Viewing and Updating My Workgroup Incidents

SummitAI Service Management Help

Workgroup Incidents - Various Actions

You can view the Incidents in your Workgroup and take appropriate actions whenever required. You can view all the Incidents that belong to your Workgroup, along with some basic attributes of the Incident, such as Incident Id, Status, Request Date, Workgroup, Caller, and so on. Different color flags indicate the age of the Incidents, that is, the time period between the time the Incident was logged and the current time. The various color codes indicate the Priority of the Incidents. You can select Incidents as per your requirement by specifying a search criteria (for more information about filters criteria see Filters) and can also bulk update them (for more information about Incident bulk update, see Bulk Update).

To view or update My Workgroup Incidents:

Select Incident > User > Manage Incidents > Incident List. Alternatively, under the ANALYST DASHBOARD tab under INCIDENT, click MYWORKGROUP to view the Incidents assigned to your Workgroup.
On the INCIDENT LIST page, you can view all the Incidents that belong to your Workgroup.
- You can view the Incidents in the Tile view or Tabular view.
- You can search for the Incidents using the Filters icon on the ACTIONS panel. For more information about Filters, see Filters.
Click the Incident ID of the Incident that you want to view or update. The corresponding INCIDENT DETAIL page is displayed. For more information about the fields and the actions you can perform on the INCIDENT DETAIL page, see Viewing and Updating Incident Details.
View or update the Incident details and click SUBMIT to save your changes.

You can assign Incidents to yourself by clicking the

icon. You get a confirmation message. Click OK.

Incident Tile: Assign to me icon

Figure: Incident Tile: Assign to me icon

The following visual indicators are displayed for an Incident:

A Last Updated by Analyst Using E-mail icon
Last Updated by Analyst using e-mail option
is displayed for the Incidents that are updated by an Analyst using the e-mail option.
A Last Updated by External User Using E-mail icon
Last Updated by External User using e-mail option
is displayed for the Incidents that are updated by an External User using the e-mail option.
A Last Updated by End User Using E-mail icon
Last Updated by End User using e-mail option
is displayed for the Incidents that are updated by an End User using the e-mail option.

To display the incidents with the above mentioned icons, the following conditions must be fulfilled:

On the Incident Management TENANT configuration page, the Display "Show Incidents Updated By E-mail" Check Box on Filters and Display Icons on Incident List Page check box must be enabled to display the Show Incidents Updated By E-mail check box on the FILTERS pop-up and "Last Updated by Analyst/External User/End User Using E-mail" icon for the respective Incident on the INCIDENT LIST page. These icons indicate that the respective incident is updated by an Analyst/End User/External User through e-mail. For more information on this configuration see, Configuring Incident Management Module.
These icons are displayed only when an Analyst/External User/End User updates the Incident using the e-mail option.

Note:

To display the incidents only with the Last Updated by Analyst/External User/End User Using E-mail icon, the Show Incidents Updated By E-mail check box must be enabled on the FILTERS pop-up page of the INCIDENT LIST page. See Screen Shot. By default, the incidents with the Last Updated by Analyst/External User/End User Using E-mail icons are displayed along with other incidents.

FILTERS pop-up: INCIDENT LIST page

FIGURE: FILTERS pop-up: INCIDENT LIST page

INCIDENT LIST page: Tile view

Figure: INCIDENT LIST page: Tile view

INCIDENT LIST page: Tabular view

Figure: INCIDENT LIST page: Tabular view

You can view or update the Incident assigned to you. On the FILTERS pop-up page, select your name in the Assigned To list and click SUBMIT to view the list Incidents assigned to you. For more information about filters, see Filters. You can also bulk update Incidents assigned to you. For more information about Incident bulk update, see Bulk Update. Alternatively, select Dashboard > ANALYST DASHBOARD tab > INCIDENT > ASSIGNED TO ME tile.

FILTERS pop-up page: Assigned To field

Figure: FILTERS pop-up page: Assigned To field

The

icon on the Incident indicates that it is a Child Incident (See: Parent and Child Incidents).

Incident Tile: Child icon

Figure: Incident Tile: Child icon

The

icon on the Incident indicates that it is a Parent Incident (See: Parent and Child Incidents).

Figure: Incident Tile: Parent Incident icon

The colored line on the Incident tile indicates the percentage of SLA elapsed. Following are the color codes for SLA.

