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KACE Systems Management Appliance 13.2 Common Documents - KACE Service Desk Administrator Guide

About the KACE Service Desk Getting started
Configuring the appliance
Requirements and specifications Power-on the appliance and log in to the Administrator Console Access the Command Line Console Tracking configuration changes Configuring System-level and Admin-level General Settings Configure appliance date and time settings Managing user notifications Enable Two-Factor Authentication for all users Verifying port settings, NTP service, and website access Configuring network and security settings Configuring Agent settings Configuring session timeout and auto-refresh settings Configuring locale settings Configuring the default theme Configure data sharing preferences About DIACAP compliance requirements Configuring Mobile Device Access Enable fast switching for organizations and linked appliances Linking Quest KACE appliances Configuring history settings
Setting up and using labels to manage groups of items Configuring user accounts, LDAP authentication, and SSO Deploying the KACE Agent to managed devices Using Replication Shares Managing credentials Configuring assets
About the Asset Management component Using the Asset Management Dashboard About managing assets Adding and customizing Asset Types and maintaining asset information Managing Software assets Managing physical and logical assets Maintaining and using manual asset information Managing locations Managing contracts Managing licenses Managing purchase records
Setting up License Compliance Managing License Compliance Setting up Service Desk Configure the Cache Lifetime for Service Desk widgets Creating and managing organizations Importing and exporting appliance resources
Managing inventory
Using the Inventory Dashboard Using Device Discovery Managing device inventory
About managing devices Features available for each device management method About inventory information Tracking changes to inventory settings Managing inventory information Finding and managing devices Registering KACE Agent with the appliance Provisioning the KACE Agent Manually deploying the KACE Agent Using Agentless management Adding devices manually in the Administrator Console or by using the API Forcing inventory updates Managing MIA devices Obtaining Dell warranty information
Managing applications on the Software page Managing Software Catalog inventory
About the Software Catalog Viewing Software Catalog information Adding applications to the Software Catalog Managing License assets for Software Catalog applications Associate Managed Installations with Cataloged Software Using software metering Using Application Control Update or reinstall the Software Catalog
Managing process, startup program, and service inventory Writing custom inventory rules
Deploying packages to managed devices
Distributing software and using Wake-on-LAN Broadcasting alerts to managed devices Running scripts on managed devices Managing Mac profiles Using Task Chains
Patching devices and maintaining security
Using the Security Dashboard About patch management Subscribing to and downloading patches Creating and managing patch schedules Managing patch inventory Managing Windows Feature Updates Managing Dell devices and updates Managing Linux package upgrades Maintaining device and appliance security Manage quarantined file attachments
Using reports and scheduling notifications Monitoring servers
Getting started with server monitoring Working with monitoring profiles Managing monitoring for devices Working with alerts
Using the Service Desk
Configuring Service Desk Using the Service Desk Dashboard Managing Service Desk tickets, processes, and reports
Overview of Service Desk ticket lifecycle Creating tickets from the Administrator Console and User Console Creating and managing tickets by email Viewing tickets and managing comments, work, and attachments Merging tickets Using the ticket escalation process Using Service Desk processes Using Ticket Rules Run Service Desk reports Archiving, restoring, and deleting tickets Managing ticket deletion
Managing Service Desk ticket queues About User Downloads and Knowledge Base articles Customizing Service Desk ticket settings Configuring SMTP email servers
Maintenance and troubleshooting
Maintaining the appliance Troubleshooting the appliance
Appendixes Glossary About us Legal notices

Define custom ticket fields

Define custom ticket fields

You can add custom fields to your Service Desk tickets; the number of custom fields you can create is limited only by the number of columns you can have in a table.

