Incident Details

Updating Incidents - Various Actions

You can view, or modify the general details of an Incident, maintain user logs and Workgroup logs, establish Parent and Child Relationship, type in additional information as configured by the Administrator, add Partner information and Checklist, and see other related Incidents, or Change Records (CRs).

Note

You can view/modify Incidents from other Workgroups if you are configured as a Power User.

View or update Incident details

1. View or update the Incidents assigned to your Workgroup or assigned to you.
   

2. Select the Incident ID of the Incident that you want to view or update. The basic information about the Incident is displayed in the left column of the Incident ID page.
   

3. View the Incident details or make the changes, if required. 
   

4. Click Submit to save the changes.

Add KRs Using Resolved Incidents

You can add the resolved Incidents to the Knowledge Base (KB). When the status of the Incident is changed to Resolved, under the General tab of the Incident ID page, select the check box, Add to KB. The Incident details are copied to the Knowledge Base as a Knowledge Record (KR). On clicking Submit a new Knowledge Record page is opened. Validate the details and click Submit. The KR needs to be authorized, approved, and published before it is available to the End Users and the other Analysts (as per specified user access). 

Figure: Incident Details - Adding Resolved Incidents to KB

Schedule Incident

You can schedule Incidents by specifying the Schedule Date under the General tab of the Incident ID page. For more information about scheduling Incidents, see GENERAL tab in this same page.

Change Incident Status

The status of the Incident in green color indicates the current status of the Incident. To change the status of the Incident, click the appropriate status, and then click Submit. 

Cancel Incident

You can also cancel the Incident by clicking the CANCELLED status on the Incident ID page. This option should be enabled by the Administrator to allow cancellation of Incidents. On canceling an Incident, all the Work Orders created for the Incident are also auto-canceled.

Log Effort

When you are working on an Incident, you can log the time spent in analyzing and resolving the Incident. You can log the time spent on the Incident, manually or by using the Stopwatch option.

• Manually: Click Update under the Efforts section. Fill in the number of Days, Hours, and Minutes spent on the Incident under the Communication tab under the Private Log section.

• Using Stop Watch: Click Start under the Efforts section while starting the task and then click Stop when you finish working on the Incident. The Effort is automatically calculated.

Various Sections of the Page

This section explains the various sections of the INCIDENT ID page.


Figure: Incident Detail Page

Section 1

On clicking the down-arrow next to the Incident ID, the following options are available:

• Create Work Order

• Create Service Request

• Create Change Record

• Create Problem Record

Figure: Incident ID

Section 2

See: Measuring Effort

Section 3

Following are the icons and links in this section that you can use to perform specific actions:

Section 4

This section displays the possible status values of an Incident. The current status of the Incident is indicated with a green highlight color. You can also change the status of the Incident.

If the incident status is Pending Approval, there will be one more workflow section on Incident ID details page.  A sample screenshot is shown below:


Figure: Incident Detail Page (Workflow Section)

This section displays the approval workflow of the incidents for which the status is Pending Approval.  The workflow displays the total number of approval levels along with the status of the approval level. Available statues are as follows:

Completed - The Completed status indicates that the Approval is done by the approver. The Completed status of the workflow is indicated with a green highlight color.

For Example:  The following diagram displays the following information:

Figure: Workflow

• Pending - The Pending status indicates that the Approval is pending from approver.

• Approved - When all the approvals are done then the workflow status will be "Approved" and all the boxes will be highlighted as green. Also, the Incident Status will be changed to Closed. A sample screenshot is shown below:
  
  

  Figure: Approved Status 

Section 5

These are the various tabs available on the Incident ID page.

Note

• The asterisk mark on the tab indicates that there are some mandatory fields, which must be filled in.

• The orange color dot on the tab indicates that relevant information is available under the tab.

• The numbers on the Relationship tab indicates the number of records (Incidents, Service Requests, Change Records, and so on) to which the Incident is related.

• The tab for which information is currently displayed on the Incident ID page appears with a grey color background.

General

You can provide general information about the Incident, such as assigned Workgroups, assigned Analyst , Response Time, ETR (Expected Resolution Time), Solution, and so on under the General tab.

Figure: General tab 

The following table describes the fields under the General tab:

Communication  

You can share the user log with the End User as comments under the Communication tab. These comments are sent to the End User and to the default and specified CC e-mail members automatically through an e-mail when you click Submit . The Private log can be updated by the individuals working on the ticket. The private logs are for internal support teams and workgroups and are not available or visible to end users. Also, the follow-up can be recorded based on the number of times the End user followed-up with the Analyst.

Figure: Communication

The following table describes the fields under the Communication tab:

Note

• You can view the e-mail communications under the Attachment section.

• You need to update information under the Communication tab and the Private Log is mandatory if the Incident is transferred to a different Workgroup or the status is changed.

