Release Notes On-Premise March 2026

VOC - AI-Driven Work Request Automation

Path: Client Info / Inbound Emails Tab

Path: Transactions > Request > Request Log

If you have the additional Integration Suite module, you have the option to set up a standard “maintenance” email address for Requests. WebTMA can convert the message from this email address into a record in the Request Log window and optionally use AI to enhance the request record.

The process involves a certain amount of setup in Client Info using the new Inbound Emails Tab. This Tab is only visible if you have the additional Integration Suite module.

You can inform your Requestors of the new email address. If details about the Requestor are in User Management > Requestors, that information such as location and phone number are automatically inserted in a new AI generated Request Log record.

The requestor’s message is included in the Action Requested field, and if you choose, AI suggests a Task Code based on the content of the message.

Fields that contain information suggested by AI are indicated by this icon .

NOTE: A separate document will be available for details on the full setup.

This is the January Voice of the Customer enhancement. It was presented in the Election for Direction during UC 2025. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

VOC - Mass Import Technician Template

Path: Admin > Mass Import / Templates

A new Technician Template has been added to Mass Import.

You now have the opportunity to save time by importing new or updated Technician information such as Charge Rate, Repair Centers, and many other fields.

Currently, only one Trade is imported; however, that will change soon.

This is the February Voice of the Customer enhancement. It was a feature request from the WebTMA Knowledgebase Community and had several up votes. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

VOC - Requestor Information Retained on WO Copy

Path: Transactions > Work Order > Records

When you copy a Work Order, you now have the option to retain the Requestor fields (name, phone, email) information.

Previously, when you clicked Copy on the WebTMA toolbar, the contents of the Requestor fields were not carried over to the copied record.

With this release, a prompt asks if you wish to retain the original Requestor information. Click OK to keep the information, Cancel to remove it.

Some clients prefer to keep the original Requestor, but others do not. This is another way WebTMA continues to give all our clients options to maintain their individual workflow process.

This is a March Voice of the Customer enhancement. It is a feature requested by Dallas College in the WebTMA Community. We saw an opportunity to redevelop the page to be more user-friendly. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

VOC - New OHA Query Column 'Part Total Cost'

Path: Material > On-hand Adjustments-Find

A new column selection, Part Total Cost, has been added to the Find flyout for the On-Hand Adjustments window.

The new column is calculated as:

       Unit Cost x Quantity = Part Total Cost

While the information has been available in a standard report, this new column gives you immediate information about the total cost impact of any adjustments, and it can be used to display statistics on the Dashboard.

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

VOC - StarRez Integration Notification Configuration

Path: Admin > Client Info / Preferences

If you use the StarRez interface to submit requests to WebTMA, you can elect to notify the requestor when StarRez requests are updated.

If you Grant Send Email Notifications in Client Info / Preferences, WebTMA sends notifications to your customers that submitted the request.

We know not all clients want this as the default, so we made it a Client Info / Preference. By default, the setting is Denied which was the previous behavior in WebTMA 7. If you want to use it, be sure it is Granted.

Customers that submitted a request from the StarRez Portal will receive the same notifications that have been configured in your WebTMA application. 

NOTE: If you use our API Platform, you can set the Notify Me feature there instead. In the API call, you can update how you call the StarRez Integration API and include the NotifyMe parameter in the payload.

This is a March Voice of the Customer enhancement. We would like to thank George Fox University, the University of San Diego, the University of Louisiana at Lafayette, and others for submitting this suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.

Central Location for Favorite Saved Queries

Path: Any Window > Browse Panel

You now have a way to mark as Favorite any of your saved queries and view a list of Favorite queries rather than scrolling through the individual Browse windows.

The process of marking a query as a Favorite is like marking other records as favorites.

On the Browse Panel window, select the query and click the Star icon. Favorite queries are then identified by a solid blue icon .

Path: Reports > Browse Queries

You can also use the Bookmark icon on the new Reports > Browse Queries window (described in the next topic) to mark a selected query as a Favorite. NOTE: The User’s record must be updated from Admin > User Management > Records / Window Access Tab to see this new window.

You can see the list of your favorite Browse Queries in the Navigation Panel Favorites section where they can also be deleted like other favorites. The list is also visible from the Landing Page using the drop-down menu of the Favorites icon.

Path: Navigation Pane > Favorites Section

Path: Landing Page and Browse Queries

When you click a Favorite query in the list, it automatically opens in the new UI.

