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Introduction

This manual lists all feature add-ons.

Note

The feature add-ons are installed into OTRS by the Customer Solution Team. In case of On-Premise systems, the customer can install the feature add-ons from the package manager, when the Customer Solution Team added the selected feature add-ons to the repository. To install a feature add-on, please contact the Customer Solution Team via support@otrs.com or in the OTRS Portal.

Categories

Each feature add-on can be categorized based on its purpose.

Administration

Dynamic Field Value Import

System Configuration History

Automation & Processes

Advanced Editor

Advanced Generic Agent

Agent Email Interface

Automated FAQ Ticket Creator

CI Assignment Attribute Dynamic Field Map

Dynamic Sender Addresses

Process Management Article Email

Queue Responsible

Ready2Adopt ITSM Processes

Ready2Adopt Processes

Service-based Queue Routing

Service Responsible

Ticket Allocation

Ticket Queue Selection

Ticket Workflow

Customer Management

Custom Contact Fields

Customer Activity Widget

Customer-specific Services

Time Accounting Quota

VIP Customer

Individualization

Adjust Sort Ticket Overview

CI Custom Search

Hide/Show Dynamic Fields

Specific Ticket Notifications

Ticket Forms

Integration

Dynamic Field Database

Dynamic Field Web Service

Link Object Connector

Ready2Adopt Web Services

Ticket Invoker

Knowledge Management & Self Service

CIs in Customer Frontend

Customer Event Ticket Calendar

Customer Frontend Link Object

Dashboard News Widget

CI References

Tag Cloud

Performance

Dynamic Field Search Booster

Reporting

Extended Ticket Stats

Security & Permissions

Change Write Protection

Credit Card Filter

Data Privacy Protection

Delete Attachments

Restrict Customer Data View

Ticket Management

Categories for Text Modules

Dynamic Field Attachment

Dynamic Field Calculation

Dynamic Field CI

Out of Office

Restore Pending Information

Service Categories

State Pre-selection Response Templates

Ticket Watchlist

Time Management

Advanced Escalations

Escalation Suspend

Ticket Time Unit Dropdown

Service Levels

Not all feature add-ons are available on any service levels. The following categorization is based on service levels.

SILVER

Credit Card Filter

Calendar Resource Planning

Custom Contact Fields

Customer Activity Widget

Customer Frontend Link Object

Customer-specific Services

Dashboard News Widget

Delete Attachments

Dynamic Field Database

Ready2Adopt Processes

Restore Pending Information

Service-based Queue Routing

Service Categories

State Pre-selection Response Templates

System Configuration History

Tag Cloud

Ticket Time Unit Dropdown

Ticket Watchlist

Ticket Workflow

Time Accounting Quota

VIP Customer

GOLD

Adjust Sort Ticket Overview

Advanced Editor

Advanced Generic Agent

Agent Email Interface

Categories for Text Modules

Change Write Protection

CI Assignment Attribute Dynamic Field Map

CI Custom Search

CI References

CIs in Customer Frontend

Dynamic Field Attachment

Dynamic Field Calculation

Dynamic Field CI

Dynamic Field Value Import

Dynamic Field Web Service

Dynamic Sender Addresses

Escalation Suspend

Hide/Show Dynamic Fields

Link Object Connector

Process Management Article Email

Queue Responsible

Ready2Adopt Web Services

Restrict Customer Data View

Specific Ticket Notifications

Ticket Allocation

Ticket Forms

Ticket Invoker

Ticket Queue Selection

TITANIUM

Automated FAQ Ticket Creator

Customer Event Ticket Calendar

Data Privacy Protection

Out of Office

Ready2Adopt ITSM Processes

Service Responsible

PLATINUM

Advanced Escalations

Dynamic Field Search Booster

Extended Ticket Stats

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Adjust Sort Ticket Overview

This feature add-on makes it possible to modify the columns of the small ticket overview screens and the dashboard. It offers the following customization options:

Definition of a default width of columns.

Configurable word length of title column.

Configurable width of columns via drag and drop on a per-user basis.

Setting the queue and service display names.

Make ticket number column always visible.

Benefits

Facilitates work with the small agent ticket overview.

Increases flexibility through optimized adaptability.

Target Groups

IT service management

Internal IT service

Customer service/support

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSAdjustSortTicketOverview

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

System Configuration

Width of columns

The width of the columns in the small ticket overviews are configurable.

To configure the width of columns:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Agent → TicketOverview in the navigation tree.

Add new entries to setting Frontend::Agent::TicketOverview::OTRSAdjustSortTicketOverviewFixedWidth. Examples:

Queue → 10%

State → 8%

Age → 40px

DynamicField_DateofReceipt → 3cm

Configurable fields are: TicketNumber, Age, EscalationTime, Title, State, Queue, Lock, Owner, CustomerID, DynamicField_*.

This feature is activated by default after installation of the package.

Word length of title column

The word length of the title column in the ticket overview widgets is configurable.

To configure the word length:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Agent → TicketOverview in the navigation tree.

Set the word length in setting Frontend::Agent::TicketOverview::OTRSAdjustSortTicketOverviewTitleLength.

Drag and drop table column widths

The width of the columns in the ticket overview widgets and the dashboards are configurable via drag and drop on a per-user-base.

To activate this feature:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Agent → TicketOverview in the navigation tree.

Enable setting Frontend::Agent::TicketOverview::OTRSAdjustSortTicketOverviewUseDragAndDrop.

After activation it is possible to drag and drop the different table columns with the mouse to set the widths of every single column. Those settings are saved and restored for every single user in the user preferences.

Queue and service display names

Depending on a system configuration setting, queue and service names can be displayed with complete paths, only with first letter of parents followed by :: and their names, or just by their names in the ticket overview widgets.

To modify the display names:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Agent → TicketOverview in the navigation tree.

Set the display names in setting Frontend::Agent::TicketOverview::ProcessQueueServiceFields.

Warning

There is a potential risk that if ticket title (if double colons are contained) is also displayed in shortened manner because internally the double colons are used for creating the correct shortened path for queue and service name.

Ticket number always visible

This setting prevents the users to hide the ticket number column by drag and drop.

To activate this feature:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Agent → TicketOverview in the navigation tree.

Enable setting Frontend::Agent::TicketOverview::TicketNumberAlwaysVisible.

Affected screens

The features can be enabled or disabled in each ticket overview screens.

To modify the affected screens:

Go to System Configuration screen.

Select OTRSAdjustSortTicketOverview in the Navigation widget.

Navigate to Frontend → Base → OutputFilter in the navigation tree.

Add or remove screen names in the Template key of each setting.

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Agent Interface

This package has no agent interface, only the existing ticket overview widgets get new features in the following screens:

Agent Dashboard

Small Queue View

Small Status View

Small Escalation View

Customer Information Center

Customer User Information Center

The new features are described in the Administrator Interface chapter.

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External Interface

This package has no external interface.

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Advanced Editor

This feature add-on allows OTRS administrators and OTRS developers with experience using Template Toolkit to write Template Toolkit code snippets in OTRS templates. This can facilitate, for example, the customization of response templates with multiple languages because you can customize the same template for many languages by using conditions without adding completely new response templates. This saves resources within OTRS and gives you a cleaner overview of your response templates.

Benefits

Easier customization of response templates based on conditions.

Resource-saving usage of response templates.

Increases your OTRS performance.

Target Groups

OTRS administrators with Template Toolkit experience

Organizations that want to easily customize their OTRS templates, e.g. for many languages

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSAdvancedEditor

Note

Not compatible with the following feature add-ons:

Categories for Text Modules

Hide/Show Dynamic Fields

Ticket Forms

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no dedicated administrator interface, only extends the existing screens.

Create New Templates

This feature enables logical if-else conditions as well as loops and much more.

To insert code snippets:

Open Templates, Signatures or Salutations modules in the administrator interface.

Add or modify a resource in these screens.

Find the new icon in the Rich Text editor toolbar (the last one).

Insert Code Snippet Icon

Click on the new icon to open a new window.

Select TemplateToolkit from the Language drop-down.

Write the following lines into the text box.

[% IF ( matches = Data.Language.match('^de') ) %]
Sehr geehrte(r) [% Data.CustomerUser.UserFirstname %] [% Data.CustomerUser.UserLastname %],<br />
[% ELSIF ( matches = Data.Language.match('^hu') ) %]
Tisztelt [% Data.CustomerUser.UserLastname %] [% Data.CustomerUser.UserFirstname %]!<br />
[% ELSE %]
Dear [% Data.CustomerUser.UserFirstname %] [% Data.CustomerUser.UserLastname %],<br />
[% END %]

Click on the OK button to save the code snippet.

