Customer Helpdesk User Manual

Transcription

1 Customer Helpdesk User Manual

2 TABLE OF CONTENTS 1 INTRODUCTION HANDLING OF THE PROGRAM Preface Log In Reset Your Password Changing Personal Password PROGRAM FUNCTIONS Preface Definitions Workflow The Dashboard of the Helpdesk Work with Issues General Information about Issues Creating Issues The Issue Details View Checking Inter Active the Status of an Issue Helpdesk has a Question about an Issue Helpdesk Provides a Solution Searching for issues General Functions Shortcuts Complete Documentation of the Jira Program

3 1 INTRODUCTION Welcome to the User Manual of SAP CaaS Helpdesk. The helpdesk system is based on the program JIRA of the company Atlassian. This document will help you become familiar with the usage of the program and provides detailed information about the functionality you need to: create issues send issues to SAP answer queries read provided answers The helpdesk should simplify and improve the communication between you and SAP. According to the contracts closed between you and SAP you may create issues containing: errors general requests change requests improvement suggestions SAP will provide an answer or a solution for your issue via the helpdesk system. 2 HANDLING OF THE PROGRAM This chapter describes the general handling of the program. 2.1 Preface In this subchapter you will find general information on how to use the program. Our helpdesk is a so-called web application. This means that it is not necessary to install it on your local computer; you can just run it by using your web browser (Microsoft Internet Explorer, Firefox, Chrome etc.). For entering the helpdesk use the web address Please keep in mind the following points: Always use the navigation controls of the helpdesk instead of those supplied by the web browser like back, forward etc. You may exchange data with other programs by using the standard functionality of the windows clipboard. After entering information in a screen mask always press the appropriate button to save the information (e.g. the button Create while creating a new issue), before you switch to another screen mask. There is a timeout mechanism: if you don t use the helpdesk for more than approximately 20 minutes you will be logged off automatically and unsaved data will be lost. 2.2 Log In For entering the helpdesk use the web address To use the program you need to login first. Please enter your user name and password now and commit your entries with the Log In-Button. Please take care of the following log in rules: Username: the username usually consists of the last name and the first letter of the first name. Example: Username: smithj The password is case sensitive. 3

4 2.3 Reset Your Password 2.4 Changing Personal Password You can change your password for the helpdesk within your profile. Use the profile link from the right upper corner to get access. 4

5 3 PROGRAM FUNCTIONS This chapter describes the application of the program. 3.1 Preface This subchapter describes some basics, e.g. necessary items in conjunction with helpdesk and workflow Definitions Issue Every contact via helpdesk with SAP is an issue. There are several types of issues: Bug, Improvement, and so on. All issues types will be described later in this document. Priority When creating an issue you have to select a priority to indicate the importance. Status Each issue has a status, which indicates where the issue currently is in its life-cycle 5

6 Project Component ('workflow'). The available statuses are: Open, new issue, ready for the assignee to start work on it. In Progress, This issue is being actively worked on at the moment by the assignee Reopened, When an issues has been resolved and solution was not sufficient it can be opened again Question asked, There is a question from SAP because the Customer hasn t provided sufficient information to start working on the issue Answer provided, A question from SAP was answered by the Customer Resolved, A solution was provided by the helpdesk team Resolved and Reminded, A Solution was provided but the Customer did not react for at least 2 weeks Closed This issue has been completed SAP created projects for the different kinds of customer services. A project is a collection of issues which belong to a topic. A component is a logical grouping of issues within a project and represents a sub topic Workflow Workflow is the movement of an issue through various statuses during its lifecycle. The workflow starts with the creation of an issue and ends by accepting the provided solution from SAP. In between the exchange of communication e.g. questions and answers proceeds via helpdesk. Every change of status will be announced by Workflow example: 1. You create a new issue. SAP will be informed by SAP checks the issue. If all necessary information exists, SAP starts working on the issue. 3. In case of your request is not clear or the information you provided is insufficient, you will get a query/question from SAP. Additionally you will be informed about the query by You answer the query. 5. SAP provides a solution and you will get an that the solution is available. 6. You check the solution and if it is acceptable you can close the issue and the workflow ends. 3.2 The Dashboard of the Helpdesk The dashboard is the so called Homepage and provides an overview of all functionalities. The left side shows the supported topics and services. The right side shows your individual filters. Filters are saved search activities. 6