This is the December Voice of the Customer enhancement. We would like to thank the University of Northern Colorado 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.

New Window for Browse Queries

Path: Reports > Report Manager

The Browse Queries window is available to select and view results for all queries in one place. It also allows you to see a list of Favorite queries (see previous topic).

To see this option on the Reports > Report Manager menu, the User’s record must be updated from Admin > User Management > Records / Window Access Tab.

Simply select a Form, and the queries created for that window are available for selection in the Query field. When you choose a query, the results are immediately displayed. 

In addition to reviewing all queries, you have the option to mark or remove a query as Favorite using the Bookmark icon when you have selected a query to view.

  = Not Favorite

       = Favorite

The Favorites drop-down menu is also available on this window.

You can also hide the Favorite Browse Queries list everywhere. Click the Star  icon to hide the Favorites Browse Queries on the Favorites drop-down menu on this window, the Landing Page, and on the Navigation Panel Favorites section.

The Favorite status is not deleted. This toggle feature merely hides the access. To unhide the feature, click the Star once more.

When you click to hide, you are alerted with the notice below.

Browse Queries Window Now Has Print and Export

Path: Reports > Browse Queries

The central location for finding all your saved queries, the Browse Queries window, now has Print and Export capability.

Frequently, you need to send your query information to others. Being able to print or export all or part of a query gives you the convenience of looking through all system queries from a central location and printing or exporting whatever you need to anyone, anywhere.

Currently, the Print option is only available on the Work Order Form and returns the standard Work Order Report, but it will be available for others in time.

When you have selected a Form and Query, the resulting list includes Print and Export buttons at the top right of the page.

The Export button gives you the option to download a page or all pages to an Excel spreadsheet where you can review and manipulate the results.

On the Work Order Form, click the Print button to see check boxes for each row, and the Print button changes to Submit. Select the desired lines and click Submit to download a .pdf file of a Work Order Report.

AI SmartScheduler Task Filter Updated

Path: Transactions > Time Manager > AI SmartScheduler

The Task display on the AI SmartScheduler dialog has been revised.

Tasks are now grouped based on the Task Code and can be filtered by Work Order Type.

They can also be filtered by Location: Facility, Building, and Floor only.

AI SmartScheduler Allows Manual Scheduling of No-Trade Tasks

Path: Transactions > Time Manager > AI SmartScheduler

You can now manually schedule Tasks that do not have a Trade assigned.

Tasks without a trade are identified with a different color. If a no-Trade Task has been previously scheduled, it is removed from the schedule and put in the hopper.

You can now run the AI SmartScheduler regardless of whether a selected Task has a Trade or not.

WO Location Information in SRP for Status and Search

Path: Admin > Form Attributes > Service Request Portal

When using the Status and Search pages of the Service Request Portal, the Location information is taken from the Work Order if the 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.

Automatic Department Links for SRP

Path: Admin > Form Attributes > Service Request Portal

When records are associated with a Department, the Department field automatically populates on the Request record.

The hierarchy is as follows:

       Building -> Department

      Requestor -> Department

RRule Now Supports "By Month" Selection

The RRule repeating pattern for recurring events such as PMs now gives you several configurations that allow you to specify specific months for your selected interval.

This allows you, for example, to select Every 1 Month but choose only the months that apply rather than all months. You can also specify certain days of the month.

You can use the same process for weekly, daily, and yearly.

Warehouse API Endpoints Added

Endpoints for Warehouses in WebTMA have been added to Swagger.

These are now available in the Swagger WebTMA Platform API.

These new APIs are fully described in our Swagger documentation.

New Fuel Budget Code

Path: Organization > Lookups > Fuel Types

A new Budget Code field on the Fuel Types window applies to Credit Accounts for the Fuel & Oil window.

This applies to Credit Accounts and is set up in Lookups > Fuel Types.

The Budget Code field on the Fuel & Oil window applies to Debit Accounts.

Lease Management Search and Query Selections Added

Path: Organization > Lease Management > Records

New selections have been added to the drop-down list for Lease Management queries.

The searchable and reportable list now includes the following sections from the Identity Tab and their related columns:

• Brokers
• Amendments
• Appraisals
• Estimates
• Tax
• Responsibilities
• Punch List

In addition, Schedule information from the Schedules Tab is available.

