Overview

The Support template supports a typical Support environment in which issues or requests are reported by customers or end users and the Support team resolves the issues or processes requests. This template incorporates 2 levels of Support:

1st Line Support attempts to process all incoming records

2nd Line Support processes any escalated records that could not be processed by 1st Line Support

Support Manager processes any escalated records that could not be processed by 1st or 2nd Line Support

Projects

A default project called "Support" is available in this template and is visible to all user groups. This project can be customized and additional projects can be added via the Projects section.

Forms

A default form called "Ticket" is available in this template, is associated with the "Support" Project and is visible to all user groups. This form can be customized and additional forms can be added via the Forms section.

Fields

The Ticket form contains the following fields. Note that you can customize the database by adding to or removing fields, or changing any pulldown menu values via the Fields section. Field names with an asterisk are required by the system and cannot be removed from any form(s).

PRN*	Numeric record identifier. Assigned at the time the record is created.
Title	A one line text summary of the problem or request. Set at the time the record is created.
Product*	Identifies the product for which the record has been reported. Set at the time the record is created.
Platform	Describes the hardware or software platform where the problem occurs. Examples are the operating system (e.g. Windows 2000). Set at the time the record is created.
Request Type	Classifies the record. Possible values are: Bug, Contract Requirement, Customer Feedback, Customer Problem, Enhancement. Set at the time the record is created.
Severity	Describes how serious the problem is. Set at the time the record is created.
Description	Full description of the problem. Ideally describes the nature of the problem and how to reproduce the behavior. Set at the time the record is created.
Reported By*	Name of the user that reported the record. Initially set to the name of the current user logged in. Set at the time the record is created.
Date Reported	The date the record was created. Automatically initialized, and set at the time the record is created.
Workaround	Describes how to work around the reported problem. Set at the time the record is created.
Pending Issues	Describes what information or tasks are needed before a record can continue to be processed. Set by the Support Engineer if issues arise that keep the record from being processed.
Status*	Current state of the record. Changes as the record is processed through the workflow.
Assigned To*	User the record is currently assigned to for processing. Set either manually or automatically during processing of the workflow.
Est. Close Date	Date when the issue or request is expected to be resolved. Set by the Support Engineer when deciding how to process the record.
Priority	Describes the relative importance of handling this record compared to other records entered in the system.
Close Date	Date when the record was closed. Set by Support when issue or request has been resolved. Automatically initialized to the current date/time.
Close Detail	Describes the details about how the issue or request was resolved. Set by the Support when the issue or request has been resolved.
Deleted*	Denotes whether the record has been deleted.

Support Queues

The Home Page reports can be set up as a queue for Support Engineers to use in prioritizing and processing incoming records. TBD will be the user to which incoming records are assigned while they are in a queue. To represent a queue for the 1st Line Support team on the Home Page, the saved query 1st Line Support Queue [Support] was created to display all records assigned to TBD in the Reported state. To repesent the queue for 2nd Line Support on the Home Page, the saved query 2nd Line Support Queue [Support] was created to display all records assigned to TBD in the Escalated state.

Information on how records are processed within and outside of the queue are discussed in the Workflow section below.

Workflows

It is assumed that records will be processed and moved through the workflow process by using the Task operation. A default workflow called "Support Ticket Process" is available in this template and is associated with the "Ticket" Form and is in use in the "Support" Project. You can customize the Support Ticket Process workflow or add additional workflows via the Workflows section.

1. State 1 - Reported
   It is assumed that 1st Line Support Engineers check a queue to pick up incoming records. When a record is created, it is set to the state Reported, and assigned to TBD (a placeholder user to represent records that are in the queue and have not yet been assigned) A 1st Line Support Engineer (sup_one) selects incoming records from the queue and decides how to process each using a list of possible workflow paths. sup_one can choose one of the following:
   • Begin processing a record by selecting the transition called Start Processing Request. The Description field is presented for reference. sup_one must enter an Estimated Close Date and can optionally set the Priority of the request. This transition will assign the record to sup_one and place the record in the In Process state.
   • Close the record by selecting the transition called Close. The Description field is presented for reference. This transition will place the record in the Closed state and assign it to TBD ("no one" since this record will not be processed any further). sup_one will be required to enter a reason the record was closed in the Close Detail field. The Close Date will be updated automatically.
   • Delay processing of the request by selecting the Hold Request transition. The Description field is presented for reference. sup_one is required to enter a reason for the delay in the Pending Issues field and an Estimated Close Date. It is optional to set the Priority for the record. This transition will place the record in the On Hold state and will assign it to sup_one.

   This is implemented by:

   Workflow Properties

   • Defining Reported as the Default Add State when a record is added
   • Assigning TBD as the manager for the Reported state

   Transitions

   • Defining a transition to move a record to the In Process and On Hold states where the assignee is <LoginUser> (the user performing the task operation).
   • Defining a transition to move a record to the Closed state where the assignee is TBD.

   Task Fields

   • Configuring Description (read only), Est. Close Date (required) and Priority (optional) to be presented during the task operation for the transition to the In Process state.
   • Configuring Description (read only), Close Detail (required) and Close Date (read only and initialized) to be presented during the task operation for the transition to the Closed state.
   • Configuring Description (read only), Pending Issues (required), Est. Close Date (required) and Priority (optional) to be presented during the task operation for the transition to the On Hold state.