Checklist  

There may be a list of actions you need to perform before resolving an Incident. Under the CHECKLIST tab, you can verify these actions (if configured by the Administrator) and complete them before resolving the Incident. Based on what action is taken on the Task, update the Task Status and provide your remarks in the Remarks text box.

Figure: Checklist

Relationship  

You can link related Incidents, Problem Records (PRs), Assets, CIs, Events, and so on to the Incident using the Link list under the Relationship tab. You can also create new Incidents, PRs, SRs, and so on to link to the Incident using the Create list.

To link any module to an Incident:

1. Click the module name in the Link drop-down list. The Relationship pop-up page is displayed.

   

   Figure: RELATIONSHIP tab

2. Enter the required details and click SEARCH.

   

   Figure: Example of Relationship search filters
   

3. Select the record to be linked and click Link.

   

   Figure: Example of Relationship search result
   

4. The linked record is displayed under the RELATIONSHIP tab.

Notes

• If you create a Change Record (CR) from the RELATIONSHIP tab of the Incident page, the Incident cannot be closed until the CR is in Implemented status. This is applicable, if the check box, Linked CR Implementation Prevents Incident Closure, is selected by the Administrator. Notification e-mails are sent to the Incident Caller for each update of the CR.

• If the Do Not Update Child Priority check box is selected, while Incident linking the Priority of the Child Incident is not changed to the Priority of the Parent Incident. In such a case, the configured Priority Matrix for the Parent Incident is not applicable for the linked Child Incident.

• When a Child Incident is linked to a Parent Incident, the Response Time of the Child Incident is equal to the linked time.

• If you link a Configuration Item topic in Configuration Management Database for which the SOP topic in SummitAI Platform is configured you can view the SOP details by clicking.
  

  

  Figure: SOP Template
  

• If you link a Configuration Item, for which SLA is configured, the Priority and SLA of the Incident changes as per the Priority and SLA configured for the CI. However, the SLA and Priority configured for the CI cannot override the SLA and Priority configured for a User Matrix.

Troubleshooting

You can see other open Incidents, similar Incidents, Knowledge Records (KR), Change Records (CRs) to better analyze and provide a quick solution to the incident under the Troubleshooting. You can view the list of Incidents, which are similar to this Incident to take necessary steps to resolve it.

Figure: Troubleshooting

The following table describes the fields under the Troubleshooting tab:

Vendor Information

You can provide details about any external Vendor who is related to the Incident under the VENDOR INFORMATION tab. You can add or view details of the external support where an external Vendor is involved. The external support details are not shared with the End User, but is added here for your reference. This tab is available if enabled by the Administrator.

Figure: VENDOR INFORMATION tab

The following table describes the fields under the VENDOR INFORMATION tab:

Note

On selecting the Vendor in the Vendor drop-down list, the configured Underpinning Contract options are populated in the Underpinning Contract drop-down list.

Additional Information

You can document the additional information about the Incident under the Additional Information tab. Based on the organization’s needs, the Administrator configures the information to be displayed under this tab. OLA details are also displayed under this tab calculating OLA and OLA violation whenever the Incident is transferred between the Workgroups (based on OLA configuration in the SLA). Both the Source Workgroup (The Workgroup from which the Incident is transferred) and Target Workgroup (The Workgroup to which the Incident is transferred) should be configured in the OLA contract to capture these details.

Figure: ADDITIONAL INFORMATION

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the INCIDENT ID page.

Change History

Click CHANGE HISTORY to view the changes that occurred on the Incident, the user who made the changes, the date and time when the change was made, and also the previous and new values for the Incident.

Figure: CHANGE HISTORY pop-up page

The following table describes the field on the CHANGE HISTORY page:

Knowledge Base

Click KNOWLEDGE BASE to view the KNOWLEDGE BASE pop-up page with the following fields:

Figure: Knowledge Base Pop-up

LOOKING FOR AN ANSWER: The Symptom of the incident is automatically picked up and search for Knowledge Records. Also, Knowledge Record can be queried out by keying in the exact word as configured in “Knowledge Details” screen.

KNOWLEDGE RECORDS: IMPORTANT, MOST VIEWED, and HIGHEST RATED: Under this section, the Analysts can view the KRs categorized under IMPORTANT, MOST VIEWED, and HIGHEST RATED and use the KRs for resolving the Incident. This helps in easy search of more relevant KRs and using them for resolving the Incidents. Click a Knowledge Record link to view the Knowledge Record details on a new browser tab.


Figure: KNOWLEDGE RECORD DETAILS page 

Various sections of the KNOWLEDGE RECORD DETAILS page:

• Rating KRs
  You can provide feedback for a KR by clicking the stars and typing in your remarks. Click SUBMIT to save your feedback and remarks.

• LOOKING FOR AN ANSWER
  You can search and view the Knowledge Records using the LOOKING FOR AN ANSWER field on the KNOWLEDGE RECORD DETAILS page. The selected Knowledge Record is displayed with a grey color background.