Creating a custom field involves two areas of the Queue Customization page:

•
The custom field characteristics using the Custom field.
•
The custom field behavior in the Ticket Layout section.
1.
Go to the Service Desk Queue Detail page:
a.
Log in to the appliance Administrator Console, https://appliance_hostname/admin. Or, if the Show organization menu in admin header option is enabled in the appliance General Settings, select an organization in the drop-down list in the top-right corner of the page next to the login information.
b.
On the left navigation bar, click Service Desk, then click Configuration.
c.
On the Configuration panel, click Queues.
d.
To display the Queue Detail page, do one of the following:
▪
Click the name of a queue.
▪
Select Choose Action > New.
2.
At the top of the page, click Customize Fields and Layout to display the Queue Customization page.
3.
In the Custom Fields section, do one of the following:
◦
Click the Edit button to change a field: .
◦
Click the Add button to create a field: .
The editable fields appear.
4.
Select the field type from the Field Type drop-down list.
Options include:
◦
Checkbox: Add a check box field type to the ticket.
◦
Date: Add a formatted date field type to the ticket.
◦
Timestamp: Add a timestamp field type to the ticket.
◦
Link: Add and define a link to an internal/external URL to the ticket.
◦
Multiple Select: Add a multi-value select field type to the ticket; use commas to separate entries.
◦
Notes: Add a notes field type to the ticket.
◦
Number: Add an integer selection field type to the ticket.
◦
Single Select: Add a single value select field type to the ticket.
◦
Text: Add a text field type to the ticket.
◦
User: Add a filterable and searchable drop-down list containing users from the user table.
* 
NOTE: The User custom field stores the user ID from the USER table in the HD_TICKET table, which is the table that holds the ticket record. When writing a report or query against the HD_TICKET table, you need to JOIN on the USER table if you want to display the username instead of the user ID in the report.
5.
In the Select Values field, specify the allowed values.
Use the Select Values field for the Single Select or Multiple Select custom field types. Enter multiple values as comma-separated strings.

You can use a database query to specify values for this field with the syntax: query:query_instructions. Select the Help button next to Custom Fields to view an example: .

6.
Enter a value in the Default field.
This value is filled in by default when a ticket is created.
* 
NOTE: If you remove the name of a custom field, values for that field are removed from all tickets. If you rename a custom field, values for that custom field are retained.

You can use a database query to specify values for this field with the syntax: query:query_instructions. Select the Help button next to Custom Fields to view an example: .

7.
Click Save.
8.
Scroll to the Layout Ticket Fields section, then click the Edit button next to the custom field you configured: .
The custom field behavior options become editable.
9.
Enter a name in the Label field.
10.
In the Required field select the option to use:
◦
Not Required. The field is not required.
◦
Always Required. Fields with this option must be completed before a ticket can be saved and submitted.
◦
Required on Close. Fields with this option must be completed before a ticket can be closed.
11.
In the Permissions field, choose the permission setting to use:

Permission setting

Can be viewed by

Can be changed by

Can be created by

Hidden

No one

No one

No one

Read Only

Users, Ticket Owners, Administrators*

No one

No one

Owners Only - Hidden from Users

Ticket Owners, Administrators*

Ticket Owners, Administrators*

Ticket Owners, Administrators*

Owners Only - Visible to Users

Users, Ticket Owners, Administrators*

Ticket Owners, Administrators*

Ticket Owners, Administrators*

User Create

Users, Ticket Owners, Administrators*

Ticket Owners, Administrators*

Users, Ticket Owners, Administrators*

User Modify

Users, Ticket Owners, Administrators*

Users, Ticket Owners, Administrators*

Users, Ticket Owners, Administrators*

* Indicates the default setting. You can remove this default setting by clearing the Allow users with an Administrator role to read and edit tickets in this queue (Administrator Console only) check box on the Queue Detail page.

12.
Optional: Use the Sort button at the top of a column, or drag the move icon, , to change the order in which the fields are displayed.
13.
Click Save in the row.
14.
At the bottom of the page, click Save to apply your changes.

Customize the ticket list layout

Customize the ticket list layout

You can customize the Service Desk ticket list layout, such as field name, field order, and column size, as needed. This is how the Ticket list is displayed in the queue.