2. State 2 - In Process
   The Support Engineer (sup_one) assigned to the record attempts to resolve the issue or request, then chooses one of the following transitions:
   • If the issue is resolved, sup_one can close the issue by selecting the transition Close. The Description field is presented for reference. This transition will place the record in the Closed state and assign it to TBD ("no one" since this record will not be processed any further). sup_one will be required to enter a reason the record was closed in the Close Detail field. The Close Date will be updated automatically.

   • If the issue has not been resolved and sup_one needs to escalate the issue to 2nd Line Support for troubleshooting assistance, the Escalate to 2nd Line transition will be selected. The Description field is presented for reference. sup_one is required to enter the reason for the escalation in the Pending Comments field. This will place the record in the Escalated state, will assign it to TBD, and place the record in the 2nd Line Support queue.

   • If the issue has not been resolved and sup_one needs to escalate the issue to a manager for troubleshooting assistance, the Escalate to Manager transition will be selected. The Description field is presented for reference. sup_one is required to enter the reason for the escalation in the Pending Comments field. This will place the record in the Escalated state, will assign it to the Support Manager (sup_mgr).

   • If the issue cannot be processed until a later (e.g. because more information is needed or there is some delay before a task can be performed), sup_one can select the Hold Request transition. The Description field is presented for reference. sup_one is required to enter a reason for the delay in the Pending Issues field and an Estimated Close Date. It is optional to set the Priority for the record. This transition will place the record in the On Hold state, but will still be assigned to the sup_one.

   This is implemented by:

   Workflow Properties

   • Defining Support Manager (sup_mgr) as the manager for the Escalated state

   Transitions

   • Defining a transition to move a record to the Closed state where the assignee is TBD.
   • Defining a transition to move a record to the Escalated state where the assignee is the manager of that state
   • Defining a transition to move a record to the Escalated state where the assignee is TBD (placeholder for the 2nd Line Support queue)
   • Defining a transition to move a record to the On Hold state where the assignee is <Same Assignee>.

   Task Fields

   • Configuring Description (read only), Close Detail (required) and Close Date (read only and initialized) to be presented during the task operation for the transition to the Closed state.
   • Configuring Description (read only) and Pending Issues (required) to be presented during the task operation for the transitions to the Escalated state.
   • Configuring Description (read only), Pending Issues (required), Est. Close Date (required) and Priority (optional) to be presented during the task operation for the transition to the On Hold state.

3. State 3 - On Hold
   Processing was stopped for the records in this state. sup_one can resume processing of a record using the Resume Processing transition. The Description field will be provided for reference and sup_one will have the option to update the Estimated Close Date and Priority fields. This will place the record in the In Process state and will remain assigned to sup_one. sup_one can close the issue by using the Close transition. The Description field is presented for reference purposes. This transition will place the record in the Closed state and assign it to TBD ("no one" since this record will not be processed any further). sup_one will be required to enter a reason the record was closed in the Close Detail field. The Close Date will be updated automatically.

   This is implemented by:

   Transitions

   • Defining a transition to move a record to the In Process state with New Assignee set to <Same Assignee>
   • Defining a transition to move a record to the Closed state and assigned to TBD

   Task Fields

   • Configuring the Description (read only), Est. Close Date (optional), Priority (optional) to be presented during the Task operation for the transition to the In Process state.
   • Configuring the Description (read only), Close Date (read only, initialized), and Close Detail (required) fields to be presented for the transition to the Closed state.

4. State 4 - Escalated
   2nd Line Support or the Support Manager decides how to proceed with the issues that have been placed in the Escalated state:
   • The issue can be sent back to the sup_one by using the De-escalate transition. The Description field will be provided for reference. Comments to aid sup_one to resolve the issue must be entered into the Pending Issues field. Optionally, the Priority of the record can be updated. This will place the record back into the In Process state and assign it to sup_one, who worked on the record when it was previously in that state.
   • The issue can be closed by using the Close transition. The Description field is presented for reference. This transition will place the record in the Closed state and assign it to TBD ("no one" since this record will not be processed any further). The user (2nd Line Support or the Support Manager) will be required to enter a reason the record was closed in the Close Detail field. The Close Date will be updated automatically.

   This is implemented by:

   Transitions

   • Defining a transition to move a record to the In Process state where the assignee is <Last Assignee for New State>
   • Defining a transition to move a record to the Closed state where the assignee is TBD

   Task Fields

   • Configuring the Description (read only), Pending Issues (required), Priority (optional) to be presented during the Task operation for the transition to the In Process state.
   • Configuring the Description (read only), Close Date (read only, initialized), and Close Detail (required) fields to be presented for the transition to the Closed state.

5. State 5 - Closed
   Processing on these records has been completed.

Sample Saved Charts

A set of sample saved charts are included in this template. Click here to see details of these sample metrics.

Email Notification

The Support template is set up to notify users as follows:

On Add or Delete of a Record
The current assignee, the manager for the current state, and the reporter of the record are notified

On Change of State to Inactive
The user who reported the record is notified when a record is moved to a state where processing has stopped (any state included in the Inactive state group: Closed or On Hold)

On Change of Assignment
Both the current assignee and the manager of the current state of the record are notified

Security

The Support template assumes a very simple security model reflecting a workgroup situation where all users are able to see any record. This is implemented by setting Enable Record Visibility option under General Preferences in the Administration Task page to No.

In addition, the privileges related to editing the field of the records have been removed from users that are not managers or Admin. With this configuration, users can rely on the Task operation to move records through the workflow. This can be changed within the User Accounts section of the Admin page.