Service Management Help

You can configure values for the various components of the Service Request Management module (also called Request Fulfillment). Based on the configuration, the values or fields are displayed for a Service Request (SR) raised for a Tenant.

To Configure Service Request Management Module:

Select Admin > Basic > Infrastructure > Tenant.
On the TENANT page under the LIST section, select the Tenant Name for which you want to configure the Service Request Management module.

Figure: TENANT page
Note:

On the above TENANT page, Department Code, Display Name, and Description about the selected Tenant is displayed. If the Active check box is selected, it indicates that the selected Tenant is an active Tenant. The various module configured, not configured, and disabled for the Tenant is displayed on the page by the different color check marks: Orange indicates not configured module, Green indicates configured module, and Grey indicates disabled module.

Click CONFIGURE DETAILS on the ACTIONS panel and select SERVICE REQUEST under MODULES section. The details about the Service Request Management module are displayed under the DETAILS section. For more information about the fields on the DETAILS section, see Field Description.

Type in the required details and make appropriate selections, and then click SUBMIT.

THEME SETTINGS

Figure: TENANT page: Configuring Service Management module - Theme Settings

Field Description

The following table describes the fields on the THEME SETTINGS section of TENANT page:

Field	Description
THEME SETTINGS
Theme	Select the theme that you want to apply for the Tenant. Only the themes configured on the THEME CONFIGURATION page are displayed in the Theme drop-down list.
Allow Users to Select Theme	If selected, the users can select the Theme on the MY PROFILE pop-up page that they want to apply for the Tenant. For more information about selecting a Theme on the MY PROFILE pop-up page, see Viewing/Updating Your Profile Details in SummitAI Platform.

General

Figure: TENANT page: Configuring Service Request Management module - General

Field Description

The following table describes the fields on the General section of TENANT page:

Field	Description
General
SERVICE REQUEST CLOSURE	Request Closing Mode: Select the mode in which the SR can be closed after resolving the SR. Auto: If selected, the status of an SR is changed from Resolved to Closed after the configured number of days. Manual: If selected, the Analyst needs to manually close the SR after re-verifying the solution provided. Auto closing Days: Type in the number of days after which the status of the SR should automatically change to Closed from Resolved. Note: When you select the Request Closing Mode as Auto, you need to provide a value for this field (Auto Closing Days). Also, the application will not consider the weekends (Saturday and Sunday) for Auto closure.
Assign User Reopened Requests to Workgroup	Select the check box for the assignment of the re-opened SR to the Workgroup.
Enable Pending Status Change on End User Update	If selected, when the End User updates an SR in Pending status, the status of the SR changes to the previous status of the Incident for all Pending Reasons or for the selected Pending Reasons.
Delete Attachments	Allows you to configure the following options: Enable for Analyst: If selected, the Analysts can delete attachments from the SR. Enable for End User: If selected, the End Users can delete attachments from the SR.
Enable Auto-Assignment of SRs	Select this check box to auto-assign SRs to Analysts with least number of assigned SRs. Select the status option in the Do Not Assign Ticket for the Status drop-down field. By selecting the status options you can configure for which status the ticket should not auto-assign.
TREE VIEW POP-UP	Allows you to configure the following options: Enable Category Parent Node selection: Select this option to enable selection of both Parent and Child Category nodes on NEW SERVICE REQUEST and NEW SERVICE REQUEST FOR USER pages. Enable Classification Parent Node Selection: Select this option to enable selection of both Parent and Child Classification nodes on NEW SERVICE REQUEST and NEW SERVICE REQUEST FOR USER pages. Disable Classification Selection: If selected, the End Users do not need to select the Classification while logging SRs.
E-MAIL NOTIFICATION	Notification For All Status Updates: If selected, e-mails are sent to the Caller and Workgroup Analysts for every update of the SR. Notification For Selected Status Updates: If selected, e-mails are sent to the Caller and Workgroup Analysts when the selected status is updated. Status: Select the check box corresponding to the status that you want to configure to send notifications. Caller: Select the check box to send the notification to the caller. Workgroup/Analyst: Select the check box to send the notification to the Workgroup or Analyst.
Description Length	Specify the minimum and maximum number of characters that should be provided for the Description field. The default minimum length is 20 characters and the default maximum length is not limited.
Suppress Notification Emails	Enables you to restrict specific email notifications. During creation or update of any ticket an email notification is triggered to all the users associated with the respective workgroup. An analyst receives all these email notifications that are applicable or non-applicable which leads to unnecessary distraction
Enable choosing a Sender for sending e-mails	Select the check box to enable the From list box in SEND EMAIL page. You can select from multiple Sender addresses added on the SMTP configuration pages. The configuration listed are pre-defined and sequence as; Workgroup Department General
Enable sending email in the Analyst’s name	Select the check box to Send Email which include the Analyst’s name in the From section. The email subject is displayed that an email is send on behalf of the analyst by this user.
Enable Likert Scale Question Type	If selected, the Likert Scale is displayed in the Question Type drop-down list of the FEEDBACK QUESTION page under FEEDBACK CONFIGURATION.
REMOTE DESKTOP SHARING URL
Configuration	Replicate Application Settings Configurations: Select the Replicate Application Settings Configurations option to replicate the remote desktop sharing configurations done on the Application Settings page for the selected Tenant. Tenant - Specific: Select the Tenant-Specific option to do Tenant-specific configuration for the REMOTE DESKTOP SHARING. Tenant - Specific: if selected, the Enable Basic Remote Desktop Sharing and Enable Advanced Remote Desktop Sharing check boxes are displayed.
Enable Basic Remote Desktop Sharing	If selected, the Basic Remote Desktop Sharing (SummitAI's Basic Remote Desktop Sharing (Free Version)) is enabled in the SummitAI application.
Enable Advanced Remote Desktop Sharing	If selected, the Advanced Remote Desktop Sharing (Paid Version) is enabled in the SummitAI application.
Hosted On	Select the type of SummitAI application installation type for enabling Advanced Remote Desktop Sharing, On-Premise or On Cloud.
Advanced Remote Desktop Sharing URL	Type in the Remote Desktop Sharing URL.
URL Display Name	Type in the Display name for the URL.
User Name	Type in the User Name.
Password	Type in the Password.
Confirm Password	Re-type the Password.

