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Logging Service Requests 1

Logging Service Requests 1

Apr 22, 2024

SummitAI Service Management Help

You can log Service Requests (SRs) related to your various needs, such as laptop requests, RAM upgrade request, keyboard request, software installation request, or information about leave policy, and so on using a configured Service Category as per your requirement. You can speak to CINDE who can help with your queries and raise SRs for you.

You can also log multiple Service Requests at time with the Service Catalogs Package. 

Note:

To log Service Requests from Dashboard and Request module:

  1. On the USER DASHBOARD page (Dashboard menu), click NEW REQUEST under SERVICE REQUEST section. Alternatively, select Request > User > New Service Request.


    Figure: MY DASHBOARD page

  2. The NEW SERVICE REQUEST page is displayed. Select the Tenant for which you want to log the SR. Select the Category, Sub-Category, and the Catalog/Package for the new SR under the DETAILS section. Alternatively, in the Search field, type in the Catalog/Package name or keyword and click the Search icon. A list of matching Service Catalogs/Package is displayed. Select the Service Catalog/Package for which you want to log the SR.

  3. You can view the Categories, Sub-Categories and the Catalogs/Package in the Tree view and the Carousel view. Click 

    to view the Categories, Sub-Categories and the Catalogs/Packages in the Tree view. Click 
     to view the Categories, Sub-Categories and the Catalogs/Packages in the Carousel view. Click  
    to view the Categories, Sub-Categories and the Catalogs/Packages in the Tile view.


    Figure: LOG SERVICE REQUEST: Selecting Category (Carousel view)


    Figure: LOG SERVICE REQUEST: Selecting Catalog (Carousel view)


    Figure: LOG SERVICE REQUEST: Selecting Category (Tree view)


    Figure: LOG SERVICE REQUEST: Selecting Category (Tile view)

  4. The LOG SERVICE REQUEST page is displayed with the selected information. Based on the Service Catalog/Package and Service you select, the related fields are displayed. Type in the required details. For more information about the fields on the LOG SERVICE REQUEST page, see Field Description.


    Figure: NEW SERVICE REQUEST-Approvals tab

     

  5. Click SUBMIT. A confirmation message is displayed with the newly created Service Request ID and USER DASHBOARD, MY SERVICE REQUESTS and NEW SERVICE REQUEST buttons. Based on the selection of a particular button, the end user is re-directed to the respective page, see screen shot.


    Figure: Confirmation Message

  6. Click ADD TO CART to add the SR to the CART.

Field Description 

The following table describes the fields on the LOG SERVICE REQUEST page:

Field

Description

Field

Description

DETAILS

Tenant

Displays the selected Tenant.

Category

Displays the name of the Service Category to which the selected Service Catalog belongs.

Catalog Name

Displays the name of the selected Service Catalog.

Catalog Type

Displays the Catalog type.

Catalog Description

Displays the description of the selected Catalog.

Cc Recipient

Select the Cc recipient(s) from the list. The configured Cc recipient(s) are notified after the Service Request is logged or updated. The Cc Recipient field is displayed only when the Enable Cc Recipient check box is enabled for the selected Service Catalog under the ADDITIONAL INFORMATION tab of the Service Catalog FORM BUILDER page.

Request Tab

Type in the required information in the fields displayed in this tab and click NEXT. You are navigated to the Approval tab.

Approval Tab

On the Approval tab, you can view the Approval levels and the Approver details.


Figure: Approvals tab

Note: You can also set the Approver name if the Approval Type is User Selectable or the Approver name is not configured for the selected Approval Type.

User can create multiple Service Requests at a time with the Service Catalogs Package. Administrator or User who have access needs to create the Catalogs package first on the Configuring Service Catalog Packages page. The configured packages are displayed under the selected category while logging the service Request.

Example: While on boarding new employees, HR needs to create multiple SRs (for laptop and software). The HR head or Administrator can create a Package with those catalogs. The HR can log multiple SRs at a time with this package.

The procedure of logging multiple SRs at a time is same as described above. The only difference is in place of Service catalog Users need to select the configured Package.

Example: If the Package contains three Catalogs, End User needs to fill three catalog information. The mapped fields information are copied from first Catalog to the next catalog.

To create multiple SRs with Package:

  1. On the NEW SERVICE REQUEST page, select the configured Package under the selected Category.

  2. The Package Information is displayed, including the Package Name and serial number. Click NEXT. Based on the Package, the Catalog related fields are displayed. Type in the required details. For more information about the fields on the LOG SERVICE REQUEST page, see Field Description above.

  3. Click

     to view the Approver details. If the Approver is User Selectable, the Analyst needs to select the Approver.