Rich Text Editor Code Snippet

Click on the Save or Save and finish button.

Add the template, signature or salutation to the queue you want to use it.

Create a new ticket, choose a customer user (for this example we will call him John Doe), then choose the queue you have configured your template for.

If the customer user language is German, it should print Sehr geehrte(r) John Doe,. If it is set to Hungarian, you should see Tisztelt Doe John!. If your customer user has no language set or it is set to English, you will see Dear John Doe,.

As you can see, conditions in templates can be very useful, but be careful to write correct Template Toolkit syntax. If you make mistakes there, you will get an error during choosing a template.

See also

For detailed instructions on how to write Template Toolkit code, refer to the Template Toolkit User Manual.

Debugging Templates

Writing Template Toolkit code is not too difficult compared to other languages. Nevertheless errors can occur as we are all just humans. To validate your template, open the ticket create or answer screen, where you have your templates configured to be used and choose a template.

If you have mistakes in your Template Toolkit syntax, choosing a template will bring up an error screen that tell you about what went wrong and where to find the error.

Error Reason in Error Screen

In this example the OTRS system informed us, that there was an unexpected token [ in the line [% IF Data.OTRSTagData.TypeID == 1 [% %]. A second opening bracket was entered inside the same Template Toolkit tag, which for sure is forbidden.

To fix the error:

Go back to the template editing screen.

Edit the template and save it.

Start debugging the template again by creating or answering a ticket, till no more errors are found and your template comes up as desired.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Advanced Escalations

This feature add-on makes your escalation management more flexible and adjusts it according to your customers or to different service level agreements. Escalation types defined in OTRS, such as First Response Time, Update Time, and Solution Time, can be enhanced by creating new types and defining your own names and properties.

The Ticket Escalation Types option in the administrator interface enables you to define when escalations should:

start,

stop,

be suspended,

be resumed

and be restarted.

Ticket attributes, like its status or certain events like creating or answering a ticket, can be used as a trigger. For example, an escalation can start when a ticket is created, but the escalation can stop when the ticket is answered by the agent. If the status of a ticket is changed to Pending Reminder, the escalation is suspended, but if the status is changed back to Open, the escalation resumes. An up-to-date display of the escalation time left makes accurate service time management possible.

In the ticket view, the new widget Escalation Information appears. This shows through the use of different colors and numerical values whether or not:

the escalation time is still within the original timeframe (green),

the escalation time will run out soon (yellow),

the escalation is paused (brown),

the escalation time has been reached, i.e. the ticket has escalated (red) or

escalation has been suspended or the ticket has been worked on during escalation (the window is no longer visible).

The Ticket Escalation Type Bundle option enables you to assign newly created escalation types to different customers or service level agreements.

The following scenarios can now be handled more flexibly with Advanced Escalations:

A customer requests a rework of a solution – the escalation must be adjusted.

To present a solution, more information is required from the customer – the escalation must be suspended.

A service technician can’t get into the building or has no free access to the machine that needs to be fixed – the escalation must be suspended.

And many more

Benefits

Even more flexible escalation management – individually adoptable to customer or SLA.

More precise service time management by detailed indication of remaining time.

Target Groups

Customer service organizations having many partners or suppliers

External IT service providers

Call centers

Sales departments and sales companies

Advertising or communications agencies

Available in Service Package

PLATINUM

Package Name in OTRS Package Manager

OTRSAdvancedEscalations

Note

Not compatible with the following feature add-ons:

Escalation Suspend

Ticket Watchlist

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

With this package you are able to define your own escalations. You can define fully customized escalation types which contain information about under what circumstances a ticket escalation will start, restart, be suspended, be resumed or stopped.

After installation of the package two new modules will be available in the Ticket Settings group of the administrator interface.

Contents

Ticket Settings

Escalation Type Bundles

Manage Escalation Type Bundles

Escalation Type Bundle Settings

Escalation Types

Manage Escalation Types

Escalation Type Settings

Condition types

Service Level Agreements

New Field

Communication & Notifications

Ticket Notifications

Notification Smart Tags

Configure Event Based Notifications

Escalation Events

Administration

SQL Box

escalation_history Table

escalation_history_data Table

System Configuration

Visualization of Escalation Times in Ticket Overviews

Example Usage

Creating the Escalation Type

Creating the Escalation Type Bundle

Assigning the New Bundle to an SLA

Conclusion

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Ticket Settings

After installation of the package two new modules will be available in the Ticket Settings group of the administrator interface and a new field is added to the Service Level Agreements module.

Note

The configuration of the standard escalations in OTRS are not related to advanced escalations. You should decide if you want to use the standard escalation types of OTRS or individual escalation types of advanced escalations. If you configure both then you will have parallel escalations.

Contents

Escalation Type Bundles

Manage Escalation Type Bundles

Escalation Type Bundle Settings

Escalation Types

Manage Escalation Types

Escalation Type Settings

Condition types

General

Ticket Attributes

Service Level Agreements

New Field

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Escalation Type Bundles

The Escalation Types can be grouped to so-called bundles. Bundles can be connected to SLAs, customers, priorities and services in order to define special escalations on a per-customer basis and depending on certain calendar settings.

After installation of the package a module Escalation Type Bundles will be available in the Ticket Settings group of the administrator interface.

Escalation Type Bundle Management Screen

The advanced escalations package works with the relationships chain Escalation type → Escalation type bundle → SLA.

One or more escalation type should be created and assigned to an escalation type bundle, and one or more escalation bundles should be related to one or more SLAs. The relationship between Customer → Service → SLA is the normal one on the system.

Manage Escalation Type Bundles

To create a new escalation type bundle:

Click on the Create New Escalation Type Bundle button in the left sidebar.

Fill in the required fields.

Click on the Create button.

You will be redirected to Edit Escalation Type Bundle screen to edit the escalation type bundle details.

Create New Escalation Type Bundle Screen

To edit an escalation type bundle:

Click on an escalation type bundle in the list of escalation types bundles or you are already redirected here from Create New Escalation Type Bundle screen.

Modify the fields and the escalation type bundle details.

Click on the Save or Save and finish button.

Edit Escalation Type Bundle Screen

To delete an escalation type bundle:

Click on the trash icon in the Delete column.

Click on the OK button in the confirmation dialog.

Delete Escalation Type Bundle Screen

Escalation Type Bundle Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Comment

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Description

Like comment, but longer text can be added here.

Customers

Select a customer from the drop-down list. If one or more customers are selected, the bundle will only take effect on tickets which are assigned to one of the selected customers.

Priorities

Select a priority from the drop-down list. If one or more priorities are selected, the bundle will only take effect on tickets which matches one of the selected priorities.

Services

Select a service from the drop-down list. If one or more services are selected, the bundle will only take effect on tickets which matches one of the selected services.

Execution order *

Select, in which order should the escalation bundles be evaluated.

Validity *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

Add escalation type

Bundles can contain several escalation types. On a bundle, all information regarding the time for the escalation is being stored.

Escalate after

Define the escalation time span and unit.

Round up times

Check this box to round up the times, so the start of the escalation will take place at the next full time unit.

For example if 1 hour is set as escalation time and a ticket is being created at 10:23, the escalation will start at 11:00, rounding up to the next full hour.

Use calendar

Select a calendar to used by the escalation. If no calendar is being used, a 24/7/365 calendar without weekends or other free days will be assumed.

Notify on

Define the notification time.

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Escalation Types

Escalation types contain generic information about the conditions that need to be matched in order to start, restart, suspend, resume or stop an escalation on a ticket. The type itself does not contain any time settings (e.g. how many hours need to pass until the escalation starts).

Use this screen to add escalation types to the system. After installation of the package some escalation types are already added. The escalation type management screen is available in the Escalation Types module of the Ticket Settings group.

Escalation Type Management Screen

Manage Escalation Types

To create a new escalation type:

Click on the Create New Escalation Type button in the left sidebar.

Fill in the required fields.

Click on the Create button.

You will be redirected to Edit Escalation Type screen to edit the escalation type details.

Create New Escalation Type Screen

To edit an escalation type:

Click on an escalation type in the list of escalation types or you are already redirected here from Create New Escalation Type screen.

Modify the fields and the escalation type details.

Click on the Save or Save and finish button.

Edit Escalation Type Screen

To delete an escalation type:

Click on the trash icon in the Delete column.

Click on the OK button in the confirmation dialog.

Delete Escalation Type Screen

To export an escalation type:

Click on the export icon in the Export column.

Choose a location in your computer to save the Export_EscalationTypeID_X.yml file.

To import an escalation type:

Click on the Browse… button in the left sidebar.

