Documentation
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INDEX

Documentation Library

Search for information on Hornbill Documentation.

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Have questions about this site?

What is this site?

  • This website is Hornbill's new product documentation website and is currently under development.
  • It is intended that all existing and future public-facing documentation we produce will be available to search, browse and share.
  • Hornbill's current documentation is available at Hornbill Wiki but over time this content will be migrated to this documentation site.
  • Please feel free to have a look around at any time.

Why has Hornbill created this site?

  • Hornbill's products have moved on considerably since we introduced it almost 10 years ago. At the time, the MediaWiki tool was sufficient, but we have outgrown it.
  • Our customers are more enterprise focused and more self-sufficient than ever before, so for 2023 and beyond we have established a new documentation platform and team to drive our documentation initiative forwards.
  • We are aiming to deprecate the use of Hornbill Wiki for most Hornbill related documentation.
  • We want to enable our growing partner network with product resources and information, documentation beyond our Wiki approach is required.
  • We could definitely do with some help, and may even pay for some! If you have domain knowledge and would like to help, please check out our Hornbill Docs Contributor Guide and contact the Hornbill docs team at docs@hornbill.com.

What will this site be good for?

  • Community contribution will be facilitated, encouraged, and most welcome.
  • High quality documentation, will be kept up to date as rapidly as our products evolve.
  • Real-time content search and discovery.
  • Articles organized into books, books into libraries, creating a more natural and logical structure to our documentation.
  • Legacy API documentation and various other documentation sources will all be consolidated into a single unified documentation system.
  • Documentation available in browser as well as printable/viewable as PDF on demand.
  • Personalized documentation experience, allowing dark/light mode, article subscriptions, social media sharing and other useful features.
  • Almost all publicly available documentation on docs.hornbill.com will be open-source and available to fork on GitHub, allowing customers to derive their own custom documentation around Hornbill products should they wish to.

What is the timeline for this site?

  • We have taken the decision to publish and make available early, there is very little content at this time.
  • As and when we have completed/usable documentation, it will be published here.
  • We have a host of additional features we wish to add over time, so please watch this space.
  • We expect most of our existing documentation should be reviewed/migrated to docs.hornbill.com over the coming months.
  • The documentation project will be ongoing, will continue to expand, evolve and improve day-by-day.

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Request Sub-Statuses

The Request Sub-statuses lets you define a number of descriptive states of a request that are related to the request being either Active or On-hold. Using the Sub-status can help control the situations under which a request is put On-hold or made Active again. An example of an On-hold Sub-status might be With Customer which when selected could place the request’s status to On-hold and stop any allocated Service Level Target timers.

  • Create descriptive sub-statuses to enhance the New, Open, and Resolved statuses
  • Have better control over placing requests on hold
  • Automate the changing of the sub-statuses
  • Define Global Request Sub-statuses that are applied to all requests for a specific request type

Sub-status Configuration

The creation and management of the Request Sub-statuses is done from within each individual Service form. Click on the + New Sub-status button to add a new sub-status, or select the edit icon on an existing sub-status.

Each individual sub-status contains the following options.

  • Sub-status Name
    The Name of the sub-status is what will be displayed to an analyst from within a request.
  • Alternative Customer Label
    An alternative Label can be provided which will be visible to the customer from within the Customer or Service Portals. This is only applicable to request types that are accessible on the Portals.
  • Request Type
    A sub-status can be made available to All requests types or you can select from one of the available request types on which this particular Sub-status will be available.
  • Parent Status
    The selection of a sub-status controls if the request is placed in either an Active or On-hold state when the sub-status is selected. A Sub-status that is set with a Parent Status of Active will either keep the request in an active state (New, Open, Resolved) or if the request is On-hold the state will change back to its Active state. A Sub-status that is set with a Parent Status of On-hold will either change the status of the the request to On-hold if it is currently in an active state (New, Open, Resolve) or it will maintain an On-hold state if it already on-hold.
  • Reason Required
    This setting is used to enforce an entry by the user that is putting the request on-hold for this particular sub-state.
  • Pause Until Date / Time
    If choosing the Parent Status of On-Hold, this option will allow you to determine if the analyst moving the request into a specific sub-status will be prompted to put it on-hold until a defined date and time, after which it will automatically come off-hold, or if you choose No the analyst will not be prompted to set an on-hold until date and time, and instead the request will remain on-hold until it is manually taken off-hold. If choosing this option the analyst will be presented with the option to set a reminder activity when placing the request into this on-hold status.

Tip

When creating your sub-statuses it is important that at least one Active sub-status exists to allow you to move from an On-hold state to an Active state. Use Request Settings to control which actions on a request are enabled when a request is on hold.

On Customer Response Change Sub-Status to…

Sub-statuses can often be used for scenarios where a request has been put on hold as some feedback or an update is required by the customer before proceeding. When the On Customer Response option is set, this allows the sub-status to automatically change to the selected sub-status when one of the following actions is performed on the request:

Self Service Actions

The sub-status will change automatically when the Customer…

  • adds a comment to a post
  • adds a post (update)
  • adds an attachment
  • confirms a resolution has worked
  • confirms a resolution hasn’t worked

Email Actions

The sub-status will change automatically when an email is…

  • manually applied to a request
  • automatically added to a request via email Routing Rules It’s not possible to tailor this behavior beyond the scenarios listed above.

On Auto Off-hold Change Sub-Status to…

When a request is place on hold by a support person an option can be enabled for each On-hold sub-status that prompts the support person to enter a date and time for the request to become active again. When a sub-status has been set in the On Auto Off-hold field, the sub-status will automatically change to the the selected sub-status when the request comes off-hold.

Tip

If a request is in an On-hold state at the time it is resolved, the request will automatically be taken off hold. The sub-status set within this configuration will then be applied to the request.

Plug-ins

Supplier Manager

With Supplier Manager installed you can automate the starting of Supplier Contract events from Service Manager Requests.

Contract Requirements

In order to link a Service Manager request to a Supplier Contract, you must have an active Contract with associated assets.

  • Activate Contract
    Be sure that a Supplier has a contract set up and that the contract status is set to Active. The current date must also fall within the Start and End dates of the contract
  • Assets
    Link assets to both the supplier and the contract. When an asset is associated to a Service Manager request, the supplier and contract for the asset will be available to select.
  • Events
    Optionally, an event can be added to the contract. Within the Event Details section of the contract you can add an Event that has a set target time (in minutes). This can be used as the expected response or fix time from the supplier. The amount of time left in a Supplier Event will be visible on the Service Manager request that is linked to the contract. The Contact Email, also defined in the Event Details section is displayed on a request to allow an agent to get in touch with the supplier when an issue occurs with one of their assets. The setting app.request.stopActiveSupplierContractEventOnResolutionis provided to allow events to automatically end when a linked request is resolved.

Sub-status Configuration

The Supplier Manager plug-in is used in conjunction with Service Manager Request Sub-statuses.

  • Enable Supplier
    Either on the global sub-status in Admin or on the Service based sub-status, enable this switch.

Using the Plug-in

The Supplier Manager plug-in is initiated when a sub-status is selected which has the Supplier Integration enabled.

  • Link Asset
    Using the Asset Action on a request, link an asset to the request
  • Sub-status
    Select Sub-status (eg With Supplier) that has the plug-in enabled on it.
  • Supplier and Contract
    You will be prompted to select the Supplier and the contract that is associated to both the supplier and the linked asset.
  • Supplier Information
    Once a request is linked to a supplier and contract, this information will be displayed on the right hand side of the request form.
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