Incident Template

Incident templates are used to build forms with pre-populated data that can be utilized to log incidents quickly. Templates save time and effort by effectively capturing necessary information.

Role Required: SDAdmin

Benefits:

• Collect information for similar incidents each time by adding relevant default/additional fields to the template.
• Pre-populate category, impact, urgency, priority, and other vital details. This will help users log the request instantly with accurate details.
• Avoid back-and-forth conversations by capturing contextual information using additional fields.
• Divide the work involved into tasks.
• Add to-do lists or reminders within the template to assist technicians working on the request.
• Build automated actions within each template.

This document contains the following topics that explain incident template creation and management:

• Create Incident Template
• Configure Requester View
• Add Tasks
• Add Help Cards 
• Associate Checklists
• Set up Form Rules
• List View Operations

Create Incident Template    

1. Go to Setup > Templates & Forms > Incident Template.
2. Click New Incident Template.

By default, the Technician View is loaded. The displayed form consists of three main sections: Header, Field List, and Canvas.

Header	Provide basic details of the template.  Icon: Add an icon to the template. You can choose from the available library, upload a new icon, or attach an icon from the Cloud. Template Name * - Enter a unique name for the template. Comments - Briefly describe the usage of the template. Workflow/Life cycle: Select the workflow or life cycle to be associated with the template.
Field List	The field list in the right pane contains two tabs: Available Fields and New Fields. Available Fields - Contains default and additional fields configured in the application that are not used in the canvas. Drag any field from this list to the canvas. New Fields - Contains various field types that you can use to create additional fields instantly for the incident template. To create a new field, drag a field type to the template canvas and add the required details. Based on the selected field type, the field properties vary. Refer to this admin page to know how to configure different field types. You can also create additional fields under Setup > Customization > Additional Fields > Request. Learn more. You can also add sections to the template from the right pane. Use the New Section element to add sections to the template and group the fields within the section. To understand the usage of default fields, refer to incident creation page.
Canvas	The canvas contains various fields that are vital in capturing information about the incident. Some fields are system-defined. To customize sections added to the canvas, By default, sections are untitled. Click on the left corner of the section header to name the section. Hover over a section and click to set the following section properties: Number of Columns - Choose if you want the section to have one or two columns. Label Orientation - Choose if you want the field labels to be aligned on the left, top, or right to the input boxes. Collapsed State - You can choose to collapse sections automatically while loading the form. This property can be defined only if the section is named. Click Delete Section to remove the section from the template. The fields in the section will be moved to the field list on the right pane. Click on the section header to drag the section anywhere in the canvas. To customize fields added to the canvas, Hover over a field to define the field properties. Click to mandate the field and allow requesters to view/set the field value. Click to remove a field from the template. Click or on the either sides of the field to adjust the field width. Use to move the field within or across sections. Specify values in the field to set default values. Mandating Item field will also mandate Sub-category and Category fields. Mandating Impact Details field will mandate Impact field as well. For the Requester Name field, you can configure sub-fields as field properties. Hover over the field and click . Select the sub-fields to be displayed beneath the field. When a requester is selected, the details will be auto-populated in the sub-fields. Hard-coded fields  or sections containing hard-coded fields cannot be removed from the template. However, you can move these fields to other sections before deleting a section.

• Add resolution steps to the incident template. The resolution will be added to the request upon creation.
• You can associate the template with specific technician groups. The template will be accessible only to the technicians in the associated groups.
• Enable Show to Requester to allow requesters to create requests using the template. You can associate the template to specific user groups.
• Click Save or Save and Configure Requester.

You can see how the template is displayed to technicians using the Preview button on the top of the template.

The form will reload as Edit Incident Template form and the Requester View, Tasks, Checklist, and Form Rules tabs will be displayed.

Configure Requester View 

If the template is enabled for requesters, go to the Requester View tab to configure the template layout for requesters by adding fields and sections as explained above.

Use the Preview button at the top of the template to see how the template is displayed to requesters.

Add Tasks

The work involved in resolving the request can be broken down into tasks. You can assign technicians to the tasks and set the tasks to be triggered when needed.

Define Task Settings

Requester Permissions - Enable permissions to allow requesters to track tasks in a request as follows:

• Requesters can select the tasks to be added to the request and triggered while they are creating the request.
• All tasks associated with the template are added to the request. Requesters can view the tasks and track their progress from the request details page.

Trigger Options - The tasks that are marked to technicians/groups can be triggered manually or set to auto-trigger when the incident request is created or approved.

Add Tasks to Incident

• Go to the Tasks tab and select the Add Task button to create a task for the incident template.
• Alternatively, you can also go to Actions > Add Task on the top of template.
• Populate the Add Task form fields as explained here.
• Click Save.

You can add tasks from templates by clicking Add Tasks from Template.

Select the tasks to be associated with the template and click Add Tasks.

Quick Add Tasks

You can add task instantly by clicking Quick Add and typing the task name and clicking enter.