Select a previously exported .yml file.

Click on the Import escalation type configuration button.

Escalation Type Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Comment

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Description

Like comment, but longer text can be added here.

Allow resume from stop

If this is checked, it allows this escalation to be resumed although it had already been stopped at some point in the past (of course only if the related resume conditions match).

Note

This setting will only apply on escalations which have not yet reached the escalation time, which means that you should not expect escalations which have already been stopped to resume after enabling the checkbox.

If the resume conditions match on an escalation type which has Allow resume from stop enabled, the escalation will be resumed with the time that was still left on this escalation when it was stopped (which means was fulfilled).

Validity *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

Condition types

This widget has five tabs for Start, Restart, Suspend, Resume and Stop events. The following options are available for the tabs.

General

This setting is only available for the Start and Restart event of the escalation. This setting controls if the ticket creation time or the time of the current action should be taken as base time for the start or the restart of the escalation.

Example: If you set up current time as base time for the restart event, the full escalation time will be available (e.g. 1 hour) if the restart condition matches. If you set up ticket creation time, the escalation will restart based on the creation time of the ticket. This could be useful if you close a ticket as successful (which stops your escalation) but it turns out that the problem has not been solved.

You are also able to set a date or a date-time dynamic field as base time. If you create a ticket with this dynamic field filled and the escalation start then the value of the dynamic field will be used as base time. If the configured dynamic field is not filled then the fallback for the base time is used (current time or ticket creation time or no time value - escalation will only start if the dynamic field is filled).

Ticket Attributes

Several attribute sets can be set up. Each of these sets can contain several attribute conditions. The sets are logically connected by OR, which means that one of the sets has to be matched in order to trigger the event. The conditions within a set are logically connected by AND, which means that all of the conditions have to match in order to verify the whole set.

After adding a new set, you can add conditions to this set by using the Add attribute set button on the top right of the widget. After enabling the added condition in the widget, you can choose what ticket attribute you want to check.

Note

All configured conditions are used to evaluate values present on each action, which is defined as a snapshot of the ticket values taken from the ticket history. The time window for this snapshot is defined by the TicketHistorySplitTimeThreshold setting. All actions for a ticket are evaluated one by one each time the escalation is recalculated.

Ticket created by a customer

This condition type means that the ticket has to be created by customer user (by sending an email, using the external interface or by an agent using the New Phone Ticket screen).

Ticket Attributes

In this drop-down menu you can choose from a list of match types:

equals now

(Is) – One of the configured ticket attributes should match the particular attribute value from the action which is currently being evaluated. The condition evaluates as true if there is at least one match.

doesn’t equal now

(Is not) – None of the configured ticket attributes should match the particular attribute value from the action which is currently being evaluated. The condition evaluates as true if there is no match.

equaled

(Was) – One of the configured ticket attributes should match the particular attribute value from the action which is currently being evaluated. All actions from the history of the particular ticket are being evaluated. The condition evaluates as true if there is at least one match in one of the historical ticket attribute values.

did never equal

(Was never) – None of the configured ticket attributes should match the particular attribute value from the action which is currently being evaluated. All actions from the history of the particular ticket are being evaluated. The condition evaluates as true if there is no match in one of the historical ticket attribute values.

changed to

(Changed to) – The configured ticket attribute changed to one of the given values. This implies that the value was different before (= on the previous action).

equals previous

(Was previously) – At least one of the configured ticket attributes should match the particular attribute value on the previous action, which means going back exactly one step in the ticket history. The condition evaluates as true if there is a match in one of the historical ticket attribute values of the previous action.

doesn’t equal previous

(Was not previously) – None of the configured ticket attributes should match the particular attribute value on the previous action, which means going back exactly one step in the ticket history. The condition evaluates as true if there is no match in the historical ticket attribute values of the previous action.

Message presence

This condition type defines if a customer user or agent message must be/must not be present.

Message delivery

If enabled, this will define that the customer user or agent has to send a message to match the condition.

To remove a condition, uncheck the checkbox in the Active column, and click on the Save button.

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Service Level Agreements

It is possible to assign escalation type bundles to an SLA. Therefore, a multiselect field has been added to the Add Service Level Agreement screen.

Add Service Level Agreement Screen

New Field

Escalation Bundles

Here you can choose from a list of all available bundles which should be assigned to this SLA. Assigning a bundle to a SLA will cause the escalation types, which are assigned to this bundle, to be considered for a ticket which has this SLA set.

Note

The calendar setting in the SLA has no effect for the advanced escalations feature.

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Communication & Notifications

After installation of the package there will be some new events and smart tags available in ticket notifications.

Contents

Ticket Notifications

Notification Smart Tags

Configure Event Based Notifications

Escalation Events

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Ticket Notifications

This package adds some new features to the ticket notification methods.

Notification Smart Tags

The notification smart tags only work in notifications related to the escalation. It does not work for TicketCreate but it will work for Escalation: First Response (NotifyBefore). The following smart tags with information about each escalation are available:

<OTRS_TICKET_CustomEscalation_EscalationTime>

If the escalation is running, then this tag will return the escalation date-time when the escalation type will escalate (e.g. 2019-01-01 10:00:00).

<OTRS_TICKET_CustomEscalation_NotifyTime>

If the escalation is running, then this tag will return the escalation notify date-time of the escalation type (e.g. 2019-01-01 10:00:00).

<OTRS_TICKET_CustomEscalation_EscalationTimeIn>

If the escalation is running, then this tag will return the difference the current time and escalation time in format 3h 30m.

<OTRS_TICKET_CustomEscalation_TypeName>

This tag will return the name of the escalation type (e.g. solution time).

Configure Event Based Notifications

Use this steps to configure event based notifications for users of escalated tickets:

Make sure OTRS daemon is running.

shell> /opt/otrs/bin/otrs.Daemon.pl status

Go to the system configuration and enable Daemon::SchedulerCronTaskManager::Task###TriggerEscalationStartEvents setting. It will allow the generic agent to run the module in charge to start the advanced escalations events.

Go to the administrator interface and open the Ticket Notifications module to configure the notifications.

Configure the notification and change text by using the new notification smart tags provided by this package and described above.

Escalation Events

The following escalation events are available:

Escalation: [EscalationName] (Start) (EscalationStart_[EscalationTypeID])

This event will be executed if the escalation has been started.

Escalation: [EscalationName] (NotifyBefore) (EscalationNotifyBefore_[EscalationTypeID])

This event will be executed if the time reached where the agent gets notified for the escalation.

This event will be only executed correctly if the escalation bundle configuration per escalation type is correctly configured, TriggerEscalationStartEvent is enabled and the daemon is running.

Escalation: [EscalationName] (Breached) (EscalationBreached_[EscalationTypeID])

This event will be executed if the escalation time has been reached.

This event will be only executed correctly if the escalation bundle configuration per escalation type is correctly configured, TriggerEscalationStartEvent is enabled and the daemon is running.

Escalation: [EscalationName] (Restart) (EscalationRestart_[EscalationTypeID])

This event will be executed if the escalation has been restarted.

Escalation: [EscalationName] (Suspend) (EscalationSuspend_[EscalationTypeID])

This event will be executed if the escalation has been suspended.

Escalation: [EscalationName] (ResumeSuspend) (EscalationResumeSuspend_[EscalationTypeID])

This event will be executed if the escalation has been resumed from a suspend state.

Escalation: [EscalationName] (ResumeStop) (EscalationResumeStop_[EscalationTypeID])

This event will be executed if the escalation has been resumed from a stop state.

Escalation: [EscalationName] (Stop) (EscalationStop_[EscalationTypeID])

This event will be executed if the escalation has been stopped.

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Administration

Two new tables are added to the database after installation of the package. The new tables can be used for reporting via SQL box.

Additionally there are several new system configuration options available. You will find these new options in the group OTRSAdvancedEscalations.

Contents

SQL Box

escalation_history Table

escalation_history_data Table

System Configuration

Visualization of Escalation Times in Ticket Overviews

Possible Advanced Escalations Columns

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SQL Box

Escalation history is available for SQL reporting. The following chapters explain the structure of the database tables.

escalation_history Table

All escalation events will create new entries in the escalation_history table, which is the basis to calculate statistics about the completed escalation cycles.

To activate the additional reporting of the escalation events, you need to enable the following system configuration option:

Ticket::EventModulePost###EscalationHistory (group: OTRSAdvancedEscalations, navigation: Core → Event → EscalationHistory).

