Managing Service Requests
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A Service Request is a formal request to the Business for a service and can be submitted either by a back-end system user using through the CRM.COM , platform or by a Contact themselves via a self-service platform (i.e. g. an app or a Contact application or Contact portal). CRM.COM helps you log, track and manage your customer’s requests quickly and efficiently. Refer to Application settings for explanation of how the service request shall be created when created via Self service. facilitates the logging, tracking, and efficient management of these requests, ensuring timely and effective handling of customer service needs. |
THE ESSENTIALS
Queues & Stages
A queue consists of a set of stages which a Service Request progresses through during its life cycle. Multiple queues can be set up to cater for different types of Service Requests. When a Service Request is created it’s assigned to a specific queue which determines its course. Queues can be configured via Settings.
States
Every Service Request has a state reflecting its current situation; the state changes as the Service Request progresses through the stages of the queue, from the moment of creation until completion. The Service Request's state is determined by its current queue stage. Possible states that a Service Request can assume are:
New - This is the first stage that a Service Request acquires upon creation and is automatically set by the system
In Progress - This state signifies that the Service Request is underway
Closed - This is the final state in every queue and indicates that the Service Request has been completed
Owner
A Service Request is always assigned to either a system user or a team (and optionally a member of the team) who is responsible for handling the Service Request at its current stage. If no user or team are assigned upon creation, then the Service Request will, by default be assigned to the user creating it. You can also configure Automationsto automatically assign a Service Request to a user or team upon creation.
Priority
Each Service Request has a priority allowing the Business to categorise them based on their importance or urgency. Priorities can be configured in Settings.
Categories
Categories provide a business classification for the Service Request; multiple categories can be defined for a single Service Request. This helps organise and manage Service Requests more effectively and allows for better reporting and filtering options to analyse and track specific categories of requests.
Charges
CRM.COM allows for the inclusion of applicable charges in Service Requests. However, Contacts will only be invoiced for these charges once the Service Request has been Closed and marked as Resolved, ensuring accurate and timely billing for the requested services.
It is only possible to add products of type physical goods, expenses and one-time services to charge for on a Service Request.
Ad Hoc Discount - An amount or percentage discount can be applied to the total Service Request charges. The discount will be distributed equally between the charges on the Service Request.
Getting Started
Navigate to CRM > Service Requests
Select the queue for which you want to view the Service Requests for. Service Requests are visible in either Kanban view or List view, switch . Switch between the views using the icon in the top right-hand corner.
When a Service Request is being created it’s mandatory to provide the queue, relate it to a Contact and provide a description of the issue. Queues
A queue consists of a set of statuses which a Service Request progresses through during it’s life cycle. Multiple queues can be setup to cater for different types of Service Requests, when a Service Request is created it’s assigned to a specific queue which determines it’s course.
Assign Owner
The owner is the person (a system user) to whom the Service Request will be assigned to. If not assignedCreating a Service Request
Select the Create Service Request option in the top right-hand corner of the screen.
Queue
Select the Service Request Queue from the list of available queues.
Contact
Link the Service Request to the Contact for which it’s being raised.
Description
Describe the issue; this is for internal use only.
Priority
Set the Impact and Urgency level of the Service Request; the Priority is automatically set based on the priority matrix set up in Settings. The default priority is medium impact and medium urgency.
Categories
Select either a main category or sub-category for the SR based on configuration.
Charges
If the Service Request carries any charges, select the items that the Contact will be charged for upon completing the Service Request. These charges can be added at a later stage too.
Assign Owner
Select the team and (optionally) a team member or a system user to assign the Service Request to, the owner can change throughout the life span of the Service Request. If an owner is not selected, then the Service Request will, by default be assigned to the logged-in user creating it.
Linked Service Requests
It is 's possible to link a service request to another if the service requests are somehow related.
CategoriesCategories provide a business classification to the service request, multiple categories can be defined for a single Service Request.
Tags
Assign tags associated to with the Service Request. Tags can be used as a filtering option on summary screens and can be configured via Settings > Platform > Tags.
Priority
The priority of a Service Request will be based on the Impact and Urgency selection, which is calculated based on the priority matrix set up in Settings.
Address
Optionally select one of the Contact’s addresses which might be of importance, e.g. if the Service Request has been raised for a technical issue which requires an on-site visit, then select the address where the service will take place.
Affected Services
If the contact the Contact associated with the Service Request is a subscription service member, and the Service Request is being raised for a particular service, then select the options button (…) > Edit option to specify the service related to the issue.
Activities
An Activity can be created if any type of a task needs to be scheduled as part of the Service Request. To create an Activity, navigate to options (…) > Create Activity.
Refer to the Activities manual for further information on configuring and managing Activities.
Notes
Create notes relevant to the Service Request for internal use only. Important notes can be pinned to appear at the top of the list of notes.
Attachments
Upload any attachment attachments related to the Service Request for easy referencing.
Charges
Any applicable charges can be stated on the Service Request, the Contact will only be invoiced for these charges once the Service Request has been Closed and marked as Resolved.
It is only possible to add physical goods, expenses and one-time service type products as Charges.