1.
Go to the Service Desk Queue Detail page:
a.
Log in to the appliance Administrator Console, https://appliance_hostname/admin. Or, if the Show organization menu in admin header option is enabled in the appliance General Settings, select an organization in the drop-down list in the top-right corner of the page next to the login information.
b.
On the left navigation bar, click Service Desk, then click Configuration.
c.
On the Configuration panel, click Queues.
d.
To display the Queue Detail page, do one of the following:
▪
Click the name of a queue.
▪
Select Choose Action > New.
2.
At the top of the page, click Customize Fields and Layout to display the Queue Customization page.
3.
Scroll down to the Ticket List Layout section. To customize the layout, use these buttons:
◦
: Change the order in which the fields are displayed.
◦
: Edit the field to display, and the width allowed for the column.
* 
NOTE: The width indicates the amount of available page width that is assigned to the field column. For example, if you have 10 columns, and each column is assigned a width of 10, the total of all numbers in the Width column would be 100. Therefore, each field column would have a width of 10 percent of the available page width. If the total of all numbers in the Width column is more or less than 100, the numbers are normalized to percentages to determine the width. For example, if you have three columns, and you assign a width of 10 to each column, the total of all numbers in the Width column would be 30. However, when normalized to percentages, the width of each column would be approximately 33.3 percent.
◦
: Add a ticket field to the ticket layout.
◦
: Delete the field from the ticket list.
4.
Click Save at the bottom of the page.

Manage ticket templates

Manage ticket templates

Ticket templates allow you to create different ticket types within the same queue. This mechanism allows you to better control the information your end users provide for different request scenarios, without having to create different queues.

Each queue can have one or more ticket templates. If multiple templates exist in a queue, you must select one ticket template as the default template.

1.
Go to the Service Desk Queue Detail page:
a.
Log in to the appliance Administrator Console, https://appliance_hostname/admin. Or, if the Show organization menu in admin header option is enabled in the appliance General Settings, select an organization in the drop-down list in the top-right corner of the page next to the login information.
b.
On the left navigation bar, click Service Desk, then click Configuration.
c.
On the Configuration panel, click Queues.
d.
To display the Queue Detail page, do one of the following:
▪
Click the name of a queue.
▪
Select Choose Action > New.
2.
At the top of the page, click Customize Fields and Layout to display the Queue Customization page.
3.
Scroll down to the Ticket Templates section.
4.
To add a new ticket template to the queue, in the Ticket Templates section, click . For more information on how to create a new ticket template, see Configure a ticket template.
5.
To make a ticket template the default template for the selected queue, in the row containing the desired template, in the Is Default column, click Make Default. Any queue with one or more ticket templates must have a default template.
When a ticket template is configured as a default template for a queue, each time you create a ticket in that queue without specifying a ticket template, the default template is applied. You can switch between templates, if needed. For more information, see Create tickets from the Administrator Console Ticket page.

Configure a ticket template

Configure a ticket template

A ticket template specifies a set of fields that appear on the Ticket Detail page. Each queue can have one or more ticket templates.

Use the Ticket Template Detail page to configure a new or an existing template.

1.
Go to the Service Desk Queue Detail page:
a.
Log in to the appliance Administrator Console, https://appliance_hostname/admin. Or, if the Show organization menu in admin header option is enabled in the appliance General Settings, select an organization in the drop-down list in the top-right corner of the page next to the login information.
b.
On the left navigation bar, click Service Desk, then click Configuration.
c.
On the Configuration panel, click Queues.
d.
To display the Queue Detail page, do one of the following:
▪
Click the name of a queue.
▪
Select Choose Action > New.
2.
At the top of the page, click Customize Fields and Layout to display the Queue Customization page.
3.
Scroll down to the Ticket Templates section.
◦
To add a new ticket template to the queue, in the Ticket Templates section, click .
◦
To modify an existing ticket template, in the Ticket Templates section, click the ticket template name.
The Ticket Template Detail page appears.
4.
On the Ticket Template Detail page, provide the following information:

Option

Description

Name

(Required) The name of the template.

Enabled

Select this check box when the template is ready for use. This option is useful if you want to prevent this template from being exposed to end users before it is completed.

Description

A brief description of the template. This text appears as a tooltip on the User Portal, when you point to the link for this ticket template.

For process only

Select this check box if you want this ticket template to be available to process templates. This causes some options in the ticket template to become disabled, because they are not applicable in this context. For example, the Limit template to selected users option cannot be applied to process-based ticket templates because each process template has an option in the wizard to associate labels with process template tickets.