Make sure OTRS daemon is running.

shell> /opt/otrs/bin/otrs.Daemon.pl status

This event module will track the following escalation events:

EscalationStart

EscalationStop

EscalationSuspend

EscalationRestart

EscalationResumeSuspend

EscalationResumeStop

The escalation_history table has the following columns:

id

This column contains the ID of the escalation history (auto increment).

event_trigger

This column contains the event of the escalation (e.g. EscalationStart).

object_id

This column contains object ID of the escalation (e.g. the ticket ID).

object_type

This column contains object type of the escalation (e.g. Ticket).

object_history_id

This column contains the related ID of the ticket_history table to the escalation event.

escalation_type_id

This column contains the escalation type ID of the escalation.

escalation_reached

This column contains whether the escalation time is already reached (possible values: 0/1).

escalation_datetime

This column contains the timestamp of the escalation date.

escalation_time

This column contains the rest of time (seconds) until the ticket will escalate.

escalation_wt

This column contains the rest of time (seconds) until the ticket will escalate (calculated with working calendars).

notify_datetime

This column contains the date-time timestamp of the notify start.

notify_time

This column contains the seconds until the notify start.

escalation_remaining_time

This column contains the rest of time until the ticket will escalate after a suspend of an escalation type.

Note

This column is only filled on suspend state.

escalation_remaining_wt

This column contains the rest of time until the ticket will escalate after a suspend of an escalation type (calculated with working calendars).

Note

This column is only filled on suspend state.

notify_remaining_time

This column contains the seconds until the notify start after a suspend of an escalation type.

Note

This column is only filled on suspend state.

notify_remaining_wt

This column contains the seconds until the notify start after a suspend of an escalation type (calculated with working calendars).

Note

This column is only filled on suspend state.

running_total_time

This column contains the total amount of seconds the timer was running based on the Timer(Start|Restart|Suspend|Resume|Stop) events.

running_total_wt

This column contains the total amount of seconds the timer was running based on the Timer(Start|Restart|Suspend|Resume|Stop) events (calculated with working calendars).

running_total_virtual_time

This column contains the total amount of seconds the timer was running based history entries.

running_total_virtual_wt

This column contains the total amount of seconds the timer was running based history entries (calculated with working calendars).

suspend_total_time

This column contains the total amount of suspended seconds of the escalation type based on the Timer(Start|Restart|Suspend|Resume|Stop) events.

suspend_total_wt

This column contains the total amount of suspended seconds of the escalation type based on the Timer(Start|Restart|Suspend|Resume|Stop) events (calculated with working calendars).

running_last_time

This column contains the seconds between a start or resuming event and a stop or suspending event (e.g. EscalationStart to EscalationSuspend or EscalationResume to EscalationStop).

running_last_wt

This column contains the seconds between a start or resuming event and a stop or suspending event (e.g. EscalationStart to EscalationSuspend or EscalationResume to EscalationStop) (calculated with working calendars).

running_last_virtual_time

This column contains the seconds between a start or resuming event and a stop or suspending event (e.g. EscalationStart to EscalationSuspend or EscalationResume to EscalationStop) based on the history entries of the ticket.

running_last_virtual_wt

This column contains the seconds between a start or resuming event and a stop or suspending event (e.g. EscalationStart to EscalationSuspend or EscalationResume to EscalationStop) based on the history entries of the ticket (calculated with working calendars).

suspend_last_time

This column contains the amount of seconds the ticket escalation was suspended last time based on the history entries of the ticket.

suspend_last_wt

This column contains the amount of seconds the ticket escalation was suspended last time based on the history entries of the ticket (calculated with working calendars).

create_time

This column contains create time of the escalation history entry.

create_by

This column contains ID of the user who triggered the history data set.

change_time

This column contains date and time when the escalation history data set was changed.

change_by

This column contains ID of the user who triggered the data set change.

escalation_history_data Table

All escalation events will create new entries in the escalation_history table. For each escalation event it is possible to save ticket and dynamic field data in a separate data table. Make sure that TriggerEscalationStartEvents is enabled. The attributes which will be saved can be configured in the following system configuration options:

EscalationHistoryData###Ticket (group: OTRSAdvancedEscalations, navigation: Core → EscalationHistoryData).

Example configuration: Queue → 1

EscalationHistoryData###DynamicField (group: OTRSAdvancedEscalations, navigation: Core → EscalationHistoryData).

Example configuration: DynamicField_Test → 1

To activate the additional reporting of the escalation events, you need to enable the following system configuration option:

Ticket::EventModulePost###EscalationHistory (group: OTRSAdvancedEscalations, navigation: Core → Event → EscalationHistory).

Make sure OTRS daemon is running.

shell> /opt/otrs/bin/otrs.Daemon.pl status

The data of the ticket and dynamic fields will be saved in a separate table escalation_history_data with the following columns:

id

This column contains the ID of the escalation history (auto increment).

escalation_history_id

This column contains ID of the related escalation_history entry.

field_key

This column contains key of the related data (e.g. DynamicField_Test or Queue).

field_value

This column contains value of the related data (e.g. a dynamic field value or the values of ticket attributes).

create_time

This column contains create time of the escalation history data entry.

create_by

This column contains ID of the user who triggered the escalation history data set.

change_time

This column contains date and time when the escalation history data set was changed.

change_by

This column contains ID of the user who triggered the data set change.

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System Configuration

Visualization of Escalation Times in Ticket Overviews

In the ticket overviews and also on ticket dashboard widgets, information regarding the escalation data is displayed in one column for each escalation type.

In addition to this, you have the possibility to specify which advanced escalations columns you want to use in ticket overviews and ticket dashboard widgets.

In the system configuration options the possible advanced escalations columns are predefined, but they are not active. If you want to use them, you have to change the value to 1 in setting AgentDashboard###AdvancedEscalationsDefaultColumns.

Due to a technical reason there is only one system configuration option for the ticket dashboard widgets. So you are not able to define the advanced escalations columns for each ticket dashboard widget.

Advanced escalations columns are shown like this: Escalation type (Column), e.g. First Response Time (Escalation reached, yes/no). They are translatable.

For the user based settings the modal dialog for the configuration of views has been extended to offer a selection of available escalation types.

The traffic light colors for the escalation states:

Green: No escalation times are reached or exceeds the limit.

Yellow/Orange: The warning time was reached or exceeds the limit, but no escalation time is reached or exceed the limit yet.

Red: Escalation time is reached or exceeds the limit.

Brown: Escalation time is currently paused.

Possible Advanced Escalations Columns

For each configured escalation type the following 22 advanced escalations columns are calculated and available. It is not necessary to activate the columns like you have to do e.g. for the agent dashboard. You will find a complete list with explanations below.

EscalationDatetime

Timestamp of the escalation date.

EscalationReached

Yes/no value whether escalation time is reached.

EscalationTime

Seconds until the escalation type is breached.

EscalationWorkingTime

Seconds until the escalation type is breached with working calendar (only if calendar is defined).

EscalationRemainingTime

Seconds until the escalation type is breached if suspended/stopped (only set if given).

EscalationRemainingWorkingTime

Seconds until the escalation type is breached if suspended/stopped with working calendar (only if calendar is defined and if given).

NotifyDatetime

Timestamp of notify start (only set if given).

NotifyTime

Seconds until the notify start (only if given).

NotifyRemainingTime

Seconds remaining until notify start if suspended/stopped (only set if given).

NotifyRemainingWorkingTime

Seconds remaining until notify start if suspended/stopped with working calendar (only if calendar is defined).

SuspendLastTime

Total amount of seconds that the timer was suspended last time.

SuspendLastWorkingTime

Total amount of seconds that the timer was suspended last time with working calendars (only if calendar is defined).

SuspendTotalTime

Total amount of seconds that the timer was suspended.

SuspendTotalWorkingTime

Total amount of seconds that the timer was suspended with working calendars (only if calendar is defined).

RunningTotalTime

Total amount of seconds that the timer was running (excluding suspend times).

RunningTotalWorkingTime

Total amount of seconds that the timer was running (excluding suspend times) with working calendars.

RunningTotalVirtualTime

Total amount of seconds that the timer was running with BaseTime as start date (excluding suspend times).

RunningTotalVirtualWorkingTime

Total amount of seconds that the timer was running with BaseTime as start date (excluding suspend times) with working calendars (only if calendar is defined).

RunningLastTime

Total amount of seconds that the timer was running last time (excluding suspend times).

RunningLastWorkingTime

Total amount of seconds that the timer was running last time (excluding suspend times) with working calendars.

RunningLastVirtualTime

Total amount of seconds that the timer was running last time with BaseTime as start date (excluding suspend times).

RunningLastVirtualWorkingTime

Total amount of seconds that the timer was running last time with BaseTime as start date (excluding suspend times) with working calendars (only if calendar is defined).

