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System Options


System Options

Users with ServicePRO Administrator privilege can update System Options to select default settings and other options for their Service Desk.

Navigation

  1. Navigate to the backstage menu by clicking on the ServicePRO icon.
  2. From the Setup tab, click on System Options as highlighted below.
    Configure System Options Window

General Tab

The General tab contains the following work areas, which are discussed in the following sections.

Configure System Options Window

Default User Interface

NOTE:

  • The Default User Interface selection will be available to Clients updating from ServicePRO versions prior to 14.2.7.
  • If the Interactive Tile layout is selected, "Create New" options will be absent from Service Request views. This is because New Requests can be created from the Top Bar Menu in all views

Select between the following options for Home Page displays:

  • Workbench - The previous ServicePRO Workbench Home Page featuring featuring selectable tiles for different functions. The tiles that appear in the workbench cannot be customized.
  • Interactive - The newer Home Page layout, featuring Interactive Tiles that can be customized per user.

Users will need to log in and out of ServicePRO for user interface changes to take effect.

Default Request Type

When a user creates a new service request, the “Generic Service Request” type is displayed by default. If a custom service request type (Form) has been created via Form Designer, this can be specified as a system-wide default instead of the generic type.

To specify this type, select the desired service request type from the Request Type drop-down list.

A privileged user can change the Default Request Type locally from their User Options window. A user's local default will take precedence over a system-wide default.

Attachments

ServicePRO compresses all attachments. By default, the maximum file size for an attachment is 10 MB. Enter a new value in the System Options to change this value.

The Maximum Email size can also be specified here.

NOTE: The maximum file size allowed for Attachments and Email is 99 MB.

Updates via Email

Select whether the entire request history or the current memo will be set as default when Email updates are turned on from the Notification section within a service request. A support rep can overwrite the default setting and change the option at the service request level.

Reports

Select the maximum number of records (lines) that are allowed when generating a custom report.

Floating License User Sessions Maintenance

This section lets user specify which actions Support Reps have access to when managing floating licenses and to enable the idle floating user sign-out feature.

Following options can be enabled:

  • Allow Support Reps to Send Message to Floating License Users
  • Allow Support Reps to Log off Floating License users with Time-Out

The time interval setting is used to enable the idle floating user sign-out feature. A value of '0' will disable the feature. Values five minutes or greater will enable the feature and specify the idle time limit before the floating user is signed out of the application automatically.

Automatic sign-out for floating user

NOTE: Starwatch service will need to be running for floating user sign-out to function correctly.

Communication from HDT

In this section, users can turn on or off receiving communications from ServicePRO to notify them the following:

  • When updates to ServicePRO are available
  • Upcoming events
  • Apply licenses
  • Conduct installation validation
  • Send license expiry notification
  • Send license update failure notification

ServicePRO Administrator receiving notifications

In this section, a user can be designated as the ServicePRO Administrator who will receive notifications from HDT.

  • Users are required to set this option only if the Database Server and Rule Service/Starwatch Service Servers are on different machines.

Allow setting of 'My Default Service Folder' by Support Reps

Allows administrator to disable 'My Default Service Folder' in User Options. If checked off, this option will reset the support rep's default service folders.

When a Parent Request is closed with a memo update, populate the memo to all Child Requests

Users can turn this option on or off. The third option, 'Prompt the user', will allow users to choose whether or not to populate all child requests with the memo update from the parent.

Charts Preview

Users can generate a chart with top X data values. Administrator can select the default number of values they want displayed in a chart in ServicePRO.

System Defaults Tab

System Defaults Tab

Default Dispatch Folder - On this tab, you can select default dispatch folder for requests to be placed in unless otherwise specified.

Default Auto-complete Mode Selection -

Memo/Attachment Population Schedule - You can set the Memo/Attachment Population Schedules. This will determine how often the list of searchable memos/attachments will be updated with actual memos/attachments. This helps to minimize search times for the ServicePRO Search box.

Calendar Synchronization

On this tab, you can configure Microsoft Exchange Account for Calendar synchronization and select options related to how your support reps can utilize Calendar Synchronization.

Calendar Synchronization

The Calendar Synchronization tab contains 2 work areas:

  • Microsoft Exchange Account for Calendar Synchronization
    • Specify the service account that has access rights to all the support rep’s calendars that should be synchronized with ServicePRO.
  • Synchronize ServicePRO Calendar with Outlook Calendar
    • Specify if your support reps have the ability to synch with their Outlook calendar. Once enabled, you can set the interval of how often that synchronization should occur. The support reps can enable Outlook Calendar Synchronization from User Options, Calendar Tab.