Lease Number Field Added to Work Order

Path: Transactions > Work Order > Records / Identity Tab–More Information Section

When you generate a Work Order from the Punch List section of Lease Management records, the Work Order window now includes a Lease Number field.

Since the additional Lease Management module includes a Punch List where you can generate a Work Order if needed, this helps you identify the source of the Work Order.

This is like Requests and Projects, that are also indicated as the source of a Work Order when applicable.

Custodial Point Request Details Added

Path: Transactions > Request > Request Log

When you create a Point request from the Custodial Inspection window, additional information is now included in the Request record.

In the Action Requested field, you can now see the following information:

• Custodial Inspection #
• Inspection Code
• Inspector
• Custodial Deficiency
• Inspection Quantity
• Rating Description
• Rating Score
• Comments

In addition, any Linked Documents are added to the Linked Documents section of the Navigation panel.

Fiscal Year Added to Utility Ticket Window

Path: Organization > Utility > Utility Ticket / Identity Tab

The Fiscal Year field has been added to the Utility Ticket window.

You can enter the year of your choice.

NOTE: This field was available in a previous version of the application.

Progress on Database Views in Knowledge Base

Mass Import for MWI Now has GIS Fields

Columns added to the Templates listed below

Several Mass Import Templates now include GIS-related fields for maintenance-worthy items (MWI).

Importing this information allows you to use the information with TMA’s internal GIS map and MapIt! function.

The GIS fields are:

• GIS Id
• Latitude
• Longitude

The fields have been added to the following Templates:

• Area
• Asset
• Building
• Equipment
• Floor

In addition, the Area Template now includes Area Function.

Report Writer New Form - Purchase Order Items

Path: Reports > Report Writer / Identity Tab

been added to the Report Writer window.

This Form was added to allow you to report on distributions for Purchase Order items so you can see what distributions are connected to the items.

If you have previously wanted to include these items in your Purchase Order reports, this Form gives you the resource to do that.

The new Form groups PO Item numbers in your report.

Service Vendor Field Added to Equipment Search

Path: Organization > Equipment > Record-Find

Service Vendor is now available for queries and column selections for Equipment search and browse actions.

This is a free-form text field in the Contact Information Section of the Equipment / Identity Tab.

If you use it to identify the Service Vendor by name, phone, or other detail, you can easily search and query the field.

NOTE: Your WebTMA Administrator has the option to include the Service Vendor field.

Building Work Orders Tab Enhanced

Path: Organization > Building > Building–Work Orders

We have enhanced the Building / Work Order Tab to include child locations. You now have a wholistic view of all work orders affiliated with the Building.

Work Orders for Areas and Floors that are associated with a Building are now visible on the Building / Work Orders Tab.

Work Orders written for Areas or Floors within the Building are displayed on both the Areas / Work Orders Tab and the Building / Work Orders Tab.

Work Orders for related Areas, Floors, and Buildings are reflected on the Facility record as well.

Technician Mass Import Now Supports Multiple Trades

Path: Admin > Mass Import / Templates

The new Technician Template for Mass Import now supports importing multiple Trades for Technicians.

This new feature allows you to save time by importing new or updated information about your Technicians such as multiple Trades and multiple Repair Centers.

Using this feature, you can easily update charge rates, reclassify your Technicians, or add new employees with a single import.

When you have multiple Trades or Repair Centers, separate the entries using the vertical bar or pipe (|) with no spaces between entries.

Mass Import - Equipment and Vehicles Have New Fields and URL

Path: Mass Import / Templates

The Mass Import Templates for Equipment and Vehicles now include an option for Linked Document URLs and several more fields.

The template allows you to enter URLs in the template and supports www.google.com, https://www.google.com, or the pipe (|) to separate multiple URL entries.

Having these new fields and the Linked Document URL allows for more accuracy and saves you time and keystrokes.

Here is a list of the new fields:

WO Show Audit History Includes Cost Events from Quick Post

Path: Transactions > Work Order > Records / Action Menu-Show Audit History

The Show Audit History on the Work Order Action Menu now includes cost entries that are made from Quick Post windows.

Details:

We expanded the Work Order - Show Audit History window to include information from Quick Post Cost, Time & Labor, and Other. You no longer have to track down information from several sources. Now you can see it in one place.

With this enhancement, you can see cost entries made from the Work Order / Costs Tab, the Quick Post windows listed above, and from the new WebTMA mobile application.