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Example Usage

This chapter describes how to add a first response time escalation.

Creating the Escalation Type

Go to the administration interface and choose Escalation Type. Click on the Create New Escalation Type button.

Fill in the needed fields. After submitting the form, you will be redirected to the edit screen for the new escalation type. You will see the Start tab for the new escalation type. Choose from the available conditions which one you want to be needed in order to start the escalation. Switch to another tab to set up more conditions.

In this example, we would enable the The ticket has been created by a customer setting and the An agent message is not present. Use the drop-down menu in order to choose whether or not an agent message has to be present.

Switch to the Stop tab in order to set up the escalation stop conditions. In this case, the escalation should be stopped if an agent sends a message, so we enable the An agent sent a message setting.

Creating the Escalation Type Bundle

Go to the administration interface and choose Escalation Type Bundle. Click on the Create new escalation type bundle button.

Fill in the needed fields. See the description on the previous pages in order to fill in Execution order correctly. After submitting the form, you will be redirected to the edit screen for the new bundle. You will now be able to add your previously created escalation type by choosing it from the Add escalation type drop-down menu. After you have added the escalation type, you can set up its parameters. Set up a time span (like 1) and a time unit (like Hour(s)). Save the screen.

Assigning the New Bundle to an SLA

In order to get the new escalation type to work, you need to assign it to an existing SLA. Go to the SLA management screen for an existing SLA and select your bundle from the list of available bundles. Save the screen.

Conclusion

The new escalation type in connection with the bundle and SLA assignment will cause new tickets which are being created by customers to escalate after one hour if no agent has responded.

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Agent Interface

For assigning an advanced escalation to a ticket, this one should contain a valid customer ID and valid SLA, so the advanced escalation for the ticket will be assigned based on previous configuration. Advanced escalations currently does not work for unknown customers.

It is possible to show advanced escalations columns in ticket overviews, ticket dashboard widgets and statistics. The advanced escalations data is calculated on-the-fly and could have a huge negative performance impact on the whole system.

Note

Escalation automatism is not supported. Use the generic agent or generic interface to trigger escalation events.

Contents

Tickets

Ticket Zoom

Display Escalations in Overviews

Debug escalation

Reports

Statistics

Advanced Escalations Data in Statistics

Filtering

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Tickets

After installation of the package a new Escalation Information widget is displayed in Ticket Zoom screen.

Contents

Ticket Zoom

Display Escalations in Overviews

Debug escalation

Escalation State

Escalation Filters

Escalation Attributes

Escalation Attribute Sets

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Ticket Zoom

Display Escalations in Overviews

All advanced escalations that are associated to a ticket will be shown in Escalation Information widget in Ticket Zoom screen.

The escalations are displayed with a colored background indicating the current escalation state for better visibility.

Green background: the escalation time has not been reached.

Yellow background: the escalation notification time has been reached.

Red background: the escalation time has been reached.

Grey background: the escalation is suspended.

Debug escalation

It is not easy to understand how advanced escalations work. It cuts the ticket history entries into snapshots to calculate the escalation. Each snapshot will contain the current state of the ticket with all related data of the current time of the snapshot. A snapshot is normally about 5 seconds of the ticket history.

For more information about a single escalation and how it is calculated you can take a look at the ticket history. If your system has a customer ID and a SLA with related escalation bundles and types then you will be able to debug these, based on the ticket history of the current ticket.

Escalation Debug Mode – Select Escalation Type

After clicking on a escalation type you will get a detailed information about the parameters, attribute values and conditions.

Escalation Debug Mode – Debug Snapshot of Escalation Type

Escalation State

The first block contains the state of the current escalation type. In the example it will calculate the start condition of the escalation type and it was successfully (success = green, red = no change of the state). Basically for each snapshot it is possible that the escalation will calculate multiple state if it do not match to the first.

The order of the calculated states is based on the running, suspend or not running state of the escalation. Here is a short technical overview:

my %EscalationStatesMachine = (
    NotRunning => ['Start'],
    Running    => [ 'Suspend', 'Restart', 'Stop' ],
    Suspended  => [ 'Resume', 'Stop' ],
);

So if the escalation is not running then it will only try to move to the Start state of the escalation. If it is suspended then only Resume or Stop are possible as next states.

Escalation Filters

The filter values are relating to the agent and customer message send or present attributes which are set in the conditions. If a filter is green then the filter is matched and red if a filter is not matched.

AgentMessagePresent: A message from an agent is present.

AgentMessageSent: An agent sent a message.

CustomerMessagePresent: A message from a customer is present.

CustomerMessageSent: A customer sent a message.

Escalation Attributes

The block with the attributes of the snapshot will contain all attributes which will be used for checking the condition of the escalation ticket attributes.

There are 4 columns:

ATTR: This column contains the ticket attribute.

CURR: This column contains the current value of the snapshot. This value will be used for the calculation of equals now, doesn’t equals now and change to conditions.

PREV: This column contains the value of the previous snapshot. This value will be used for the calculation of equals previous, doesn’t equals previous and change to conditions.

WAS: This column contains the value of all previous snapshot. This value will be used for the calculation of did never equal and equaled conditions.

Escalation Attribute Sets

The block with the attribute sets displays if the attribute sets of the escalation type for the given escalation state is matching for the current snapshot.

There are 2 columns:

SET: This column contains the number of the attribute set in the escalation type. The number will be displayed green if it matches or red if not.

ATTRIBUTES: This column shows the matched conditions of an attribute set. At this point it will use internal names for matching the attributes. Here are some examples:

AgentMessagePresent: A message from an agent is present.

AgentMessageSent: An agent sent a message.

CustomerMessagePresent: A message from a customer is present.

CustomerMessageSent: A customer sent a message.

For ticket attributes it will show the internal condition:

'Is'        => 'equals now',
'IsNot'     => 'doesn't equal now',
'Was'       => 'equaled',
'WasNever'  => 'did never equal',
'ChangedTo' => 'changed to',
'IsPrev'    => 'equals previous',
'IsNotPrev' => 'doesn't equal previous',

Is_StateType: The ticket attribute condition StateType of the attribute set of the current snapshot matched if green or matched not if red.

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Reports

The escalation information can be displayed in reports and statistics using the new statistics object modules.

Contents

Statistics

Advanced Escalations Data in Statistics

Filtering

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Statistics

Advanced Escalations Data in Statistics

By installing the advanced escalations package, you have the possibility to use the new statistics object modules:

TicketAccountedTimeEscalation

A new matrix statistic which only contains tickets with accounted time. It is a copy of the TicketAccountedTime statistic out of the OTRS framework, but you are able to show advanced escalations data and to filter the data by ticket attributes as well as by advanced escalations.

TicketEscalation

A new matrix statistic which shows configured columns on X- and Y-axis. It is a copy of the ticket matrix statistic out of the OTRS framework, but you are able to show advanced escalations data and to filter the data by ticket attributes as well as by advanced escalations.

TicketListEscalation

A new statistic which shows configured columns (advanced escalations data, too) on X-axis. You can specify a column which is used in an order by clause on Y-axis. You are able to filter the data by ticket attributes as well as by advanced escalations columns.

TicketSolutionResponseTimeEscalation

A new matrix statistic which only contains closed tickets. It is a copy of the default TicketSolutionResponseTimeEscalation statistic out of the OTRS framework, but you able to select advanced escalations columns in the Elevation by field. As already mentioned in the other new statistics, you can filter the data by advanced escalations columns.

Filtering

In general, there are the following types of advanced escalations columns:

Yes/no columns

For this type of columns (e.g. EscalationReached), a drop-down field is displayed to select the wanted values. This type is used on X- and Y-axis and as filter.

Datetime columns

For this type of columns (e.g. EscalationDatetime), a complex field with the selection of an absolute or a relative time range is shown. This type is used on X- and Y-axis and as filter.

Note

Please note that in the TicketListEscalation statistic these columns are not available on the Y-axis.

Time columns (seconds)

For this type of columns (e.g. RunningTotalTime), a normal input field is shown. You can use these columns only as filter as greater or equal and/or smaller or equal.

Entered values are treated as minutes. For example if you enter 30 it is converted to 30 × 60 = 1800 seconds automatically.

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External Interface

This package has no external interface.

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Advanced Generic Agent

This feature add-on enables the OTRS administrators to define actions for certain tickets that are carried out automatically in the agent interface. It is therefore possible to, for example, close tickets automatically using predetermined attributes (pending, escalated, etc.) or send notifications to the owner of tickets escalating soon.

