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This section focuses on Incidents processing by the agents.
Assigning and Updating Incidents
Once the incident is registered, it has to be assigned to the responsible person to be processed. To assign an incident, please complete the following steps:
- Open the incident you want to work on;
- Find the Assignment Group field, then press the magnifier icon to select a group to assign the incident to;
- (Non-mandatory step) complete the same step for the Assigned User field.
The incident is assigned.
To perform any updates in the incident, please complete the following steps:
- Open the incident you want to work on;
- Change the desirable field(s);
- Press Save.
Your changes will be displayed in the Activity log, that is located in the Notes tab (scroll down the page).
The following information is displayed:
- Update author;
- Field updated;
- New field value;
- Old field value.
Activity view
Create a "parent-child" relationships between incidents
Create a such relationship links two or more incidents between each other in a "parent-child" model.
To create a child ticket, please complete the following steps:
- Start creating a new incident in a way as it was described here;
- Fill in the form, then scroll down the page and press the Related Records tab;
- Unlock Slave Incidents. For this, press a lock icon.
- Press a magnifier icon to select an incident that will be slaves for this one. You can choose over one incident, in this case, all of them will be slaves for it.
- Press the lock icon again and then press Save.
If you need to make an existing incident child for another one, then you can skip step 1.
To create a parent ticket, please complete the following steps:
- Start creating a new incident in a way as it was described here;
- Fill in the form, then scroll down the page and press the Related Records tab;
- Press a magnifier icon on the Master Incident field;
- Select incident you want to be a parent for this one and then press Save.
If you need to make an existing incident parent for another one, then you can skip step 1.
Create an Incident Task
If solving of incident requires the participation of different departments, then you can create Incident Task for each of them. They will be related to the parent incident, but not like in the "master-slave" model. The better example is the "parent-child" model.
To create an incident task, please complete the following steps:
- Open the incident you want to work on;
- Scroll down the page, then press the Incident Task tab;
- Fill in the form:
- Number - filled automatically;
- State - leave it in the Pending state;
- Incident - filled automatically with the number of the parent incident;
- Assigned user - choose a responsible person you wish to assign a task to;
- Assigned group - choose a department you want to assign a task to;
Subject - describe the task here in a brief manner;
- Description - put there the detailed task.
- After you have entered task details, you can move to the Schedule tab. Here you can specify start and end dates for working.
- Actual Start Date - the date when the assigned person started to work on this task. This field must be filled by the agent;
- Actual End Date - the date when the assigned person finished the work on this task. This field must be filled by the agent;
- Planned Start Date - the date when you want the assigned person to start working on this task;
- Planned End Date - the date you want this task to be finished (completed and closed).
- Press Save.
You can create as many Incident Tasks as you need.
Create Relationships
You can create relationships between incidents and other types of tasks. For this, please complete the following steps:
- Open the incident you want to work on;
- Scroll down the page, then press the Related Records tab;
- You can create these types of relationships:
- Solved by Change;
- Caused by Change;
- Related Problems;
- Known Error;
- Related Inquiry;
- Slave Incidents;
Master Incident;
- Related Request;
- Related Article.
- To create relationships for the Solved by Change, Caused by Change, Related Problems, Related Inquiry, Slave Incidents, Related Article, please complete the following steps:
- Press a lock icon, then press a magnifier icon;
- In the new window that was appeared choose a necessary option;
- Press the lock icon again and then press Save.
- To create relationships for the Known Error, Master Incident, Related Incident, please complete the following steps:
- Press a magnifier icon;
- In the new window that was appeared choose a necessary option;
- Press Save.
Relationship types
Type | Description |
---|---|
Solved by Change | The incident is solved / can be solved by the Change specified. |
Caused by Change | The incident is caused by the Change specified. |
Related Problems | The incident is related to the Problems specified. |
Known Error | The incident is a Known Error, it has a recorded root cause and a workaround. |
Related Inquiry | The incident is related to the Inquiry specified. |
Slave Incidents | The incident has one or more child incidents (see above on this page). |
Master Incident | The incident has a master incident (this essence is opposite to the child incidents). |
Related Request | The incident is related to the Service Catalog Request specified. |
Related Article | The incident is related to the Knowledge Base Article specified. |
Closure information
Based on the SimpleOne state model, when the incident was resolved, it must be marked as Completed, that will denote the incident closure. Also, the agent must provide the following details:
- Closure Code;
- Closure Notes.