For End Users

Figure: TENANT page: Configuring Service Request Module - For End Users

Field Description

The following table describes the fields on the For End Users section of TENANT page:

Field	Description
For End Users
MY REQUEST CONFIGURATION	Allows you to configure the following options: Enable Additional Information: If selected, the End User can provide additional information about the SR. Enable Attachment: If selected, the End User can add attachments related to the SR.
Enable Chat Expiration	Select the check box to allow the End User to send the chat request for a specified duration. The chat request expires after the specified duration. Expiration Timeout(In Mins): Specify the duration of the chat request in minutes. After the specified time chat request becomes invalid.
Enable Reminder to Callers for Pending Reasons	Select the pending reason in the drop-down list to send an e-mail reminder to the Callers, if the SR is in Pending status for the selected Pending Reasons. For more information about configuring Pending Reasons, see Configuring Pending Reasons For Administrators_SR.
Auto-Resolve Service Requests	If selected, the Service Requests are resolved automatically after the maximum number of reminders are sent to the Caller.
Maximum No. of Reminder	Note: When Auto-Resolve Service Requests check box is selected, Maximum No. of Reminder field is populated below the Auto-Resolve Service Requests check box. Specify the number of reminder e-mail(s) that should be sent to the Callers.
Set Fields for Auto-Resolving Service Requests	Note: When Auto-Resolve Service Requests check box is selected, Set Fields for Auto-Resolving Service Requests hyperlink is populated below the Maximum No. of Reminder field. On the AUTO-RESOLUTION SERVICE REQUEST CONFIGURATION page, you can configure the default values to auto-resolve Service Requests. Figure: AUTO-RESOLUTION SERVICE REQUEST CONFIGURATION page Note: If the Do Not Overwrite Values check box is selected, the values configured on the AUTO-RESOLUTION SERVICE REQUEST CONFIGURATION pop-up are not overwritten while resolving Service Requests automatically.
Enable Cart	Select the Enable Cart check box to allow the End Users to add Service Requests to the cart.
LOG SERVICE REQUEST ON BEHALF OF CUSTOMER/SUB CUSTOMERS
All Customers	If selected, all the Customers of the selected Tenant are displayed in the Customer drop-down list on the NEW SERVICE REQUEST page and NEW SERVICE REQUEST FOR USER page. Note: The Enable Caller Selection check box must be selected for the Service Request module.
Customer and Sub Customers	If selected, the Customer and Sub Customers specific to the logged in user Customer are displayed in the Customer drop-down list on the New SERVICE REQUEST page and NEW SERVICE REQUEST FOR USER page. Note: The Enable Caller Selection check box must be selected for the Service Request module. If the logged in user does not have any Customer, all the Customers of the selected Tenant are displayed in the Customer drop-down list on the NEW SERVICE REQUEST page and NEW SERVICE REQUEST FOR USER page.
CONVERT SERVICE REQUEST TO INCIDENT
Enable Service Request to Incident Conversion	If selected, then the option is enabled for all catalog by default and is available on the SR details page as well as on the catalog page. This option can be disabled for an individual catalog from the catalog page under the additional information tab.
Landing Page	Select the Landing page. This is the page that will open when the Analyst clicks on Convert to Incident icon while converting the Service Request to Incident. If dropdown value of Landing Page = New Incident, then the control navigates to New Incident screen If dropdown value of Landing Page = New Incident for User, then the control navigates to New Incident for User screen
CONVERT SERVICE REQUEST TO INCIDENT OPTIONS
CONVERT SERVICE REQUEST TO INCIDENT OPTIONS	This section allows to configure the Service Request status once the Incident is created from it. Manually Resolve Service Request: If this option is selected, when an Incident created from the Service Request, Analyst needs to resolve the Service Request manually after resolving the Incident. Auto-Cancel Service Request: Select this option to cancel the Service Request immediately when the Incident is created from it. Auto-Resolve Service Request: If this option is selected, when an Incident created from the Service Request, the Service Request is resolved automatically once the Incident is resolved. Note: When Auto-Resolve Service Request check box is selected, hyperlink of AUTO-RESOLUTION SERVICE REQUEST CONFIGURATION is populated below the Auto-Resolve Service Request check box. On the AUTO-RESOLUTION SERVICE REQUEST CONFIGURATION page, you can configure the default values to auto-resolve Service Requests. If the Do Not Overwrite Values check box is selected, the values configured on the AUTO-RESOLUTION INCIDENT pop-up page are not overwritten while resolving Incidents automatically.