7 By selecting Manage Filter you may change or delete your own filters when necessary and you can manage -subscription to filters. You can also mark already existing filters as your favourite to see it on the dashboard. 3.3 Work with Issues General Information about Issues An issue has multiple attributes like key, type, status, priority, assignee and reporter. To change data of an issue several operations can be performed like attach file or screenshot. To change the status of an issue several workflow operations can be performed i.e. close Creating Issues This subchapter describes how to create and follow up an issue. To create a new issue, select CREATE in the primary menu of the homepage. In the windows Create Issue choose the topic or service (project) and the type of issue. Choose the best fitting type of issue. Please note that the issue types depend on the project. The lower part may change if you select different projects or issue types. The fields marked with an asterix (*) are mandatory. 7

8 1. Choose a priority of your issue Blocker High Blocks development and/or testing work, production could not run Serious faults or very urgent inquiries Medium Low Default Priority Cosmetic changes, non-committal suggestions etc. 2. Then choose a component regarding your enquiry. 3. Enter a short summary about your issue like the subject-line in an 4. Please, provide then detailed information about your issue 5. Optional: You can attach file if need, simply by dragging them from your desktop or folder to the input window 6. According to the project and issue type there may other field you might wish to fill Please provide as much information as you can about the topic: a detailed description, related substance names and numbers, vendor name, the kind of software you use, screen-shots, and additional files with more information. This will speed up the processing time of your issue enormous. 8

9 After completing all mandatory fields, send your issue to SAP by using the button Create. The person in charge at SAP will be informed by . A small notification appears: and disappears within seconds. If you want to see the issue you can click the link in the notification window or you can find it under RECENT ISSUES in the ISSUES -Menu right on top of the main window The Issue Details View The section Details provides primary information about an issue and the actual status. A menu bar right above the details provides actions which can be executed on your issue. The action list will change in conjunction with the issue status. Provide additional information for your issue at any time via. Attach Files (or simply drag files onto the issue to attach them) Comment Checking Inter Active the Status of an Issue Start at the helpdesk dashboard and choose a previously saved filter. The results are displayed in the List View: 9

10 or in the Details View: You can switch between the views by clicking the marked button Helpdesk has a Question about an Issue If SAP needs more information about an issue or if there are questions about it, you will get an . Via the link in the headline of the mail you will reach the helpdesk log in, where you can answer the query. Optionally you can provide an answer manually. The filter Provide answer / Rückfragen beantworten available on the dashboard indicates that a question was sent from the helpdesk. Click on the filter to see the issue list where answers have to be provided by you. Open then the issue by selecting the issue key or use the Details View. 10

11 Select the Workflow activity Provide Answer. A new screen appears where you have to enter the answer in the comment field in German or English. Finally you must press the button Provide Answer. The person in charge at SAP will be informed by Helpdesk Provides a Solution You will get an as soon as a resolution is provided. There are different kinds of resolutions as shown below: Fixed A fix for this issue has been implemented Won't Fix This issue will not be fixed, e.g. it may no longer be relevant. Duplicate The problem is a duplicate of an existing issue. Incomplete There is not enough information to work on this issue or it is only possible to provide a resolution for a part of the problem Cannot Reproduce This issue could not be reproduced at this time, or not enough information was available to reproduce the issue. If more information becomes available, please reopen the issue. 11

12 Optionally you can check the provided solution manually. The filter Resolved Issues available on the dashboard indicates that a solution was sent from the helpdesk. Click on the filter to see the issue list where a solution was provided to you. Open then the issue by selecting the issue key to check the provided solution. Issue status The provided solution can be found under Comments Finally, you must accept or deny the provided solution by selecting the corresponding workflow action. Don t accept Solution If you don t accept the solution the issues will be set into the status processing again and the person in charge at SAP will be informed by . Please add always an additional comment explaining why you don t accept the solution! 12