The advanced generic agent now makes it possible to also assign a time value in the form of a time span instead of a certain point in time, i.e. + 2 weeks or -3 months, to the dynamic field. Employees are therefore able to specify resubmission periods or organize recurring communication processes with special customers easily and at regular intervals.

Benefits

Makes creating and executing automated ticket actions much easier.

Faster processing of projects and tasks with time limits.

Prevents process errors and processes from being forgotten.

Saves work through automation.

Target Groups

IT service management

Customer service/support

Sales

Universities

Government

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSAdvancedGenericAgent

Note

Not compatible with the following feature add-on:

Ticket Allocation

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no dedicated administrator interface, only extends the existing screens.

Generic Agent

This package extends the ticket actions of the Generic Agent module of the administrator interface. Dynamic fields of type date or date and time will be extended with the functionality to set absolute, relative or no date for the dynamic field.

To set relative dates:

Open the Generic Agent screen in administrator interface.

Expand the tab Update/Add Ticket Attributes.

Set relative dates for date or date and time dynamic fields.

Date Field in Generic Agent Screen

The values can be positive like +5 days or negative like -10 hours based on the current time.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Agent Email Interface

This feature add-on makes it possible for an agent to work with tickets via emails without having to use the web agent interface of OTRS.

In order to work with this module an agent could just reply to any ticket notification email by including one or many commands between two special command tags, like this:

<OTRS_CMD> send </OTRS_CMD>

or

<OTRS_CMD> send, nocc </OTRS_CMD>

Commands can be combined (comma separated) if it makes sense to combine them.

The following commands exist:

send – Sends an email to the customer, including the cc and bcc recipients (send also locks the ticket).

nocc – If used together with send, the cc and bcc recipients will be excluded.

lock – Locks the ticket.

unlock – Unlocks the ticket.

get – Gets the last customer article and sends it to the agent.

note – Adds an internal note to the ticket.

close – Closes the ticket (also unlocks the ticket).

Note

The package restricts the functionality of this feature to agents known to the system, but it does not use advanced security mechanisms such as digital signatures and the like.

Benefits

Saves time because frequent logging in and out is not necessary.

Increase flexibility because you do not have to log in to the system.

Target Groups

Can be used in all areas where agents are not logged in permanently to the OTRS agent interface.

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSAgentEmailInterface

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

System Configuration

The agent interface address should be set to the same as in setting Core → Email → NotificationSenderEmail.

To check if the addresses are the same:

Go to System Configuration screen.

Select OTRS in the Navigation widget.

Navigate to Core → Email in the navigation tree and search for setting NotificationSenderEmail.

Change the email address if needed, and remember it.

Select OTRSAgentEmailInterface in the Navigation widget.

Navigate to Core → Email → PostMaster in the navigation tree.

Change the value of key AgentInterfaceAddress to the same as set in step 3.

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Agent Interface

This package has no agent interface.

Usage

Reply any ticket notification and insert for example the following tag anywhere in the body of the mail:

<OTRS_CMD> close </OTRS_CMD>

Switch to the ticket from the ticket notification and compare the ticket state. The ticket should have the state closed.

Note

The package restricts the functionality of this feature to agents known to the system, but it does not use advanced security mechanisms such as digital signatures and the like.

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External Interface

This package has no external interface.

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Automated FAQ Ticket Creator

With the help of this feature add-on, it is possible to create time-controlled tickets via FAQ entries. This can refer to the FAQ entry itself or to a specific task that is related to the FAQ topic. This is particularly useful in situations, such as maintenance work, where routine activities take place at large intervals. The automatically generated ticket becomes a To do for the employee. And, through the FAQ documentation, everyone knows the steps of the task.

Example

An employee creates a FAQ entry for a specific maintenance task. The feature add-on will now automatically create an associated ticket after a specified period of time, reminding an employee to either renew the FAQ or to perform the activity described in the FAQ entry. For new employees who do not have experience, the FAQ makes it possible for them to perform the activity too, because the steps are clearly described in the documentation.

Benefits

Keep FAQs up-to-date with reminders about necessary update.

Less frequently opened resubmission tickets.

Functionality can be used for one-time activities that include an end date.

Even complex tasks can be done by new or untrained employees.

Target Groups

IT service management

Facility management

Service providers

Companies with recurring activities, such as maintenance work

Companies with a large number of employees

Available in Service Package

TITANIUM

Package Name in OTRS Package Manager

OTRSAutomatedFAQTicketCreator

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This chapter describes the new features that are available in the administrator interface after installation of the package.

Contents

Processes & Automation

Dynamic Fields

New Dynamic Fields

System Configuration

Usage

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Processes & Automation

After installation of the package some new dynamic fields are added to the system.

Contents

Dynamic Fields

New Dynamic Fields

System Configuration

Usage

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Dynamic Fields

After installation of the package some new dynamic fields are added to the system. The dynamic field management screen is available in the Dynamic Fields module of the Processes & Automation group.

Dynamic Field Management Screen

New Dynamic Fields

This packages provides new dynamic fields and an OTRS daemon cron job to create new tickets with configured values based on FAQ items.

OTRSAutomatedFAQTicketCreatorStartTime

This dynamic field defines the start time for the ticket creation. This is a date/time field.

OTRSAutomatedFAQTicketCreatorEndTime

This dynamic field defines the end time for the ticket creation. This is a date/time field.

OTRSAutomatedFAQTicketCreatorFrequency

This dynamic field defines the frequency for the ticket creation. Possible values are: Daily, Weekly, Monthly, Quarterly, Yearly.

To create a ticket for each month choose the frequency Monthly.

OTRSAutomatedFAQTicketCreatorRepeatTimes

This dynamic field defines the repeat times for the ticket creation. Possible values are: 1-20.

If you choose the frequency Monthly and a repeat time of 2 then the ticket will be created each second month: January, March, May, July, etc.

OTRSAutomatedFAQTicketCreatorRepeatOnDays

This dynamic field defines the repeat on days for the ticket creation. Possible values are: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday.

If you choose the frequency Daily, a repeat time of 2 and Monday to Friday as repeat on days then the ticket will be created each second day in the range between Monday to Friday: Monday, Wednesday Friday, Monday, etc.

OTRSAutomatedFAQTicketCreatorLastExecution

This dynamic field defines the last execution time for the ticket creation. This is a date/time field.

OTRSAutomatedFAQTicketCreatorSubject

This dynamic field defines the article subject for the ticket creation. Possible value is: [Article title], for example: This is the subject of the article.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Subject

OTRSAutomatedFAQTicketCreatorTitle

This dynamic field defines the ticket title for the ticket creation. Possible value is: [Ticket title], for example: This is the title of the ticket.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Title

OTRSAutomatedFAQTicketCreatorCustomerUser

This dynamic field defines the ticket customer user for the ticket creation. Possible values are: [Customer user login] → [Customer user full name], for example: customer-1 → John Doe.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###CustomerUser

OTRSAutomatedFAQTicketCreatorOwner

This dynamic field defines the ticket owner for the ticket creation. Possible values are: [Owner user login] → [Owner full name], for example: root@localhost → Admin OTRS.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Owner

OTRSAutomatedFAQTicketCreatorResponsible

This dynamic field defines the ticket responsible for the ticket creation. Possible values are: [Responsible user login] → [Responsible full name], for example: root@localhost → Admin OTRS.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Responsible

OTRSAutomatedFAQTicketCreatorPriority

This dynamic field defines the priority for the ticket creation. Possible values are: [Priority Name] → [Priority Name], for example: very low → 1 very low.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Priority

OTRSAutomatedFAQTicketCreatorState

This dynamic field defines the ticket state for the ticket creation. Possible values are: [State name] → [State name], for example: pending reminder → pending reminder.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###State

OTRSAutomatedFAQTicketCreatorService

This dynamic field defines the ticket service for the ticket creation. Possible values are: [Service name] → [Service name], for example: 1st Level Service → 1st Level Service.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Service

OTRSAutomatedFAQTicketCreatorBody

This dynamic field defines the article body for the ticket creation. Possible values are: [FAQ field index] → [FAQ field caption], for example: 1 → Symptom.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Body

OTRSAutomatedFAQTicketCreatorSLA

This dynamic field defines the ticket SLA for the ticket creation. Possible values are: [SLA name] → [SLA name], for example: 1st Level SLA → 1st Level SLA.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###SLA

OTRSAutomatedFAQTicketCreatorType

This dynamic field defines the ticket type for the ticket creation. Possible values are: [Ticket type name] → [Ticket type name], for example: Unclassified → Unclassified.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Type

OTRSAutomatedFAQTicketCreatorQueue

This dynamic field defines the queue for the ticket creation. Possible values are: [Queue name] → [Queue name], for example: Raw → Raw.

