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Services in Elementum add user-facing request intake and self-service to Apps and Tasks. When Services are enabled on an App or Task, external or internal users can submit requests through a portal or form; those submissions create or update records in that App or Task and can drive automations and downstream workflows. Services can only be enabled for Apps and Tasks—they are not a separate object type.

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Services Key Features

Services provide request intake and self-service capabilities with the following features:
  • User-facing portals — Internal or external users submit requests through a dedicated portal or form, without needing access to the full app where work is tracked.
  • Submission-driven workflows — Submissions create or update records in the App or Task and can trigger automations that update other records, send notifications, or assign work, so intake and execution stay connected.
  • Standardized intake — Layouts and Create Form Builder let you control which fields are required and how requests are structured, keeping intake data consistent.
  • Self-service — Requesters can submit and, when configured, track status without routing every request through a central team.
  • Stages and layouts — The App or Task keeps its existing stage and layout model; you define the path (e.g., Submitted, Under Review, Fulfilled) and which fields appear at each step for both internal users and requesters.
  • Integration with automations and approvals — Connect Services to notifications, approval processes, and data access so submissions flow into your existing workflows and permissions.
Services are a capability on Apps and Tasks. Access to records in the App or Task (including submissions via the Service) is controlled via data access and roles and permissions.

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Example Use Cases

  • IT help desk portal — users submit tickets that become App records for tracking and resolution
  • Employee onboarding requests — new hires request equipment or access; submissions create onboarding App records
  • Customer support ticket system — customers submit issues that generate cases in an App
  • Equipment or resource request portal — requests flow into an App for approval and fulfillment

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Core Concepts

When Services are enabled on an App or Task, it uses the same stage and layout model:
  • Stages define the path a request follows (e.g., Submitted, Under Review, Fulfilled).
  • Layouts define which fields and components appear at each stage.
  • You can show different fields or components per stage so the experience matches where the request is in the process.
When users submit requests through the Service (on an App or Task), those submissions create or update records in that App or Task:
  • Triggers (e.g., record created or stage changed) can fire automations that send notifications, create or update other records, or assign tasks.
  • Your team works in the App or Task as usual; the Service provides the requesters’ entry point (portal or form).
Services are often paired with Create Form Builder or custom forms so requesters see a guided, standardized form instead of the full record layout. Configure which fields are required and how submissions are validated to keep intake data consistent.

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Enabling Services on an App or Task

Services can only be enabled for Apps and Tasks. To turn on the Service experience for an existing App or Task:
  1. Open the App or Task where you want to enable Services.
  2. Click App Details or Task Details.
  3. Click Set Status Required over the Services section. This is only required if you have not configured statuses in the Record Details Layout.
  4. Adjust the Services Settings:
    • Show in Services — Toggle on to allow submissions to be created from the Services feature in Elementum.
    • Open Status — Automatic status when the request is submitted.
    • Closed Status — Select the status that aligns best with a closed state.
After Services settings are enabled in your App or Task details, records can now be created by customers or your team without access to the app.

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Automations and Services

When Services are enabled on an App or Task, automations run on the same records (submissions create or update records in that App or Task):
  • Create or update records when a submission is created or the record reaches a stage (e.g., “Submitted”).
  • Update records when approvals complete, when tasks are done, or when data in related records changes.
  • Send notifications to requesters or internal teams when a request is received or its status changes.
  • Create Tasks and assign them from submissions so work is tracked in the App or Task.
Service accounts and agents that create or update records in the App or Task need the appropriate roles and permissions. Use service accounts for automated actions and ensure their roles grant access to the App or Task and any related data.
  • Best Practices – When to use Services vs. Apps vs. Tasks
  • Build an App – Create Apps and enable Services for request intake
  • Tasks – Create Tasks and enable Services for request intake
  • Layouts – Design stages and field layout for the App or Task
  • Create Form Builder – Build forms for request submission
  • Automation System – Trigger and actions for submission-driven flows
  • Data Access – Control who can see and manage records in the App or Task