After adding tasks to the incident template, you can perform the following actions on the tasks:

• Edit/Delete Tasks - Click beside the task title to edit or delete a task. To bulk-delete tasks, select the tasks and use the Delete button.
• Organize Tasks - Set the order of task execution using the Organize button.
• Mark Dependency among Tasks - You can mark dependencies among parent and child tasks by clicking Manage Tasks Dependency. Know more.
• Search Tasks - Click to search through tasks based on criteria. Add the criteria and value and click Enter. After the results are displayed, you can add multiple search criteria using the  icon or click on the existing criteria to edit it.
• Define Table Settings - Click to select the number of records displayed on the tasks page and sort the tasks by the column values.

Add Help Cards

In help cards, you can add instructions and offer contextual guidance to users for filling out form fields accurately. When added to request templates, they appear as a collapsible section in the corresponding request forms and details pages.

Within a template, you can configure separate help cards for technicians and requesters.

 Help cards configured in request templates will also appear when users create a maintenance request via those templates.  

Role Required: SDAdmin or HelpDeskConfig

Help Card in the Request Form

Help Card on the Request Details Page

To add help card to a request template,

• Click Form Customization on the top of the template. 
• In the slide-out, enter a help card title and the instructions you want to display, and format them as needed.
• (Optional) You can attach up to three reference documents. However, the total size of all attachments should not exceed 50 MB.
• Enable Show in Request Form and Show in Request Details Page based on where you want display the help card.
• Enable Auto display help card to show instructions on the request form by default. However, users can choose to collapse the help card. If disabled, users must expand the help card to view instructions.
• Save the template to apply the help card.

Note:

• While creating a template, you can add help card for technician view only.
• To copy the technician view's help card content to the requester view, click Actions > Copy Help Card to Requester View. 
• To add help card for requester view, make sure that the Show to Requester option is enabled in the template.
• When you copy a template, its help card will also be copied.
• Help cards will not appear in archived requests but will appear in trashed requests.

Edit/Delete Help Cards

To edit a help card, go to the required template, click Form Customization, and make changes to the instructions. To delete a help card, remove the content and reference files, and save the template.

Associate Checklists 

Checklists allow you to add reminders or to-do lists to a template. Technicians can use these checklists to ensure that all required activities are completed before closing a request.

• Go to the Checklists tab.
• Set Requester Permission
  • Enable the option to allow requesters to view checklists in requests.
  • This setting is template-specific and applies only if the template is accessible to requesters.
• Add Checklists

You can add checklists to the template in one of the following ways:

• Click New Checklist to create and associate a checklist with the template.
• To add existing checklists, click the New Checklist drop-down and select Associate Checklists.
• To create checklists by using AI, click the New Checklist drop-down and select Checklist Generator. This option is available only if Checklist Generator is enabled under Setup > Zia > Artificial Intelligence > GenAI Features.

Manage Checklists

• Click beside the checklist name to preview its items.
• Click beside the checklist and select Dissociate to remove the checklist from the template.
• To remove checklists in bulk, click Manage Checklists, select the required checklists, and click Dissociate.

See Also: Checklists

Set Up Form Rules 

Form rules allow you to create request forms that load dynamically based on the data provided by users while creating/editing an incident request. You can define field restrictions and execute predefined actions when the user input matches certain conditions. Form rules enable the usage of the same template for different purposes.

Create Form Rules

• Go to Form Rules tab. By default, global form rules configured for the template under Setup > Templates and Forms > Form Rules > Incident will be reflected here.
• Click New to set up template-specific form rules.
• Define the form rule as explained here.
• Click Save.

After creating form rules for the incident template, you can perform the following actions:

• Edit/Delete Rules - Click to edit or delete a form rule. To bulk-delete, select the rules and go to Actions > Delete Rules.
• Enable/Disable Rules - Click  to enable/disable a rule. To enable/disable rules in bulk, select the rules and go to the Actions menu.
• Preview Rule Configurations - Click to expand the rule and preview the criteria and actions configured.
• Customize Layout - Click to select the number of records displayed on the list view page and sort the rules by the column values.

List View Operations 

You can manage the incident templates from the list view page and perform the following actions:

• Edit,Delete, Enable/Diable Templates - Click   beside a template name to icon to edit, delete, enable/disable a template.
• Copy Templates - Select templates and click Copy Template button on the toolbar. Alternatively, you can also go to Actions > Copy Template in the Edit Incident Template form.
• Mark Template as Default - Set the frequently used template as default template by clicking icon next to the template name.
• Search Templates - Use the icon to search through templates based on a criteria. Add the criteria, value and click Enter. After the results are displayed, you can add multiple search criteria using the  icon or click on the existing criteria to edit it.
• Customize List View - Click to limit the number of templates displayed in the list view. You can also choose the view option - Grid View or Template View. In grid view, you can define the columns to be displayed using Column Chooser drop-down.