Define request types

Request types are used to categorize tickets. The request type definition specifies which users can create this type of ticket and what fields are included on the ticket.

Request types also define what type of issue the customer is experiencing and what action needs to be taken. When a user opens a ticket, they must choose a request type.

Request types can be defined as parent and child types. For example, when a user requests a password reset, you can configure the parent type as IT Software Assistance and the child type as Password Reset. You can define the types of tickets your help desk services support in the Request Types screen.

To begin, build your parent types first and then add your corresponding child types. If you build a child type before you build the parent type, you cannot set the child type as a child.

  1. Log in to Web Help Desk as an administrator.
  2. In the toolbar, click Setup and select Tickets > Request Types.

    The Request Types window displays current request types.

  3. Click New.
  4. Enter a name to identify this request type.

  5. To create a nested request type, select the parent type. Optionally, click to copy values for the remaining fields from the parent type.

    To create a top-level request type, leave this field blank.

  6. Select the tech group that will handle this type of request.

    If the tech group is not defined, leave this field blank. You can map the request type to a tech group when you define the tech group.

  7. Specify the default priority and whether fields are hidden or required.

  8. In the Detailed Instructions field, enter additional information to be displayed on the ticket. For example, you can provide specific instructions for creating this type of ticket, or explain the request type's purpose so a client can choose the correct type.

    You can apply BBCode formatting to format lists, add emphasis, or include links to supporting information. See Customize tickets, notes, instructions, and emails with BBCode for details.

  9. Specify whether this type of ticket is listed in the menu displayed to clients. Clear this option for types that are selected only by techs (for example, a request type used by techs to schedule an equipment maintenance window).

  10. Specify whether the user will be prompted to select an asset or model when they create this type of ticket.

  11. Optionally, restrict this ticket type to specific companies, locations, or departments. Only clients or techs associated with your selections will see this request type. For example, if the request type will be routed to a facilities maintenance group for a specific location, restrict the type to that location.

  12. If an approval process should be automatically initiated when a ticket is saved with this request type, select the approval process. (Alternatively, you can associate a request type with an approval process when you create the approval process.)
  13. To include custom fields on this type of ticket, specify which fields to include.
  14. Specify whether clients can attach files to this type of ticket, and whether this request type is available as a category when techs create an FAQ.

    The Attachments Enabled option does not affect whether techs can attach files.

  15. Identify the tech who will receive the highest level escalation (after the tech group manager).
  16. Select the survey that is sent to clients when this type of ticket is closed, or select None to disable surveys for this ticket type.

  17. Click Save.

Set the request types for techs and key personnel

You may have request types that require unique restrictions for key personnel, such as techs and HR. For example, in the HR department, you may need to have a Reset Password request type in your HR department, which should only be available to the IT helpdesk personnel in the HR department. You can enable these for your personnel.

  1. Log in to Web Help Desk as an administrator.
  2. Click Setup > Companies and Locations > Departments.
  3. Click New.
  4. Complete the form to add a new department.

    1. Enter a department name. For example, HR.

    2. Enter a phone number.

    3. Select the default client admin permissions.

    4. Complete the remaining fields as required, and then click Save.
  5. Under Companies and Locations, click Department Groups.
  6. Click New.
  7. Complete the Group Name form.

    1. Enter a group name. For example, Helpdesk.

    2. Select a group manager.

    3. Click Save.
  8. Click the Assigned Techs tab in the form.
  9. Click Edit.
  10. Select the required technicians, and click Save.

    The assigned techs display in the form.

  11. Click Tickets > Request Types.
  12. Click New.
  13. Update the new Request Types form.

    1. In the Request Type field, enter Reset Password.

    2. Click the Parent Type drop-down menu and select Helpdesk.

    3. In the Departments field, select Specific.

    4. In the Selected Departments field, select the HR checkbox.
    5. Complete the additional fields and selections as required.
  14. Click Save.