Generic Types Tab

In this tab, you may choose to hide or use any of the Generic object types within ServicePRO. Hiding a generic type will make it no longer available for selection and will force the user to select a custom type.
Generic Types Tab


Service Level Agreement

A Service Level Agreement (SLA) describes the minimum performance criteria a provider promises to meet while delivering a service.

Use the work areas in the SLA tab to define Service Level Agreement response and resolution times for your organization.

The Service Level Agreement sub-node is shown below.

Service Level Agreement Tab

The two SLA metrics available in ServicePRO show service request response and resolution times by priority. In the Service Level Agreement work area, enter the appropriate SLA response and resolution settings for each priority level.

Priority is defined as follows for each chart:

  • Response Chart – Priority refers to the current priority of both active and closed requests.
  • Resolution Chart – Priority refers to the current priority of closed requests.

Response Time

This sub-node helps you specify the service request state transition that constitutes a response. Your Service Desk’s response time for each request will be the elapsed time between the two states. Select from any of the combinations shown in the figure above, except Queue to Queue, and Support Rep to Support Rep.

The SLA settings are used by ServicePRO’s Dashboard charts (launched from the Analytics Menu – Dashboard option), as well as the SLA Performance (Average Time to Respond/Resolve) and SLA Risk charts (SLA Response/Resolution Status) which are launched from the Analytics Menu – Charts option.

These SLA charts will indicate how effectively your Service Desk is meeting its goals.



Purchase Order Options

Purchase Order Options Tab

Use the Purchase Order Options tab to automatically populate a purchase order with default information.

  • Enter your company’s shipping address and billing address here. You can also enter information for Ship Via, and Terms and Conditions.
  • The text in these fields can be changed on the actual purchase order.

Refresh Timer Settings

Much like User option settings, The Refresh Timer Settings tab allows you to set refresh rates for various areas of ServicePRO performance. These rates can be set based on whether the ServicePRO is Onsite or Offsite.

Under “Network Settings”, set the maximum amount of hops and/or network response time before a ServicePRO is considered “Offsite”

Refresh Time Settings Tab

Discovery Settings

The Discovery Settings section allows Administrators to configure the following options for Discovery Service:

  • Default Dispatch Folder to create Discovery Service Requests – Drop down to select the default folder location to use while creating Discovery Service Requests. The default selection for this field will be the System Default Dispatch folder.
  • Checkbox options allows users to specify for which type of device(s) a Discovery Service Request is to be created during discovery.


Approval Ratings/Survey

Approval / Survey Ratings for both timeliness and quality can be customized from System Options. Administrators will be able to customize the labels for timeliness and quality ratings, as well as the labels for ratings themselves.





Editing Timeliness and Quality

  • Both tabs will load the default timeliness and quality ratings available in the system.
  • Users will be allowed to perform the following actions under both ‘Timeliness’ and ‘Quality’ tabs:
    • Edit labels for Timeliness / Quality
    • Edit Rating Text (Text Fields) for existing ratings
    • Add new ratings to the bottom of the list (highest ranking order)
      • Users can add up to a maximum of 10 Quality Ratings (including inactive ratings)
      • Users can add up to a maximum of 10 Timeliness Ratings (including inactive ratings)
    • Remove ratings from the listing
      • If no Service Requests currently use the selected rating, “Remove” will be allowed, and will delete the rating without issue.
      • If the rating is currently in use in any Service Requests, users will be prevented from removing the rating.
    • Deactivate – Allows users to disable the Rating, setting it as “Inactive”. Inactive ratings differ from “Removed” ratings, as requests given this rating will continue to show the correct rating in Reports and Properties view.
    • Reactivate – Only available for “Inactive” Rating labels. Users will not be able to edit Inactive Rating labels, or select them for use in Request Surveys.


Quality and Timeliness Ratings in Closed ServicePRO Requests

Any customizations made to the ‘Quality’ or ‘Timeliness’ labels and Rating names will be reflected in the Approval Rating window.

Quality and Timeliness Ratings in Closed ServicePRO Web Requests

Any customization to ‘Quality’ / ‘Timeliness’ labels and the customized rating options will be reflected in the Rating section in ServicePRO Web.

Functions Affected by Customizable Labels

Customized ratings will take effect in the following options and views, as they are associated with Survey Customization:

  • Request Approval from both ServicePRO, ServicePRO Web and Legacy End User Portal – users performing ratings will see customized labels for Timeliness and Quality. In addition, Customized Ratings will appear in the dropdown menu.
  • Request Properties Preview in both ServicePRO & ServicePRO Web
  • Query Designer
  • User Satisfaction Reports

When the user rates a request and saves it, a trace will be created that uses these labels and values.       

Survey Customization Examples

Quality, with Ratings Edited from the Default

Timeliness, with Default Rating Settings