the following windows for the new option:

• Work Order (UI for Work Order Export)
• Request Log (UI for Work Requests)
• On-hand Adjustments (Universal Procurement Interface)
• Accounts Payable Invoice (Universal Accounts Payable Invoice)

GI Inspection Check Group Sequencing Added

Path: Organization > General Inspections > Inspection Check Group

Lines in the Inspection Check Group window can now be re-sorted easily.

Previously, the only way to re-order the list was to remove checks and add them back in the desired order.

A new Sequence column indicates the order and can be changed when you click the Edit button for a line, which automatically opens the Inspection Check Group Sequence flyout where you can enter the value of the desired position. The list re-sorts when you save the page.

Any Inspection Form that uses that Group Check is automatically updated with the new order.

NOTE: This new sort order does NOT apply to existing Work Orders that have already received a list. You can see the results for lists on new Work Orders.

Language Setting Supported on New Interface

Landing Page in Spanish

Path: Admin > Text Management – New UI Forms

The new interface pages in WebTMA, such as the Landing Page, now support language selection.

A default language can be established for your organization from Admin > Client Info window.

You can also select a different language for individual Users from the User record (Admin > User Management > Records). Reminder: When set from the User record, be sure to log out and log in again to see the change.

Your custom labels made in Admin > Text Management / New UI Forms will modify all the new UI pages.

The following new interface pages are affected:

• AI SmartScheduler
• ContractorHub
• Service Request Portal
• Mass Import
• Bill of Materials
• GIS
• Data Subscriptions

Bin Location Column Added to WO Cost Entry-Part Inventory

Path: Transactions > Work Order > Records / Cost Tab-Work Order Cost Entry–Part Inventory (Part/Material flyout opened with ellipsis)

When posting Parts or Material to a Work Order, the Part Inventory flyout has a new column: Bin Location.

The Work Order Cost Entry flyout opens when you click Post Part on the Work Order / Costs Tab.

To see the Part Inventory flyout, click the ellipsis button for the Part/Material field. Most columns on this flyout can be filtered except Image or Serialized.

This is an October Voice of the Customer enhancement. We would like to thank Cencora for submitting this suggestion. We saw an opportunity to redevelop the page to be more user-friendly in all areas. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

Filters Added to Warehouse Part Inventory Tab

Path: Material > Warehouses / Part Inventory Tab

The Warehouses/Part Inventory Tab now has filters added to all columns.

All columns can be filtered in Edit mode.

This is an October Voice of the Customer enhancement. We would like to thank Cencora for submitting this suggestion. We saw an opportunity to redevelop the page to be more user-friendly in all areas. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

Workday Integration

Path: Admin > Workday

A new Workday integration for Account Validation and General Ledger Posting is now available. More integrations will follow in the future. This is an additional module.

If you are a Workday client, this assures you can automate the process to save you time.

This module helps you automatically reconcile between the WebTMA GL and the Workday ledger.

Please contact your account manager for details on acquiring this new module.

Update Owner Button Added to Find Window

Specific users now have the option to change ownership of existing queries for any window.

If the logged in user is the original creator (Owner) or someone who is assigned an Admin Role, they can see and use the Update Owner button.

1. Click the Show the Search Panel button on the navigation panel.
2. Select an existing query.
3. Click the Update Owner button on the panel.
4. Select the new owner.
5. Click Save.

Note: Admin Roles are assigned in User Management, and the Update Owner button is only visible after you select a query.

In many cases, the original Owner is no longer employed by your organization. This button is an easy way to allow an Admin to make changes to queries if needed.