Limit template to selected users

Select this check box if you want to make this template available only to specific users using labels. Then, click Manage Associated Labels, and in the Select Labels dialog box that appears, select one or more labels associated with the users that you want to grant access to this ticket template. When done, close the dialog box.

Is default

Select this check box if you want to make this ticket template the default template in the queue. When a ticket template is configured as a default template for a queue, each time you create a ticket in that queue without specifying a ticket template, the default template is applied. You can switch between templates, if needed. For more information, see Create tickets from the Administrator Console Ticket page.

Show in User Portal

Select this check box if you want end users to have a link to this ticket template on the Need Help page in the User Console.

Layout

Choose a layout that best suits your needs:

•
3 Column Layout: Use this layout if the template contains fields of average height in each row.
•
2 Column + Right Panel Layout: Use this layout if the template contains one or more fields that are taller than the rest of the fields in the same row, like Summary, or Resolution. Having one tall field in a row where other fields are of average height causes those other fields in the same row to be pushed down, creating random gaps in the layout. When you select this option, you can place all of your tall fields in the right panel, to make optimal use of the vertical real estate. To move a field between the panels, double-click the field.

You can switch between the two layouts, if needed.

5.
Add one or more ticket fields to the ticket template. To break up your content into separate sections, use the separator field. This field comes with the same options as the data fields.
* 
NOTE: You can only add ticket fields that exist in the queue to which this ticket template belongs to.
a.
In the Ticket Form Template section, drag one or more fields from the area on the right.
b.
As you add the fields, you can arrange them in the way that makes most sense for the use of this template. You can arrange related fields together, or place a field close to an edge of template area, and create empty spaces in between, as needed.
c.
A field can be one-, two-, or three-column wide. To change the width of the field, click until it reaches the desired width.
d.
To delete a field, click .
e.
To configure the field property overrides or certain conditions determining whether a field appears, click . Then, in the dialog box that appears, configure the following options, as required.

Tab

Option

Description

Overrides

Use the options on this tab to configure any overrides for field parameters that are already specified in the queue to which this ticket template belongs to.

Label

The field name.

Required

Indicates if the field value must be provided or not. Select one of the following values:

•
Not Required
•
Always Required
•
Required on Close

For more information about these values, see Define custom ticket fields.

Permission

Specify which users have access to this field. Select one of the following values:

•
Read Only
•
Owners Only - Hidden from Users
•
Owners Only - Visible to Users
•
User Create
•
User Modify

For more information about these values, see Define custom ticket fields.

Default Value

Configure the default value for this field.

•
If this field is associated with pre-defined values, those values appear in the list, and they are available for selection. For example, if you add an Owner field to the ticket template, the list displays all users associated with the queue.
•
If you selected a text field, you can type a desired value, as required.

Conditional Logic

Use the options on this tab to show or hide certain fields based on the previously selected values on the ticket page.

For example, if you have a ticket template for printer issues, you can display different set of fields that are applicable to different kinds of printer issues. If the user indicates on the ticket that the printer is missing paper, the page displays a set of fields that allow the user to specify the paper format.

Visibility

Indicate if you want the field to appear or not when the specified conditions are met.

When

Specify the action on the field based on the outcome of conditional expressions. Select one of the following values:

•
All conditions matched
•
One of the conditions matched

Required when visible

Select this option if you want the end user to populate this field when it appears in the ticket.

Condition

Add up to five conditions to control the appearance of the selected field. Each condition can evaluate if the value of a field that appears on the page matches or does not match a certain value. You can only select those fields that have pre-defined values associated with them (and typically appear as multi-value lists on the ticket page), or check boxes. Simple text fields, such as Title, are not available for selection.

For example, you can create a condition that evaluates whether a printer issue matches Ink, Paper, or Other, and display or hide the selected field, as required.

When done, click Update.
The dialog box closes.
6.
Click Apply Changes.
Tip:
 
TIP: You can also make a copy of this template by clicking Duplicate.

Next, you can preview the ticket template. For more information, see Preview ticket layout.

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