For Analysts

Figure: TENANT page: Configuring Service Request Management module - For Analysts

Field Description

The following table describes the fields on the For Analysts section of TENANT page:

Field	Description
For Analysts
Enable Canceled Status	If selected, the CANCELED status is displayed on the SERVICE REQUEST DETAIL page using which the Analysts can manually cancel the SR. For more information on statuses of the SR see, Viewing/Updating Service Request Details.
Hide 'Mail To Caller' Check Box on Request Details Page	Allows you to hide or unhide the Mail to Caller check box.
Disable Vendor Incident Status Check	If selected, the Analysts do not need to check the status of the Vendor Incidents before resolving the Incident.
Enable First Call Resolution (FCR) Option	Select the check box for the Analyst to select the check box if the SR is a First Call Resolution (FCR).
Enable Capture of Closure Category	Select the check box for the Analyst to select the Closure Category.
View Other Workgroup SRs	If this check box is selected, the Analysts can also view the SRs of other Workgroups for which they do not have access by selecting the check box Other Workgroups check box on the Filters pop-up of the SERVICE REQUEST LIST page (see: Viewing/ Updating My Workgroup Service Requests (SRs). In addition to this, the configured Analysts can view and edit Service Requests of other Workgroups for which they do not have Analyst access using Global Search by enabling Allow the Analyst to edit all Service Requests check box on the ANALYST page (see: Configuring Analysts in SummitAI Platform).
Allow Workgroup Owner to Edit Priority	If this check box is selected, the Workgroup Owner can edit the Priority of the SR if it is disabled by any matrix configuration (see: Viewing/Updating Service Request Details)
Enable Bulk Update Icon on List page	Select this check box to enable Analysts to bulk update SRs.
Enable Caller Selection	If selected, the End User can raise new Service Requests on behalf of the selected Caller.
Enable Evaluation	If selected, the Evaluation feature is enabled for the selected Tenant.
Display End User Follow-up Details	If selected, the FOLLOW-UP DETAILS section is displayed under the COMMUNICATION tab of SERVICE REQUEST DETAIL page.
Minimum Characters For Private Log	Specify the minimum number of characters that should be provided for the Private Log field. The default minimum length is 10 characters.
Minimum Characters For User Communication	Specify the minimum number of characters that should be provided for the User Communication field. The default minimum length is 10 characters.
Minimum Characters For Solution	Specify the minimum number of characters that should be provided for the Solution field. The default minimum length is 10 characters.
Notify Workgroup Owner(s) for SR Reassignment	If selected, an e-mail notification is sent to the Workgroup owner of the selected tenant upon updating the existing Analyst on the SERVICE REQUEST DETAIL page. If both the existing Workgroup and Analyst are changed, the previous and current Workgroup Owners receive e-mail notifications. Additionally, in order to notify Workgroup owner(s), the Notify Workgroup Owner for Service Request checkbox must be enabled on the WORKGROUP page. For more information, see Configuring Workgroups in SummitAI Platform.
Allow Analyst to Edit Description	If selected, the Analysts can edit the Description of the Service Requests for the selected tenant using the SummitAI application.
ENABLE TABS ON SERVICE REQUEST DETAILS PAGE	Select the check box in this section to enable the respective tab on the Service Request Details page.
Remarks Display	Select Hide to hide the Remarks field or select Non Mandatory to make the Remarks field optional
Remarks Label Name	Provide a label name for the Remarks field. The default label name is Remarks.
MANDATORY CONFIGURATION FOR PRIVATE LOG/USER COMMUNICATION	Allows you to configure Private Log and/or User Communication as mandatory for specific actions. To configure Private Log and/or User Communication: Select Private Log and/or User Communication. Select appropriate option(s) in the Workgroups column. Select the status in the Status column to be configured as mandatory. Click to add the configuration. Click SUBMIT to save the configuration.