13 Accept solution The lifecycle of an issue normally ends with that answer. When you accept the solution you have the possibility to give us a short feedback about the quality of the helpdesk service or provided solution Searching for issues Can't find the issue that you are looking for? This chapter will show you how to search for issues. Any user can search for issues, although they will only see issue results from projects where they can view issues. Step 1: Define your search criteria The first step in searching for issues is to define the criteria for your new search. You can define your search criteria in three different ways: using the quick search, using the basic search, or using the advanced search. Quick search The quick search is the fastest way to define search criteria. However, it is less precise than other search methods for complex queries (e.g. project = JIRA AND status = Open AND priority = High). It is most useful when your search criteria is not complex, for example, you know the project key and some key words for an issue. To use the quick search: Enter your search criteria in the search box in the header and press Enter. Basic search The basic search is more precise than the quick search, but easier to use than the advanced search. It provides a user-friendly interface that lets you define complex queries, without needing to know how to use JQL (advanced searching). To use the basic search: Navigate to Issues (in header) > Search for issues, then enter your search criteria. Tip: If the advanced search is shown instead of the basic search, click Basic next to the icon 13

14 Advanced search The advanced search is the most powerful of the three search methods. You can specify criteria that cannot be defined in the other searches (e.g. ORDER BY clause). However, you need to know how to construct structured queries using the JIRA Query Language (JQL) to use this feature. To use the advanced search: Navigate to Issues (in header) > Search for issues, then enter your search criteria. Tip: If the basic search is shown instead of the advanced search, click Advanced next to the icon. Step 2: Change your view of the search results You have crafted the perfect search criteria and run the search. Your search results will be displayed in the issue navigator. The issue navigator allows you to change how the search results are displayed. For example, you may want to bring high priority issues to the top or hide certain fields. Change the sort order: Click the column name. Show/hide columns: Click Columns and choose the desired columns. Rearrange columns: Drag the column name to the place where you want it to be. Step 3: Working with the search results You've got the search results displaying the way that you want. Now you can work with the actual issues in the search results. The issue navigator lets you action individual issues, as well as the entire set of issues returned by your search. Individual issues: View the issue: Click the issue key or name. Action individual issues: Click the cog icon next to the issue row and select an option. All issues in the search results: Export the search results to different formats, like Excel and XML: Click Export and select the desired format. Share the search results: Click Share, then enter the recipient's details. Create an RSS feed: Click Export > RSS (Issues) or RSS (Comments). Bulk modify issues in search results: Click Tools and select all <n> issue(s) under Bulk Change. Step 4: Save your search If you frequently run the same search, you can save the search criteria as a filter. This saves you from having to manually redefine the search criteria every time. JIRA applications also include a number of predefined system filters for common queries, such as 'My Open Issues', 'Reported by Me', 'Recently Viewed', and 'All Issues'. To save your search as a filter: On the search results page, click Save as and enter a name for the filter. Your new filter will be shown in the left panel with your other favorite filters, filters shared with you, and the system filters. To run a filter, just click it. 3.4 General Functions Maybe you want to customize the helpdesk system regarding the interface language or your profile. If you want to stop working with the helpdesk you need to log out. These functions are described below. 14

15 Language: Click on the link Profile in the upper right corner near your user name. Then click on the action Edit preferences (Pencil-Icon). Edit Details: Click on the link Profile in the upper right corner near your user name. Then click on the action Edit details. You may change your long name and your address. Log out: Click on the link Log out in the upper right corner near your user name 3.5 Shortcuts You could perform many actions faster when you use Keyboard Shortcuts instead of using the mouse. You can open the list of available Short cuts via the help link, available on the top right hand side. 15

16 3.6 Complete Documentation of the Jira Program The complete documentation with much more details on the JIRA program can be opened via the help link, available on the top right hand side. 16

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