• RECENTLY VIEWED
  You can view the list of last five recently visited Knowledge Records under the RECENTLY VIEWED section.

Note

If a Knowledge Record is configured as a public article (For more information about Public Article, the Knowledge Record can be shared with a user even if the user does not have any access to the SummitAI application. The Public Knowledge Records open in a new tab on your browser and not as a pop-up page within the Application.

Copy Incident

Click COPY INCIDENT to copy details from an existing Incident to this Incident. The details from the Incident are copied to the new Incident.

Figure: COPY INCIDENT pop-up page

Send Email

Click SEND E-MAIL to send e-mails to Workgroup, Workgroup Owner, assigned Analyst, or Caller. 

Reminder

Click REMINDER to set up a reminder for the Incident. You can specify the date for the reminder (Date). You can select the users who should be sent the reminder (Notify Users and Other Users). You can also trigger to create a new Incident (Create Incident check box).

Figure: Reminder pop-up page

Convert to Request

Click CONVERT TO REQUEST to convert an Incident to a Service Request as per the configurations made by the Administrator.

• Manually Resolve Incident (The Incident and the Service Request need to be resolved individually)

• Auto Cancel the Incident (The Incident is cancelled automatically after the Service Request is created and the Service Request need to be resolved manually)

• Auto Resolve Incident (The Incident will be resolved automatically when the Service Request is resolved)

Based on the option selected (from the above listed options) by the Administrator during the Tenant configuration, an appropriate message is displayed to you. Click OK to create the Service Request. You can specify the SR details on the LOG SERVICE REQUEST page. For information about logging SRs for Users, see Logging Service Requests for Users.

Audit Flow

Click AUDIT FLOW icon to view a pictorial representation of the audit flow. For more information about Audit Flow, see Audit Flow.

Figure: Audit Flow page

Communication History

Click COMMUNICATION HISTORY icon to view the different types of communications, such as User Communication, Private Log, System Generated E-Mails, Chat History, and Mails sent via Send E-Mail. 

Figure: COMMUNICATION HISTORY pop-up page

Section 1 - Incident Details

This section includes the Incident Details such as:

• Incident ID

• Incident Caller Name

• Incident Logged Time 

Section 2 -Filters

This section includes the various filter options such as:

• ALL - Select this check box to view all communications in section 4 (Content Display Area).

• User Communication - Select this check box to view user communication mails (To and From the interaction between Analyst and End User) related to the selected incident.

• Private Log - Select this check box to view the information shared with the other team members or other Workgroup members through an e-mail.

• System Generated E-Mails - Select this check box to view all the System Generated E-Mails such as Incident Assigned, Incident Pending, Incident Reminder, and Incident Resolved 

• Chat History - Select this check box to view the conversation that happened between the Analyst and End User. 

• Mails sent via Send E-Mail - Select this check box to view the E-Mails sent via the Send E-Mail option.

Section 3 - Search

This section includes various actions such as:

• Search Communication History textbox
  You can search for any keywords using this option. The entered keywords are searched in all the sections (User Communication, Private Log, System Generated E-Mails, Chat History, Mails sent via "Send E-Mail", and Approval Information) and display the communications which have these keywords.

• Sort

  • Sort (Ascending)- Click this icon to view all the line items in section 4 (Content Display Area) in Ascending order.

  • Sort (Descending)-  Click this icon to view all the line items in section 4 (Content Display Area) in Descending order.

• Expand All/Collapse All

• Expand All icon - Click this icon to expand all the line items in section 4 (Content Display Area).
  

  Click More to view the complete email as shown below.
  

• Collapse All icon - click this icon to collapse all the line items that are expanded in section 4 (Content Display Area).

Section 4 -Content Display Area

• Attachments
  To view attachments, click the Expand icon. Once the line items expanded, the Analyst can see the email Body and Attachments. Click the attachment name to view the attachment in new tab. 

Templates

Click TEMPLATES to select a Rule from the TEMPLATES pop-up page. Select a Rule from the list and click SUBMIT. Using the configured Rules you can quickly update the Incidents without the need to re-enter all the values. The Rules are configured based on the commonly logged issues and values are entered in the Rules. When the Analysts come across an Incident similar to the defined Rule, they can select the Rule and all the values defined in the Rule are auto-populated. This saves time and also reduces the possibility of making mistakes. The Rules prefixed with [Auto] mean that these Rules are auto-created by the application based on the resolved Incidents.

Figure: TEMPLATES pop-up page

Export to PDF

You can export section-wise Incident details in PDF.

To export Incident Details in PDF:

1. Click EXPORT TO PDF icon on the ACTIONS panel. The EXPORT TO PDF pop-up page is displayed.
   Figure: Incident Details page
   

2. On the EXPORT TO PDF pop-up page, select the required sections.
   

3. Click Export.