Workgroup	Displays the Workgroups for which Private Log and/or User Communication is configured as mandatory.
Status	Displays the status for which Private Log and/or User Communication is configured as mandatory.
Private Log	Indicates if Private Log is configured as mandatory.
User Communication	Indicates if User Communication is configured as mandatory.
Delete	Allows you to delete the configuration. Click to delete the configuration.
Effort Logging	The effort logging is done based on any of the following selected options: Manual Entry: Select the option to allow the Analysts to manually log the efforts for the SR. Using Stop Watch: Select the option to use the stop watch to capture the time spent on the SR. Disable: Select the option to disable the Effort logging field.
Effort Log Validation	Select the required check box to define when logging effort is mandatory. Pending: When the previous Incident status is anything other than Pending, the Analyst needs to log Efforts. Resolved: When the previous Incident status is anything other than Resolved,the Analyst needs to log Efforts. Workgroup Change: Whenever the Workgroup is changed, the Analyst needs to log Efforts. Assigned Analyst Change: If the last assigned Anlayst and newly assigned Analyst are different, the logged in Analyst needs to log Efforts. If there was no Analyst assigned to the Incident and an Analyst is now assigned to the Incident, Analyst needs to log Efforts.
CONFIGURE CUSTOM ATTRIBUTE FIELDS	The fields selected in this section are not updated in the Child Incidents when these fields are modified in the Parent Incidents.
FIELDS THAT ARE REQUIRED IN EMAIL NOTIFICATION TO CAPTURE RECENT UPDATES	The fields selected in this section is included in the e-mail notification for the recent updates.
Select Custom Fields	Select the fields to include them in the e-mail if the tag ATTRIBUTE_CHANGES is included in the e-mail template.
CAPTURE REASON FOR CHANGE OF FIELDS	Select the required fields in this section. If the selected fields are modified, the Reason for Change is mandatory.
Priority Validation Order	Select the appropriate option in the drop-down list. For any modification in the Priority, the Reason for Change is mandatory based on the selected option.
Active	Indicates the status set for the configuration details of the Service Request Management module. If selected, the configuration details for Service Request Management module is enabled to display on other pages of the application. If not selected, the configuration details for Service Request Management module will be a inactive configuration. The configuration is disabled to display on other pages of the application.
Mandatory In-Progress Status Before Changing the Status to Pending	If selected, the SR must be in the In-Progress status at least once before being moved to the Pending status.
Disable Resolved Status If Incident is in Pending Status Or Mandatory In Progress Status to Resolve the Incident	If selected, the Resolved status is disabled if the SR is in the Pending status. Or, the SR must be in the In-Progress status at least once before being moved to the Resolved status.
Display "Show SR Updated By E-mail" Check Box on Filters and "Last Updated by Analyst Using E-mail" Icon	If this check box is selected, the "Show SRs Updated By E-mail" check box is displayed on the FILTERS pop-up page of the SERVICE REQUEST LIST page and "Last Updated by Analyst Using E-mail" icon is displayed for the respective SR on the SERVICE REQUEST LIST page. This icon indicates that the respective SR is updated by analyst through e-mail.
Enable Bulk Update of Service Requests for Other Workgroups	If selected, all the Analysts of this Tenant can bulk update Service Requests of other Workgroups to which they do not have access. To allow or restrict access to specific Analysts, go to the ANALYST page. For more information, see Configuring Analysts in SummitAI Platform.

