Logging Incidents

SummitAI Service Management Help

What is an Incident?

As per ITIL V3, an Incident is an unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Failure of a Configuration Item (CI) that has not yet impacted service is also an Incident. For example, unable to send mails using MS Outlook, slow systems, virus attack in the organization network, etc. You can log Incidents using the web application, mobile app (android and IOS), CINDE (Conversational Interface and Decisioning Engine), e-mail, and web services.

Various Ways to Log Incidents

An Analyst can also log an Incident on your behalf.
If the Mail to Incident option is enabled by the Administrator, when you send an e-mail with your issue to the Support team (team handling your organization's IT issues) from a configured e-mail id, an Incident is automatically logged for you. The Administrators can configure up to four such e-mail ids. The mail that you send is attached to the Incident automatically.
When you send a voice mail, an Incident is logged for you. The web services are used to integrate voice/IVR to receive voice-based issues and log Incidents. The appropriate option should be enabled by the Administrator for IVR. For more information, see SummitAI Platform Online Help.
You can log Incidents using the SummitAI Mobile App. For more information about SummitAI Mobile Application, see SummitAI Mobile Application Help.
CINDE (Conversational Interface and Decisioning Engine) can help you in logging Incidents. CINDE is a Conversational Virtual Agent which is available as a web chat that pops up by clicking ASK CINDE. For more information about CINDE, see CINDE.
If the SMS to Incident option is configured by the Administrator, you can log an incident by sending an SMS from your configured mobile number with the following format:

- To log an Incident
  Format: Key Keyword Symptom
  Sample: SummitAI Log My Outlook is not working
- To update an Incident
  Format: Key Keyword Incident ID Additional Information
  Sample: SummitAI Update 10143 My outlook version is 2016

- To check the status of Incident
  Format: Key Keyword Incident ID
  Sample: SummitAI status 14514

To log Incidents:

On the USER DASHBOARD page (Dashboard menu), click NEW INCIDENT under INCIDENT. Alternatively, select Incident > User > New Incident.

Figure: USER DASHBOARD page
Note:

The Analysts can also log Incidents for you (see: Logging Incidents for Users). The Analysts can log an Incident for themselves by clicking Incident > New Incident.
On the NEW INCIDENT page, select the Tenant for which you want to log the Incident. Type in the required details for the new Incident under the DETAILS section.
- The last 5 incidents logged by you are displayed on the Recent 5 Incidents pop-up page. Click the Incident ID to view the incident details. Click the icon to copy the Incident details.
  
  Figure: NEW INCIDENT page - Recent 5 Incidents pop-up page
- While typing in the symptom of the Incident in the Symptom text box, the list of Templates relevant to the symptom is displayed in the pop-up list. If you select a Template from the pop-up list the other details, such as Classification and Category are auto-populated for the Incident. As you start typing in the symptom in the Symptom text box, the list of Knowledge Records relevant to the symptom is displayed in the Recommended Solution(s) Found pop-up page. Click the Knowledge Record to view the details.
  See Screenshot
  
  Figure: New Incident: Recommended Solution(s) Found pop-up page
- To clear the symptom field, click Clear. The link appears only when the symptom is selected from the list displayed while typing the symptom. The link is not displayed when you type in the symptom manually.
  
  Figure: NEW INCIDENT page: Clearing symptom
- You can select the Incident Follow-up check box. If selected, the respective Incident is displayed to all the other users mapped to the same (to which the Caller is mapped) Customer and/or Location. Those Users can only view and update the Additional Information of the Incident. This check box is displayed only when it is configured from Incident management TENANT configuration and LOG INCIDENT PAGE.
  
  Figure: NEW INCIDENT page: Follow-up
- You can upload multiple attachments for the Incident by clicking the upload icon in the Attachment 1 and Attachment 2 fields if attachment fields are configured for the NEW INCIDENT page.
Provide the required details and click SUBMIT. A confirmation message is displayed along with a unique Incident ID and USER DASHBOARD, MY INCIDENTS and NEW INCIDENT buttons. Based on the selection of a particular button, the end user is re-directed to the respective page. You can use this Incident ID to view the Incidents details or look for updates about the Incident (see: Viewing/ Updating My Incidents). The details that you receive in the confirmation message depend upon the confirmation message configuration by your Administrator (see: Configuring Incident Management Module).

Figure: Confirmation message
Note:
- The fields that you see on this page are configured by the Administrators. For information about configuring fields on the NEW INCIDENT page, see Configuring Log Incident Page.
- You can also specify the Assets for which you want to log Incidents. For more information, see Logging Incident for an Asset.

ACTIONS

This section explains the various icons on the ACTIONS panel of the NEW INCIDENT page.

COPY INCIDENT

Click the COPY INCIDENT icon to copy details from an existing Incident to this Incident. On the COPY INCIDENT pop-up page, type in the Incident ID from which you want to copy information, and then click SUBMIT. The details from the Incident are copied to the new Incident. Alternately, select the Incident ID from the drop-down list of last 50 Incidents.

Figure: COPY INCIDENT pop-up page

References

To view or update Incidents logged for you, see Viewing/Updating My Incidents.
To view the list of Incidents logged for you, see Viewing My Incidents List.
To view your dashboard, see End User Dashboard.