  4. Click NEXT. the next Catalog appears as per the serial number displayed on the Package Information page.

  5. End User needs to fill in all the Catalogs Information. After Final submission, all the SRs are created.


    Figure: Log service Request - Filling Catalog information

To log Service Request from CART:

  1. Click Request > My Cart Items. All the SRs added to the Cart are displayed.


    Figure: MY CART ITEMS LIST

  2. Select the required Cart items and click CHECKOUT CART to create SRs for the respective Cart items. Alternately, click on the Cart Item id and click SUBMIT.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the NEW SERVICE REQUEST page.

SUPPORT DOCUMENTS

Click SUPPORT DOCUMENTS to view the documents related to the selected Service Request. See screen shot.


Figure: SUPPORT DOCUMENT pop-up page

SLA INFORMATION

Click to view the SLA information related to the SR Category.

DOWNLOAD CATALOG TEMPLATE

This action allows to download the excel template to create Service Requests in bulk. Fill in the proper information in the excel sheet to upload and create Service Requests from it.

You can create Service Requests (SR) in bulk from Excel. You can create 25 Service Requests from MS Excel at a time by default. To enable SR Creation from Excel, select the Enable Bulk SR Creation check box on the FORM BUILDER page from Catalog. To know more about the FORM BUILDER page from Catalog, see Creating Service Catalogs.

As per the Service Catalog, you cannot import few field values of the Service Requests while creating the SRs from Excel. For more information about the limitations, see

All the supported fields are available in the Excel template. Field names (according to the Form Builder) that are listed under the unsupported files, cannot be added in the Excel upload. Supported and unsupported field names as per Form Builder in the Excel upload are listed below.

Some field values of the Service Request cannot be configured as per the Catalog, while creating the SR from Excel upload.

Supported and unsupported field names for the Excel upload

Supported fields: User Group, Auto Populate Field (The user needs to provide the respective values for these fields. Then only the data is displayed on application), Text Box, Text Area, Check Box, Dropdown, Date, Number, E-mail, Price, Website, UserSearch, Radio Button, SR On Behalf of Others, and Condition Flow.

Unsupported fields: Multi-valued Group , Administrator Field, File Upload, Formula, Label, and MV Dropdown, JavaScript Rules, Service Validity, and Catalog Location, Delegation, and Approver Not Mapped, Approver Group, Is Calculated Field (Number Field), Approval with User Group, and where approver selection is checked.

Fields Validation after Excel Upload: Below table describes the field values which are validated by the application after the Excel upload.

Fields Validation after Excel Upload
Fields Validation after Excel Upload

To create Service Requests in bulk from Excel upload: 

  1. Click CREATE SR FROM EXCEL on the ACTIONS Panel. The IMPORT SERVICE REQUEST page is displayed.

  2. Click Upload button on the Upload Catalog Excel field. Select the data filled Excel template from the system and click SUBMIT.

  3. The uploaded Excel appears in the Source list.


    Figure: Excel upload: IMPORT SERVICE REQUEST page

  4. Click the Select hyperlink associated with the Excel template to map the data specified in the Excel with the Catalog.


    Figure: Excel Upload: Excel list

  5. Select the Source (Excel) column names from the drop-down to map with the destination (as per the Catalog configuration). If the Data Type in Source column (Excel) do not match with the Destination (as pet Catalog) data type, you cannot create Service Request from the Excel Upload. See screen shot. If the source values are mapped with the proper Destination, you can proceed without mapping it again. If you have changed the column headers in the excel, ensure proper mapping before you proceed to the next step. 

    Wrongly Mapped Data Type
    Wrongly Mapped Data Type


    Figure: Wrongly Mapped Data Type

  6. In the above screen shot the fields are wrongly mapped. Example: Employee Name is text fields but mapped with the Date which is numeric field.


    Figure: Data Type mismatch

  7. If the fields are wrongly mapped, click Mapping tab and map the fields again.

  8. Click Next to Preview the Service Request information. To discard any service request from the list, select the associated check box.

  9. If all the information are correct, click CREATE SERVICE REQUEST.


    Figure: Excel Upload: Upload Service Request

  10. All the Services Requests are created excluding the discarded one. Click DOWNLOAD DISCARDED SR(S) on the ACTIONS Panel to download all the discard Service Requests in an Excel.


    Figure: Excel Upload: Successfully created Service Requests

     

This section describes the common issues related to creating multiple SRs using MS Excel and how to fix them.

Issues with deleting records from MS Excel

Symptom

While deleting  extra information from the Excel Sheet, if the columns are not deleted completely and uploaded to create SRs, application tracks those rows as blank.


Figure: IMPORT SERVICE REQUEST: blank SR details

Resolution

To delete extra information from the Excel Sheet, select the row number and delete those rows completely as displayed in the screen shot.


Figure: Selecting rows completely

Issues with creating SRs for the Service Catalog without Attributes

Symptom

If a Service Catalog does not contain any Attribute, you cannot download or upload the Catalog Excel Template to create SRs on the NEW SERVICE REQUEST page.


Figure: Service Catalog without Attribute

Resolution

Service Catalog should contain at least one attribute to create SRs from Excel Upload.

Figure: Service Catalog with Attributes