For Approver

Figure: TENANT page: Configuring Service Request Management module - For Approver

Field Description

The following table describes the fields on the For Approver section of TENANT page:

Field	Description
For Approver
CONFIGURE APPROVER DETAILS	Configure the fields in this section to display in the NEW SERVICE REQUEST, SERVICE REQUEST DETAILS and APPROVE SERVICE REQUEST page
Skip Repeated Approvals	If selected, if the same Approver is configured at different levels, the Approver needs to approve only once and rest of the approval levels are skipped. Example: If John is configured at Level 1, 3, and 5 of the approval matrix, John needs to approve at Level 1, and Level 3 and 5 are skipped. However, the approvals are not skipped for Group Approvals.
Display Signature along with Approval	If selected, the e-signature of the approver which is uploaded in the approver's User Profile (See Editing User Profile) is displayed as a separate column in the Approval Details section (tabular view) of Approve Service Requests (Request > User > Approve Service Requests) page. By default, this option is unchecked. Therefore, only those requests that are created after enabling this option will have the e-signature details in the Approval Details section.
Bar Caller from Approver List	If Enable Approver Selection under CONFIGURE USER GROUP is disabled then in case of multiple approvers, Bar Caller from Approver List feature will remove the caller from the approver list after submission. If the caller is the only approver then system displays a validation message and blocks the SR submission. If Enable Approver Selection under CONFIGURE USER GROUP is enabled then in case of multiple approvers, if user selects only caller as an approver, system displays a validation message and blocks the SR submission. If user selects multiple approvers including a caller, Bar Caller from Approver List feature will remove caller from the approver list once the SR gets submitted. If the caller is the only approver then system displays a validation message and blocks the SR submission.

ACTIONS

This section explains all the icons on the ACTIONS panel of the TENANT page.

SHOW LIST

Click SHOW LIST to display the LIST table showing all the configured Tenants.

TENANT page: List of Tenants
Figure: TENANT page: List of Tenants

To update a Tenant detail, click the configured Tenant Name. Make appropriate changes and click SUBMIT.
To display the inactive Tenants, click the Include Inactive check box.

Note:

When the list Tenants is displayed under the LIST table, the ADD NEW and TENANT LABEL DISPLAY actions are displayed on the ACTIONS panel.

Click ADD NEW to configure a new Tenant.
Using the TENANT LABEL DISPLAY action, you can configure a name for Tenant label. Type in the name for the Tenant label in the Tenant Label Display text box. Click SUBMIT to save the changes.

SHOW TENANT

Click SHOW TENANT to view the details of the selected Tenant.

CLASSIFICATION

Click CLASSIFICATION to configure Classification. For more information, see Configuring Classification in Service Management.

CLOSURE CODE

Click CLOSURE CODE to configure Closure Codes. For more information, see Configuring Closure Codes in Service Management.

FEEDBACK QUESTIONS

Click FEEDBACK QUESTIONS to configure Feedback Questions. For more information, see Configuring Feedback Questions.

IMPACT

Click IMPACT to configure Impacts values. For more information, see Configuring Impact For Administrator_SR.

PENDING REASONS

Click PENDING REASONS to configure Pending Reasons. For more information, see Configuring Pending Reasons For Administrators_SR.

PRIORITY

Click PRIORITY to configure Priorities. For more information, see Configuring Priority_SRM.

RESOLUTION CODE

Click RESOLUTION CODE to configure Resolution Codes. For more information, see Configuring Resolution Codes.

ANALYST

Click ANALYST to configure details for Analysts. For more information, see SummitAI Platform Online Help.

SLA SERVICE WINDOW

Click SLA SERVICE WINDOW to configure SLA Service Window details. For more information, see Configuring SLA Service Windows.

URGENCY

Click URGENCY to configure Urgency values. For more information, see Configuring Urgency_SRM.

WORKGROUPS

Click WORKGROUPS to configure Workgroups. For more information, see SummitAI Platform Online Help.

Note:

The red asterisk on the icons on the ACTIONS panel indicates that all of these values must be configured to complete configuration of the Service Request Management module for the selected Tenant. The orange color bar on the icon on the ACTIONS panel means that a particular value is not configured. The green color bar on the icon indicates that it is configured. Until all the icons marked in red asterisk is configured for the selected Tenant, the Service Request Management module will not be available to the selected Tenant. This means the selected Tenant will not be available to the users while raising SRs until all the mandatory configuration values are configured.

Service Management Help

To Configure Service Request Management Module:

FIELDS THAT ARE REQUIRED IN EMAIL NOTIFICATION TO CAPTURE RECENT UPDATES

ACTIONS