NOTE: Quick Post Materials will be a quick follow.

One Signature for Multiple Key Adjustments

Path: Material > Key Management > Key Adjustments–8 Issue Key

Path: Material > Key Management > Key Holder / History Tab

When you make adjustments to several keys for one person, you can select all key lines and the person only has to sign once.

The convenience and time saved by this feature is substantial. For example, when Technicians pick up several keys at one time, they only have to sign once instead of individually for each key.

Once the signature is added, the signature icon for each selected line has a different background color before the record is saved. You can click the icon to view the signature.

After the record is saved, the signature icon has a white background and can also be clicked to see the signature, but it cannot be changed.

NOTE: The signature carries over to the Key Holder / History Tab.

Deactivation Change for Certain Records

Default information used for Corrective Work Orders for Master Checks or General Inspections now prevents you from deactivating certain records until those records are amended. If you clear the Active check box on the records, you are alerted that the action is not permitted.

This change applies to the following records:

• Priorities (Lookups)
• Work Order Types (Lookups)
• Repair Center
• Task
• Trade

For records included in one of the Corrective Work Orders processes (Master Checks or General Inspections), an attempt to deactivate the record results in an alert, and you are unable to deactivate the record.

We want to assure that defaults for these processes do not interfere with completing work requests from the new WebTMA mobile application.

Note that, if the record is no longer a default for Master Checks or General Inspections, it can be deactivated.

Client Info Fiscal Year Preferences Options Added for Utilities

Path: Admin > Client Info / Preferences

If you use the Utilities additional module, you can now add a Fiscal Year Description and include Fiscal Year Placeholders for the description of the Fiscal Year.

This functionality augments the Starting Month and Starting day of the Fiscal Year already in place. For now, this only applies to the Utilities module.

As illustrated in the following topic, the Fiscal Year field on the Utility Ticket window is autocompleted when you create a new record. It is based on these Fiscal Year settings.

The new fields give you more flexibility in the date format. Use the  plus button to add Placeholder selections similar to using keywords in Email settings. Enter text in the Fiscal Year Description field followed by your desired Placeholder selection. See examples below.

Here are the abbreviations you can add from the Placeholders to the Description.

• {ys4} - year start with 4 digits: 2026
• {ys2} - year start with 2 digits: 26
• {ye4} - year end with 4 digits: 2027
• {ye2} - year end with 2 digits: 27
• {ms} - month start with 2 digits: 02
• {me} - month end with 2 digits: 01

Examples of description text entries:

• FY{ye4} - FY2027

• FY-{ys2}-{ms} - FY-26-02

   

Utility Ticket Fiscal Year Auto-Completion Added

Path: Organization > Utility > Utility Ticket / Identity Tab

The Fiscal Year field added to the Utility Ticket window is now completed automatically.

When you enter the Billing End Date on a new Utility Ticket record, the Fiscal Year field is auto-populated based on the settings made by your WebTMA system administrator in Admin > Client Info / Preferences as described in the previous topic.

Having a Fiscal Year identified is helpful in tracking your Utility records and when creating reports.

API - OHA Endpoint for PO 

An On-Hand Adjustment for Purchase Order Receipts now has a GET API endpoint added to the API Platform.

You can use this endpoint to allow your external ERP software to call for Purchase Order received.

This feature is valuable to assure accuracy and save time.

WO Show Audit History Now Shows Quick Post Part/Material Costs

Path: Transactions > Work Order > Records / Action Menu-Show Audit History

The Show Audit History on the Work Order Action Menu now includes Part cost entries that are made from Quick Post windows.

We have now expanded the Work Order - Show Audit History window to include information from Quick Post Cost and Quick Post Material. With this enhancement, you can now see Parts and Materials entered from Quick Post.

You no longer have to track down information from several sources. Now you can see it in one place.

With this enhancement, you can see cost entries on the Audit History window that originated from the Work Order / Costs Tab, specific Quick Post windows, and from the new WebTMA mobile application.

ECRI Integration

If your medical facility subscribes to the UMDNS™ data provided by ECRI, you can select the items you use and have them available in the WebTMA database.

This additional module applies only if you have also purchased UMDNS standard nomenclature and computer coding data from ECRI.

Setup includes creating records in Lookups > Device Types.

In addition, records are required for the product manufacturers in Organization > Vendors.

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