Closure Code
This code specifies an option of the closure. SimpleOne has the following options:
Option | Description |
---|---|
Solved 1st level | The incident was solved by the 1st level of service agents without functional escalation. |
Solved 2nd level | The incident was solved by the 2nd level of service agents (1st level was not unable to solve). |
Not Solved (Unable To reproduce) | The agents couldn't reproduce the incident and didn't find any disfunction. |
Not Solved (Dropped) | This closure code is chosen when the request is not an incident at all (for example, it's a Change Request). |
Not Solved (No User Reaction) | This closure code is chosen when the user didn't provide additional information after he was asked about this in the Information Needed Incident. |
Not Solved (Workaround) | This closure code means that the incident has no permanent solution, but a temporary workaround related to the Known Error. |
Not Solved (Other) | This closure code is meant to be for all other reasons. |
Closure Notes
In this field you need to put down information on works performed, and maybe other information related to this incident.
Escalation Rules
There are two possible types of escalations: functional and hierarchical.
- Functional escalation is when 1st level service agents are unable to solve an incident due to any reasons (lack of authority or competence), they escalate it to the 2nd level to address.
- Hierarchical escalation is typically required when an incident is of a serious nature or a set of incidents that may take an excessive amount of time. It's an escalation up to the management.
In SimpleOne, automatic incident escalation is implemented. How it works:
- If the incident have not been processed for a certain period, and there is a risk of the SLA breach, then assigned person or group manager is being notified about this;
- If the things has not been changed, then incident urgency increases, the incident rises up in line;
If it didn't help, then incident urgency increases again, the incident rises up in line, the assigned person or group manager is being notified about this repeatedly.
Also, you can keep the line manager of the assignee informed about the incident activities by turning on the "Attention Required" checkbox.
Indication
Every incident has SLA indicators quantized and tied up. They can be found at the bottom of the incident page, in the Indication Tab. This tab displays the following information:
- Start time;
- Has breached;
- Stop time;
- Business Elapsed Time;
- Business Time Left;
- Breach Time;
Pause Time.
SLA Indicators
Indicator | Description |
---|---|
Start time | The indication start time. This field is linked with the incident Registered state. |
Has breached | This field displays whether SLA has been breached or not. |
Stop time | The indication stop time. This field is linked with the incident Completed state |
Business Elapsed Time | This field displays how much business time has passed since the incident was raised. |
Business Time Left | This field displays how much business time is left until SLA will be breached, |
Breach Time | The time value of how much SLA has been breached in this incident. |
Downtime | The downtime duration. |
In SimpleOne, SLA indicators can be determined based on three entities: field, operator and value.
You can create your own SLA indicators using the Condition Builder. To create it, navigate to the Service Level Management → Timepoint Indicator and press New.
For example, you can create different SLA indicators for incidents having an impact from "Low" to "Very High" and set different "Breach Time" value for them, based on your SLA agreement.
Priority Management
The priority of the Incident can be figured out based on its impact and urgency using a priority matrix.
The impact of an incident indicates the level of damage that will be caused to the business user. In SimpleOne, the impact can be categorized as:
- Low;
- Medium;
- High;
- Very High.
The urgency of an incident indicates the measure of time until an incident has an impact on the business. In SimpleOne, the urgency can be categorized as:
- Low;
- Medium;
- High.
Based on the priority, incidents can be categorized as:
- Low;
- Moderate;
- High;
- Critical.
The priority matrix
Impact / Urgency | Very High | High | Medium | Low |
High | Critical | Critical | High | Moderate |
Medium | Critical | High | Moderate | Low |
Low | Critical | Moderate | Low | Low |
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