Line Color	SLA Elapsed

Line Color	SLA Elapsed
Green	less than 75%
Orange	less than 100%
Red	100%

SLA Color Code

Figure: Incident Tile: SLA color code

The colored flag on the Incident tile indicates the Age of the Incident, that is, for how many days an Incident is open. Following are the color codes for Age:

Flag	Description

Flag	Description
Green Flag	Indicates that the Incident is opened for 0-2 days.
Orange Flag	Indicates that the Incident is opened for 2-5 days.
Purple flag	Indicates that the Incident is opened for 5-10 days.
Red Flag	Indicates that the Incident is opened for more than 10 days.

Incident Tile: Age Flag

Figure: Incident Tile: Age Flag

The

icon indicates that the End User has last updated the Incident. You should check these Incidents on Priority, as the End User might have provided some information about the Incident or may be looking for an update on the Incident.

Figure: Incident Tile: Last Updated by User icon

The

icon on the Incident Tile indicates that the Incident is reopened. Incident (Incidents in Resolved status) may be reopened by the End User if the user is not satisfied with the resolution provided by the Analyst. Closed Incidents (Incidents in Closed status) cannot be reopened.

Incident Tile: Reopened Incident icon

Figure: Incident Tile: Reopened Incident icon

The colored line next to Incident Priority on the Incident Tile indicates the Priority of the Incident. Following are the color codes for Priority:

Line Color	Priority
Green	less than 75%
Orange	less than 100%
Red	100%

Incident Tile: Priority Color Code

Figure: Incident Tile: Priority Color Code

Click

icon on the Incident tile to view the Incident summary.

Figure: Incident Tile: Incident Summary icon

The Incident - ID - Summary pop-up page is displayed with the details about the selected Incident. For more information about fields on the Incident - ID - Summary pop-up page, see Viewing and Updating Incident Details.

Incident - ID - Summary pop-up page

Figure: Incident - ID - Summary pop-up page

Click

icon next to the Incident ID, a pop-up list with the options to create Work Orders IM, Problem Records, and Change Records is displayed. The Work Order, Change Record, and Problem Record created from the Incident are linked to the Incident and displayed under the RELATIONSHIP tab of the Incident (see: Logging Incidents for Users).

Incident Tile

Figure: Incident Tile

The star on the Incident Tile indicates that the user is a VIP user. The color of the star can be configured by the Administrator. The Priority for the Incidents logged by VIP user are High. So the Incidents should be resolved at high importance and immediately. For more information about VIP user, click here.

Adding VIP Users Type

You can add VIP User Type on the COMMON MASTERS page (Admin > Basics Infrastructure > Common Masters > Common Master Configuration).

Click ADD NEW on the ACTIONS panel. Select Master Type as User Level, type in VIP on the Value field, and specify the Sort Order.
Click SUBMIT. VIP User Type is created.

COMMON MASTERS page: VIP User Type creation Figure: COMMON MASTERS page: VIP User Type creation
Figure: COMMON MASTERS page: VIP User Type creation

Configuring an User as VIP User

On the USER LIST (NEW USER and USERID) page, fill in all the User information and select the User Type as VIP on for a Division on the USER TYPE ALLOCATION section.
Click SUBMIT. The User is configured as the VIP User.

COMMON MASTERS page: VIP User Type creation
Figure: COMMON MASTERS page: VIP User Type creation

Figure: Incident Tile: VIP user

The Evaluation icon is displayed on the INCIDENT LIST page.

Incident List page - Evaluation

Figure: Incident List page - Evaluation icon.

Click to assign tasks and evaluate the Incident. The evaluator can evaluate the Incident and provide the comments on the custom fields configured on the FORM BUILDER page.

You can assign an Incident to an Evaluator in the Evaluator drop-down and also add various details related to the Incident evaluation. The fields displayed under this tab are configured on the Form Builder page. For more information about the FORM BUILDER page, see Form Builder section of SummitAI Platform Online Help.

Incident Evaluation -General Tab

Figure: Incident Evaluation - GENERAL tab

You can link Change Records and Problem Records under the RELATIONSHIP tab.

Incident Evaluation - RELATIONSHIP tab

Figure: Incident Evaluation - RELATIONSHIP tab

To link records specify the respective ID and click .

The Evaluator can define various tasks related to the Incident and assign it to the Analysts.

Incident Evaluation - RELATIONSHIP tab

Figure: Incident Evaluation - RELATIONSHIP tab

To assign tasks to the Analysts, fill in the required information and click SUBMIT. For more information, see Field Description.