Ad hoc Discount
An amount or percentage discount can be applied on the total amount of all charges. The discount is applied on the total and will be distributed equally between the charges in the Service Request.
Handling a Service Request. Acceptable file types include .png, .doc, .docx, .jpeg, .jpg, .pdf, .json, .log, .svg, .eml, . xls, .xslx, .msg, .txt, .csv. The maximum file size is 4MB.
Managing Service Requests
Select a Service Request from the Summary screen.
All values of a service request are editable except the Contact and the Queue associated to with a service requestService Request.
Progressing & Regressing a Service Request
To progress a Service Request, simply select the next stage in the queue. A Service Request can only be progressed to the next status stage, following the current statusstage. Alternatively, the Service Request can simply be Closed if it has been completed.
To regress a Service Request, simply select the previous stage in the queue, ; the user will have to provide a reason for regressing. The history of regression is displayed below beside each stage on the progress bar where regression took place.
Progressing and regressing a Service Request can also be done from the summary screen using in Kanban View; use the hamburger icon to drag - and - drop the request to the desired queue stage.
Closing a Service Request
Close a Service Request by selecting the Close button either from the summary screen or from the Service Request screen itself. The user will be prompted to specify if whether the request has been resolved or not, if . If resolved, then the Contact will be billed for the itemised charges on the Service Request, ; if not resolved, then no charges will be applied.
Delete
A Service Request in any queue status can be deleted at any time prior to completion. This action is not reversible.
View Events History
It’s possible to view the changes made to a Service Request from the View Events History option.
Service Request Settings
To configure Service Request settings click on your logged-in user name in the top right-hand-corner of the screen > Settings > navigate to Settings > Contacts & CRM > Service Requests.
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Queues define the stages that a Service Request will progress through until it’s closed. Multiple queues can be defined, and one of these must be assigned to each Service Request when it’s created.
The New and Closed stages exist by default, and it’s not compulsory to define any additional stages others if not required. The New stage will be automatically assigned to a Service Request upon creation, and Closed is always the final stage where a request terminates. A description and unique (to the queue) colour code must be provided for each status; select the green tick button to save a stage.
A default queue is automatically configured for every Business with three stages - New, In Progress and Closed; users can edit this configuration, change it, or delete it and create another queue.
Use the hamburger icon to drag and drop the stages in another order.
A Queue is set by default to Active state when created but can be deactivated either from the summary screen in Kanban view or by selecting the Queue and navigating to the options button (…).
Once a Queue has been saved, 3 three additional options are available to the user:
Edit alert times for queue
Edit completion times for queue
Configure application settings
Edit Alert Times for Queue
Configure alerts alert notifications to notify inform users when a Service Request has not yet progressed from the New stage yet. The alert times can vary depending on the priority of the Service Request.
Notifications for overdue progression will appear as below on the Service Request screen.
The overdue notification will also appear appears on the Service request card on the summary screen.
Edit Completion Times for Queue
Set how long a Service Request should take to be completed from the time of creation, based on it’s its priority.
Closure dates are calculated and shown as below on the Service Request screen.
The closure date appears in red on the summary screen when the Service Request expected completion date has passed.
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If Suppose you will be allowing allow your Contacts to create Service Requests themselves for this queue (using another platform such as an app or the contact application or contact web portal). In that case, then you will need to enable the Self-Service feature and complete the following information:
Classification - Define the classification option the Contacts will see and be able to select for their request. Upon creation, the service request will be created in the respective queue related to the classification selected chosen by the contact Contact
Resource - Set the system user to whom the service requests of this queue will be automatically assigned to
Default priority - Set the impact and urgency to calculate the priority of requests assigned to this queue
Default tags - Select the optional tags to be assigned to all requests of this queue
The Service Requests module must also be enabled in Applications (via Settings > Platform > Contact Facing Essentials > Applications > select an Application configuration to view > Features) for Service Requests to be available on apps or portalsthe Contact application or Contact web portal. Refer to the Applicationsmanual for further information.
Numbering Schemes
Select the numbering format for Service Requests. Each new Service Request will be assigned a sequential number based on the given format.
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Set up the model to be used by the system for prioritising Service Requests. Select the priority based on impact /and urgency combination.
Impact - Represents how important the request is for the customer
Urgency - Relates to how quickly a resolution must be provided
The medium urgency and medium impact setting is the default priority when creating a new Service Request.
Categories
Optionally setup set up Categories to provide a business classification for Service Requests, ; categories can be defined in a hierarchical structure. A Service Request can be assigned have multiple categories , and which can be used for reporting and filtering purposes.
Closure Reasons
Setup Define the closure reasons that will be available to the select from, a system user can select if a Service Request is closed without being resolved.
Reference Material
You may also find it useful helpful to refer to the following manuals for further reading in relation to about Service Requests.
Contacts
Activities
Applications
Configure application Settings for consumer app
Platform
TagsService Requests settings for Applications.
Generic Settings
Configure Tags for Service Requests.
https://crmdevelopment.atlassian.net/wiki/spaces/TFDv2/pages/1435795459/Generic+Settings#tags
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