Using Email to create Service Request

Owned by Enterprise IT
Last updated: Apr 23, 2024 by Mayuresh Balaji Kamble (Unlicensed)Version comment
3 min read

From DENALI SP3 Release onwards, a Service Request (SR) can be created via Email. This feature provides you the additional benefit of creating SRs without logging in to the SummitAI application. The following figure illustrates the high-level steps to configure the parsing logic and other key functionalities.

Figure: Admin Functionalities

Target Audience

The Email to Service Request feature is primarily designed for Administrators. This will help the administrator to understand how to configure the email to SR parser rules.

Key Features

The key features provided by E-Mail to SR are:

  • Administrator
    • Configure Mailbox
      • The first step is to configure the Mailbox to which the Emails sent needs to be converted to an SR.
    • Define Notification Parser Rules
      • Define the Parsing Keys using which you can configure the conditions. You can define Parsing Keys by ‘Line’ or ‘Free Form’.
        • Example for Parsing Keys by Line: To extract a word ‘server’ occurring on line 2 in email you have defined user-defined key ‘server’. This will check for the occurrence of the word ‘server’ on 2nd line of the email body.
        • Example for Parsing Keys by Free Text: To extract a word ‘disk’ occurring anywhere in email between the predecessor word ‘critical’ and successor word ‘issue’ you have defined user-defined key ‘Category’. This will check for the occurrence of the word ‘disk’ present between the words ‘critical’ and ‘successor’.
      • Define single or multiple conditions with a combination of ‘OR’ / ‘AND’ as a parsing logic and map it to a Service Catalog. For example, if Subject contains ‘HR’, move it to ‘HR’ Service Catalog.
      • Map the user-defined keys to Service Request attributes such as Workgroup, Priority, etc.
    • Significance of Order Number
      • Capability to specify execution order number for parsing rules. If there are multiple rules to which the Email matches the condition then the execution of parser rule depends on the order number. The lowest order number will have the highest priority.
        For Example, Rule A with order number ‘1’ is mapped to ‘Windows’ Service Catalog and Rule B with order number ‘2’ is mapped to ‘Linux’ Service Catalog. If the email matches both rules then Rule A is given priority and executed since it has the lowest order number.
    • Educate End Users by sending Broadcast Email
      • Capability to send a broadcast email to all the users for using the Mail to SR feature.
  • Analyst
    • Email Attachments and Change History
      • Provision to view email sent by the user as an attachment in Service Request.
      • Track the Notification Parser rule that created the request/incident in the Change History of Service Request.
      • The Attachments added by the user in the Mail can be viewed in the Service Request Details screen.
  • End User
    • Enabling End Users
      • End users can refer to the Broadcast email or use the New Service Request home page to identify the conditions based on which Service Requests will be created from emails.

Limitations

The limitation for configuring the Email to SR feature is:

  • Email to SR Parser does not work for Service Catalogs with mandatory custom attributes.