Field Description

The following table describes the fields under the ACTIONS tab.

Various Sections of the Page

This section explains the various highlighted sections of the INCIDENT LIST page.

INCIDENT LIST page (Tile View)

Figure: INCIDENT LIST page (Tile View)

INCIDENT LIST page (Tabular view)

Figure: INCIDENT LIST page (Tabular view)

Section 1

Following are the various options available in this section:

Refresh Interval: Specify the time period (in minutes) after which you want the records on this page to be refreshed.
SLA: Displays the SLA color codes used on this page: You can select a particular SLA color to filter the Incidents on the page. Select the Clear Filter option from the list to clear the applied filter. For example, select red color to display all the Incidents for which 100% SLA is elapsed.
Age: Displays for how many days a particular Incident is open. You can select a particular Age color flag to filter the Incidents on the page. Select the Clear Filter flag from the list to clear the applied filter. For example, select red color flag to display all the Incidents, which are open for more than 10 days.
Tabular View icon
Tile view icon
: Click this icon to view the Incidents in a Tabular view.

Tile View icon
Tabular view icon
: Click this icon to view the Incidents in a Tile view.

Section 2

There are three fields in this section.

Total: The count of total Incidents assigned to your Workgroup.
Showing: The count of Incidents displayed on this page.
Rows: The number of rows in which the Incidents are displayed on this page.
Click on the particular page number to navigate to that page. Alternately click
navigation icon
to view the page number after 10 and navigate to that page. Click
Backward icon
to go to the previous page or click
Forward icon
to go to the next page.

Section 3

This section displays the various actions that you can perform on the MY WORKGROUP INCIDENTS page, see ACTIONS.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the MY WORKGROUP INCIDENTS page:

Click FILTERS to specify a particular filter criteria to display the Incidents assigned to your Workgroup. On clicking the Filters icon, the FILTERS pop up page is displayed.

FILTERS pop-up page

Figure: FILTERS pop-up page

The following table describes the fields on the FILTERS page:

Field	Description

Field	Description
BASIC
View	Select a View from the list to display the Incidents. You can create different Views to set different filter criteria to view different set of Incidents. For more information about creating or updating Views, see Creating/Updating Views.
Create View	Click Create View icon to save the filter criteria and view the Incidents for the filter criteria again. On clicking the icon, a new field is displayed where you can type in the View name and save the filter criteria. Select the Set as default view check box to view the Incidents with the saved filter criteria by default. If Set as default view check box is selected and the View is saved, the new View or the edited View becomes the default View on the FILTERS pop-up page. If Set as default view check box is not selected and the View is saved, the default View of the FILTERS pop-up page is displayed. Also, if the User accesses the INCIDENT LIST page through ANALYST DASHBOARD, the default View of the FILTERS pop-up page is displayed irrespective of the selection of the check box.
Tenant	Select the Tenant from the list.
Workgroup	Select the Workgroup from the list. You can select multiple Workgroups to display the Incidents for the selected Workgroup.
Status	Select the status of the Incidents from the list. You can select multiple status values to display the Incidents for the selected status values. For more information about Incident Statuses, see Incident Status.
Assigned To	Select the Analysts assigned to the Incidents. You can select multiple Analyst.
Incident ID	Select the Incident ID from the list.
Caller	Type in the Caller name to view the Incidents for the Caller.
Logged By	Type in the Analyst name to view the list of Incidents raised by Analyst.
Scheduled Incidents	Select the check box to view the scheduled Incidents. The scheduled Incidents appear on INCIDENT LIST page on the scheduled date. You can schedule Incidents by specifying the Schedule Date under the GENERAL tab of the INCIDENT ID page. For more information about scheduling Incidents, see GENERAL tab.
Show Incidents Update by E-mail	Select this check box to view the list of Incidents (with the Show Incidents Update by E-mail icon) that are updated by analyst using e-mail option. For more information see, Visual Indicator.
Log Time	Specify the Incident log time date range in the From and To fields.
Updated Time	Specify the Incident updated date range in the From and To fields.
View All Incidents	Select the check box to also view Incidents from other Workgroups for which you do not have Analyst access. This check box is available if configured by the Administrator (see: Configuring Incident Management Module)
ADVANCED
Caller	Select the Caller name from the list.
Priority	Select the Priority of the Incidents from the list. You can select multiple priority to display the Incidents for the selected Priority values.
Caller Location	Select the Caller's location from the list.
Closure Code	Select the Closure Code from the list.