See also

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###Queue

To add new values:

Choose the dynamic field you would like to change the values for.

Add a new value in the Field Settings widget.

Click on the Save button to save the dynamic field.

System Configuration

Use the following system configuration option to copy dynamic field values of the FAQ to the ticket:

OTRSAutomatedFAQTicketCreator::Core::DynamicFieldMapping###DynamicField

To define a default value for this dynamic field, you can also set a value to the following system configuration option:

OTRSAutomatedFAQTicketCreator::DefaultValues###DynamicField

Usage

The following use case example will show how to edit and add a customer user.

To edit field values of a dynamic field:

Go to the Dynamic Fields module of the administrator interface.

Choose the dynamic field you like to change the values for.

Add a new value in the Field Settings widget.

Click on the Save or Save and finish button to save the dynamic field.

For example copy the login name, first name and last name of the customer user to the field.

Edit Dynamic Field Value

To edit default field values of a dynamic field:

Go to System Configuration screen.

Select OTRSAutomatedFAQTicketCreator in the Navigation widget.

Navigate to Core → OTRSAutomatedFAQTicketCreator → DefaultValues in the navigation tree.

Add the default value for customer user to setting OTRSAutomatedFAQTicketCreator::DefaultValues###CustomerUser.

System Configuration – Default Value

To copy a field value of a FAQ dynamic field into the new ticket dynamic field:

Go to System Configuration screen.

Select OTRSAutomatedFAQTicketCreator in the Navigation widget.

Navigate to Core → OTRSAutomatedFAQTicketCreator in the navigation tree.

Search for setting OTRSAutomatedFAQTicketCreator::Core::DynamicFieldMapping###DynamicField.

Set mapping for a dynamic field. You need to use the ticket field as key and the FAQ field as value.

System Configuration – Copy Value

Note

It is only possible to map dynamic fields of the same type.

To set default field values of a dynamic field for the ticket created dynamic fields:

Go to System Configuration screen.

Select OTRSAutomatedFAQTicketCreator in the Navigation widget.

Navigate to Core → OTRSAutomatedFAQTicketCreator → DefaultValues in the navigation tree.

Search for setting OTRSAutomatedFAQTicketCreator::DefaultValues###DynamicField.

Set some default values, for example:

Text: ExampleTicketDynamicField1Text → hallo

Multiselect: ExampleTicketDynamicField1Multiselect → Value1;Value2;Value3

Date: ExampleTicketDynamicField1Date → 2014-03-03

Date/Time: ExampleTicketDynamicField1DateTime → 2014-03-03 10:00:00

Checkbox: ExampleTicketDynamicField1Checkbox → 1

System Configuration – Default Field Value

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Agent Interface

This package has no dedicated agent interface, only the New FAQ item screen is updated with new dynamic fields.

Contents

FAQ

New

Use Case Example

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FAQ

After installation of the package some new dynamic field are added to the New screen of FAQ menu.

Contents

New

Use Case Example

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New

It is possible to define the ticket fields to be auto-populated and the ones that has to be filled manually.

By default only certain dynamic fields are shown in the FAQ creation and edit screens, those that controls the frequency of the ticket creation but not ones that set values for the ticket, instead the ticket uses the default values provided in the system configuration settings described in Dynamic Fields chapter of the administrator interface.

See also

To show the dynamic fields that set ticket values:

Go to System Configuration screen.

Search for settings FAQ::Frontend::AgentFAQAdd###DynamicField and/or FAQ::Frontend::AgentFAQEdit###DynamicField.

Update their values from 0 to 1 as any other dynamic field.

Use Case Example

The following example assumes that all FAQ dynamic fields that set ticket values are activated for the FAQ add screen and the configuration of each dynamic field is set with valid values for the system.

To create a FAQ item which will be triggered for the ticket creation:

Create a new FAQ item.

Set 2019-04-15 10:00:00 for Ticket create start time.

Set 2020-04-15 10:00:00 for Ticket create end time.

Set Daily for Ticket create frequency.

Set 01 for Ticket create repeat times.

Select Monday and Friday for Ticket create repeat on days.

Fill the following fields to define the values for the ticket which will be created:

Ticket create customer user

Ticket create owner

Ticket create responsible

Ticket create ticket type

Ticket create queue

Ticket create priority

Ticket create service

Ticket create SLA

Ticket create state

Create New FAQ Article

Now every Monday and Friday in the range of 2019-2020 years the OTRS daemon cron job will create a ticket for this FAQ item.

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External Interface

This package has no external interface.

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Automatic Start of Processes

Recurring tasks can be digitized particularly well. Creating process tickets on a schedule relieves your agents, and even your customers, of the obligation to think about the tasks. Once set up, steps can be automated and begun without manual intervention. Documentation of task fulfillment develops naturally as the ticket moves through the process.

Benefits

Automated processes save time.

Tasks are completed efficiently.

Performance is consistent and errors are reduced.

The right tasks are completed at the right times.

Target Groups

Complaint management

Customer service

Facility management

Finance and accounting

IT service

Security management

Service providers

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSAutomaticStartOfProcesses

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package implements a scheduled automatic creation of process tickets.

Contents

Processes & Automation

Process Management

Create Start Events

Add Start Event to Canvas

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Processes & Automation

After installation of the package a new Start Event element is added to process management.

Contents

Process Management

Create Start Events

Add Start Event to Canvas

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Process Management

After installation of the package a new Start Event element will be available in the accordion widget of the process management. Processes can now contain a normal start point and a scheduled start point. The schedule of the start event can be configured via an interface.

Create Start Events

To be able to create a start event for the process management, create a process or modify an existing one.

Click on the Start Events item in the Available Process Elements widget in the left sidebar. This action will expand the Start Events options and will collapse all others doing an accordion like effect. Click on the Create New Start Event button.

Start Events

In the opened popup screen fill in the Start Event Name as well as set the schedule times.

Create New Start Event Screen

Start event name

A name of the scheduled based start point.

Schedule settings

Cron settings of the scheduled start point.

To edit an already defined start event, just click on its name in the Available Process Elements widget.

Edit Start Event Screen

Add Start Event to Canvas

To add a configured start event to the process canvas screen a free activity (not connected to other activities) is necessary. The scheduled based start event can not be connected directly to the normal start point of the process. In addition, the timer start event is not moveable. It is absolutely required to connect the scheduled based start event to a free activity. This first scheduled based activity can then be connected with a normal activity.

Start Event on Canvas

The initial activity of the timer start event can be any type of activity. In case of a user task activity, the process ticket is created and the process stays in this activity.

Note

Any change that is made on the process will require to re-deploy the process in order to get the change reflected in the system.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Brute Force Attack Protection

Access to your customers’ data must be protected at all times, and new defense mechanisms are being created all the time to help with this. A drastic and effective method is to simply block access once too many incorrect logins have been tried. This method can be incorporated into OTRS. Whether over the Internet or via VPN, your customers’ access to the Self Service Center is now even better protected.

Benefits

Increases the security of OTRS.

Protects from misuse of your customer accounts.

Target Groups

Customer service

E-commerce

Government

IT service

Service providers

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSBruteForceAttackProtection

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This chapter describes the new features that are available in the administrator interface after installation of the package.

Contents

Users, Groups & Roles

Customer Users (Locked)

Manage Locked Customer User Logins

Administration

System Configuration

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Users, Groups & Roles

After installation of the package a new module Customer Users (Locked) will be available in the Users, Groups & Roles group.

Contents

Customer Users (Locked)

Manage Locked Customer User Logins

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Customer Users (Locked)

Use this screen to review and reset the customer user logins. The locked customer user login management screen is available in the Customer Users (Locked) module of the Users, Groups & Roles group.

Locked Customer User Logins Management Screen

Manage Locked Customer User Logins

To reset a customer user login:

Select a customer user from the list.

Click on the Reset logins button.

Select the checkbox in the header of the table to reset all customer user logins.

Note

If several customer users are locked, use the filter box to find a particular customer user by just typing the name to filter.

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Administration

After installation of the package a new system configuration option will be available to restrict the passwords in the external interface.

Contents

System Configuration

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System Configuration

The customer user passwords can be restricted in the external interface to avoid using of weak passwords.

To activate these features:

Go to System Configuration screen.

Select OTRSBruteForceAttackProtection in the Navigation widget.

Navigate to Frontend → External → View → Preferences in the navigation tree.

Modify the settings.

Deploy the modified settings.

CustomerPersonalPreference###Password Setting

PasswordMaxLoginFailed

Allows to lock a customer user to forbid the login if maximum failed logins reached. Setting this option to 0 disables the feature, setting the option to 3 means that only three login attempts possible.

