Service Management Help

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You can log Service Requests (SRs) for End Users when they need information, piece of hardware, software, or access.

Note:

You can log multiple SRs at a time for End User with Service Catalogs Package. See Logging multiple SR with package.
You can log an SR without Service Catalog if you are using Express edition License. See Logging Service Requests for User without Catalog.

To log SRs for End Users:

Select Request > User > Manage Service Requests > New Service Request for User.
On the NEW SERVICE REQUEST FOR USER page, select the Tenant for which you want to log the SR.
Select the catalog type in the Catalog Type drop-down list, select the Medium in the Medium drop-down list and caller in the Requested By list-box 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/Packages are displayed.
Select the Category, Sub-Category, and the Catalog for the new SR under the DETAILS section.
You can view the Categories, Sub-Categories, and the Catalogs/Packages in the Tree view, Carousel view and the Tile 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: NEW SERVICE REQUEST FOR USER: Selecting Category (Carousel view)

Figure: NEW SERVICE REQUEST FOR USER: Selecting Catalog (Carousel view)

Figure: NEW SERVICE REQUEST FOR USER: Selecting Category (Tree View)

Figure: NEW SERVICE REQUEST FOR USER: Selecting Catalog (Tile view)
The NEW SERVICE REQUEST FOR USER page is displayed with the selected information. Based on the Service Catalog/Packages and Service you select, the related fields are displayed. Type in the required details. For more information about the fields on the NEW SERVICE REQUEST FOR USER page, see Field Description.

Figure: NEW SERVICE REQUEST page
Click SUBMIT. A confirmation message with the Service Request ID is displayed.
Note:

On selecting the Service Catalog, all the KRs linked to the Service Catalog is displayed in a pop-up page. For linking KRs to Service Catalogs, see Adding Knowledge Records in Service Management.

Field Description

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

Field	Description
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. See Screen Shot. 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. Figure: NEW SERVICE REQUEST page: Approval tab

To log Service Requests Using IVR:

You can log a Service Request by using the IVR functionality. The Administrators need to pass a query string in the URL to log the Service Request using the IVR functionality. The End User is searched based on the phone number and the user details are loaded on the page and you can log the Service Request for that user. The format of the query string is ?phoneNumber=9845098450.

Figure: New Service Request for user page

To create a new Service Request:

Select the Category, Sub-Category, and the Catalog for the new SR under the DETAILS section.

The IVR functionality is available if the Enable IVR Mode on Log Incident and New Service Request for User check box is selected on the APPLICATION SETTINGS page. For more information, see SummitAI Platform Online Help .

To Log Multiple Service Requests at a Time with Service Catalog Package:

Administrator or User who have access can create multiple Service Request at a time for End User with the Service Catalogs Package. User needs to create the Catalogs package first on the PACKAGE CONFIGURATION 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:

On the NEW SERVICE REQUEST FOR USER page, select the configured Package under the selected Category.
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.
Click to view the Approver details. If the Approver is User Selectable, the Analyst needs to select the Approver.
Click NEXT. the next Catalog appears as per the serial number displayed on the Package Information page.
Analyst needs to fill in all the Catalogs Information. After Final submission all the SRs are created.

Figure: Log service Request - Filling Catalog information

Note:

Analyst needs to fill in all the Catalogs information in the list. After final submission all the SRs are created.
Save as Draft option is not available. If the page is closed or interrupted while filling the information, the changes are lost.
While Creating SR from Package, CREATE SR FROM EXCEL UPLOAD and DOWNLOAD CATALOG TEMPLATE features are not available in the ACTIONS panel, and ADD TO CART feature is also not available.

ACTIONS

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

SUPPORT DOCUMENT

Click SUPPORT DOCUMENT to view the documents related to the selected Service Catalog.

SLA INFORMATION

Click SLA INFORMATION to view the documents related to the selected Service Catalog.

Filters

Click the Filters icon to specify the filter to display the Entitled Services. On clicking the Filters icon, the FILTERS pop-up page is displayed. Select the Entitled Service check and click SUBMIT.

Figure: FILTERS pop-up page

Reauthentication via password or OTP

When an SR is logged using the Service Catalog for which the re-authentication is configured at Application Settings level, user is asked for re-authentication via password or OTP based on the Application Settings configuration.

Reauthentication using Password:

Perform the following steps for password re-authentication:

Create an SR using Service Catalog for which the reauthentication is configured. Enter the SR details on the New Service Request details page.
Click Submit to submit the SR. The reverification pop-up "Please enter the password to verify your account” is displayed with pre-populated User Name. A sample screenshot is shown below:
<< ss >>
Enter the password and click Validate. The system verifies the credentials to complete the SR approval process.
If the credentials are correct then the Approving Service Requests page is displayed.
If the credentials are incorrect then the system displays the following message:
<< .. >>

Reauthentication using OTP:

Perform the following steps for password re-authentication:

References

To configure the Tile color for Service Categories, see APPLICATION SETTINGS page. For more information, see SummitAI Platform Online Help.

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