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Creating an Incident request record using a template

The purpose of this stage is to accurately record and recognize disruptions to services provided by IT to its customers. When creating a new incident request record, you classify the incident and record user information, CI information, and a description of the incident.

The key to this activity is the accuracy and completeness of the information recorded. To help ensure accuracy and completeness, BMC recommends that you use a template to help create the record. A template ensures consistency in the way information about the incident request is captured. A template can also set a relationship to a CI. Your administrator can define templates for commonly occurring incidents, as described in Creating templates.

To use a template

  1. On the Incident Management console, click Create or Create for Company (in a Hub and Spoke environment).
  2. If you are working in a Hub and Spoke environment, you are asked to identify the company you are creating the record for. Select the company from the drop down list, then click Create. The Incident form opens on the spoke server of the company you chose. Continue with the rest of this procedure.

    Note

    The record that you create for the selected company is created and submitted on the spoke server where the company is defined.

  3. Enter the Customer or Contact information as described in the following table:

    When using the Best Practice view

    When using the Classic view

    In the Customer or Contact field on the new Incident Request form, type the customer's or the contact's information as described in Using the Customer and Contact fields in Best Practice view.

    On the Incident Request form, type the customer's last name in the Last Name field and press Enter.

    If there are multiple customers with the same last name, you are prompted to select the appropriate customer. The Company, First Name, and Phone Number fields are completed from the customer record. The company drives the selection on other menus, such as Operational, Product, and Resolution.

  4. Check the rest of the customer information for accuracy.
  5. Type the incident request details in the Notes field.
  6. Open the Incident Template Selection form as described in the following table:

    When using the Best Practice view

    When using the Classic view

    If you know the template name
    Type a portion of the template name in the Template field and then press Enter.

    If you don't know the template name
    Click inside the Template field and then press Enter.

    From the Quick Links section of the Navigation pane, click Select Template.

    A list of templates available to your default support group appears in the Viewing Templates for Support Group area of the Incident Template Selection form.

    Note

    If you belong to multiple support groups, you can select a template from another of your support groups by selecting a different group from the Viewing Templates for Support Group menu at the top of the form.

  7. From the hierarchical list, select the appropriate template and then click Select.
  8. Type a brief description in the Summary field.
  9. Select the business service CI from the Service list.
    You must select the business service CI from the menu. The business services that appear in this menu have a relationship type of Used By" either for the customer directly or the organization the customer belongs to. Use this field if you are creating the incident against a business service.
  10. If the incident request was caused by a CI, you can record the CI in the CI field. This creates a relationship between the incident request record and the CI record.
    The CIs that appear in the menu are all the other CIs related to the customer that are not business service CIs. If there are no CIs related to the customer, click the button beside the CI field to open a CI search form, from which you can search for all CIs. Use this field if you are creating the incident against a CI.

    Note

    • When you associate a CI to an incident request, the Service Desk application automatically maps the incident request's resolution categorization to the CI's product categorization.

    • The CI field on the incident form refers to the causal CI that is the root cause of the incident. You can associate only one CI to this field. CIs associated from the Relationship tab are related to the incident with relationship types such as Related to, Restores, or Impacts. You can relate multiple CIs to the incident from the Relationship tab.

  11. Complete the rest of the incident request form as appropriate.

    Note

    Use the Contact field to record the name of someone who reports an incident on behalf of someone else. Use this field, for example, if an administrative assistant is reporting an incident on behalf of an executive.

    When using the Contact field to record the name of the person reporting the incident, use the Customer field to record the name of the person experiencing the incident. This is especially important if the person experiencing the incident is registered as a VIP or as a sensitive customer. It also ensures that the Incident Management application displays the set of business CIs in the Service field selection list that are directly related to the person experiencing the incident, and so on.

    Tip

    If your organization uses categorizations (Operational Categorization and Product Categorization) to help assign incident requests, but none are supplied by the template, click the Categorization tab (in Best Practice view) or the Classification tab (in Classic view) to open a dialog box where you can record this information. For a detailed discussion of Operational Categorization, see the BMC Communities article on this topic at https:\\communities.bmc.com.

  12. Click Save.

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