The OTRS log file contains an error message related to the locked customer user account and the forbidden login. This error message can be used by third-party tools like fail2ban.

[Mon Oct 15 15:57:03 2018][Error][Kernel::System::CustomerAuth::Auth][259] CustomerUser:
Login for 'customer-1' is forbidden due to too many failed logins! (REMOTE_ADDR: 127.0.0.1)

PasswordMin2Characters

Defines if the password needs to contain at least 2 letter characters by setting the option to 1.

PasswordMin2Lower2UpperCharacters

Defines if at least 2 lowercase and 2 uppercase letter characters are needed by setting the option to 1.

PasswordMinSize

Defines the minimum number of characters in passwords.

PasswordNeedDigit

Defines if the password needs to contain at least 1 digit by setting the option to 1.

PasswordRegExp

Allows to match passwords against a regular expression.

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Agent Interface

This package has no agent interface.

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External Interface

The login in the external interface counts the failed login attempts. If the configurable count of failed login attempts is reached, the customer user account is locked using the customer preferences within the OTRS database.

The login is not possible and the customer user will see the message: Login failed! Your user name or password entered incorrectly.

This mechanism works for customer users which are stored in the OTRS database itself or in a tethered LDAP server.

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Calendar Resource Planning

This feature add-on gives you an operations overview of the entire team. And that’s not all. Dynamic fields, reporting functions and notifications can make your work simpler by allowing you to have individualized calendar views, resource planning per person or team, and selected import options into the calendar.

Additionally, customer and ticket data can be synchronized from a linked ticket into an appointment. This data can then be made available to the agent in the field as an offline local calendar. By linking the calendar entries with tickets, you always have complete details about your appointments on hand.

With pre-defined authorization groups, you can even create shared calendars for select teams. Now, important information, such as meetings or deadlines, are available for all relevant agents.

Visualize which agent has which tasks to perform and how much time is estimated for completing these. Meetings, appointments and simple project planning can now be displayed centrally in OTRS for the entire department.

Benefits

Cross-departmental overview of all teams and resources.

Calendar, resource planning and project planning in one tool.

Reporting functions and notifications.

Customer and ticket data also available offline for field service use.

Target Groups

Customer service

Facility management

Human resources

IT

IT service management

Logistics

Marketing and public relations

Project management

Sales

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCalendarResourcePlanning

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package extends the Calendar Management screen with a new section to set default values and add dynamic fields to appointments. New management screens for teams and team agents are also available from the Manage Teams and Manage Team Agents menu item of the Calendar menu in the agent interface. It is also possible to send out ICS files in appointment notifications.

Contents

Administration

Calendars

Manage Settings

Communication & Notifications

Appointment Notifications

Appointment Filter

Send ICS Files in Notifications

Processes & Automation

Dynamic Fields

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Administration

This package extends the Calendar Management screen with a new section to set default values and add dynamic fields to appointments.

Contents

Calendars

Manage Settings

Dynamic Fields

Advanced Settings

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Calendars

Use this screen to add default values to appointments. The calendar management screen is available in the Calendars module of the Administration group in the administrator interface or from the Manage Calendars menu item of the Calendar menu in the agent interface.

This package extends the Calendar Management screen with a new section to set default title, description and location for appointments.

To set default values for appointments:

Click on the Add Calendar button in the left sidebar or click on a calendar in the list of calendars.

Fill in the required fields.

Add default values in the Manage Settings widget.

Manage Settings Widget

Manage Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Dynamic Fields

Note

This section is visible only, if Dynamic Fields for appointments are added to the system.

Each appointment dynamic fields are listed in this section.

Define for each appointment dynamic field to Hide, Show or Show as mandatory.

Advanced Settings

Title (default)

Define the default title for appointments using this calendar.

Description (default)

Define the default description for appointments using this calendar.

Location (default)

Define the default location for appointments using this calendar.

Additional description

Define the additional text which is shown on each appointment in Timeline Custom view to display more information in the overview screens. It is possible to show attributes of the appointments, as well as stored dynamic fields. Even the access to linked ticket data is possible.

It is possible to use OTRS smart tags related to the appointment, e.g. <OTRS_APPOINTMENT_X>, <OTRS_APPOINTMENT_DYNAMICFIELD_X>. You can even access data of linked tickets using <OTRS_APPOINTMENT_TICKET_X>. If more than one ticket is linked, you can use <OTRS_APPOINTMENT_TICKET_1_X>. Tickets are sorted by ticket ID.

Note

The appointment is not created at this time and not all values are there (e.g. no dynamic field values can be used). The defined texts are only used during appointment creation (no update functionality), therefore not all OTRS smart tags are usable.

The default values are populated whenever the calendar is chosen and the title, description or location is empty.

Behind the input fields for title, description and location, there is a refresh button if default values are specified. This refresh button could be used to re-apply the stored default values if for example dynamic fields are entered in the screen.

Warning

The already entered data will be overwritten using the refresh buttons.

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Communication & Notifications

This feature adds the possibility to send out ICS files in appointment notifications.

Contents

Appointment Notifications

Appointment Filter

Send ICS Files in Notifications

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Appointment Notifications

Use this screen to filter appointments and send ICS files in appointment notifications, that can be opened with any regular calendar application. The appointment notification management screen is available in the Appointment Notifications module of the Communication & Notifications group.

Appointment Filter

Use this section in new or existing appointment notification to filter appointments.

Appointment Filter Section

It is possible to filter based on calendar, title, location, team or resource, as well as dynamic fields (if dynamic field for appointments is created in Dynamic Fields screen).

Send ICS Files in Notifications

It is possible to include an ICS file to the appointment notification sent to users.

To activate the sending of ICS files:

Create a new appointment notification or select an existing appointment notification.

In the Events widget select AppointmentCreate, AppointmentUpdate or AppointmentDelete as event.

In the Notification Methods widget select Send ICS file.

You can even configure to use the additional shown information out of the Timeline Custom view (configurable per calendar) in the ICS file generation as well. Just activate the setting AppointmentCalendar::ICSFiles::UseAppointmentDescription to combine the regular description with the configured text.

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Processes & Automation

This package adds support for dynamic fields to appointments.

Note

The usage of Dynamic Field Database feature is not supported.

Contents

Dynamic Fields

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Dynamic Fields

Use this screen to manage dynamic fields for appointments. Dynamic fields for appointments have to be configured in the same way as dynamic fields for other object. Once you have set up the dynamic fields, you have to activate the dynamic fields for calendars.

To activate dynamic fields for calendars:

Go to the Calendars screen.

Select a calendar or create a new one.

Find the Dynamic Fields section in the Manage Settings widget.

Define for each appointment dynamic field to Hide, Show or Show as mandatory.

Dynamic fields are available in the linked appointments widget in the Ticket Zoom screen as well.

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Agent Interface

This feature add-on enhances the original calendar implementation by introducing resource allocation for appointments. Furthermore, resources can be assigned to separate teams, which in turn can be used to filter resource overview and availability. The appointments now can be used in dynamic list statistics.

Note

The agent have to be the member of admin group to access Manage Calendars, Manage Teams and Manage Team Agents screens.

Contents

Calendar

Resource Overview

Timeline Custom Settings

Add Appointment

Calendar Subscriptions

Manage Calendars

Manage Teams

Manage Teams

Team Settings

Manage Team Agents

Manage Agents ↔ Teams Relations

Reports

Statistics

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Calendar

After installation of the package, some new menu items will be available in the Calendar menu.

Contents

Resource Overview

Timeline Custom Settings

Add Appointment

Calendar Subscriptions

Manage Calendars

Manage Teams

Manage Teams

Team Settings

Manage Team Agents

Manage Agents ↔ Teams Relations

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Resource Overview

While it is possible to assign resources to an appointment in any calendar overview, this screen is designed exclusively for allocating resources to appointments. The resource overview screen is available in the Resource Overview menu item of the Calendar menu.

This screen looks very much like a regular calendar overview. It has a filter for teams on top and a list of agents for that team (available only in time-line views). By choosing a team from the top filter, you will be presented with all appointments assigned to it. A new button Timeline Custom is also added as a new customizable view.

Resource Overview Screen

Management screens for the Resource Overview screen:

Click on the Manage Calendars button to set up some calendars.

Click on the Manage Teams button to create teams.

Click on the Manage Team Agents button to assign agents to teams.

Click on the Add Appointment button to create appointment in the configured calendars.

Note

The buttons are available only, if calendars, teams and team agent are configured properly.

Once you have both teams and their agents set up, you can proceed to a calendar overview and start assigning appointments to teams and agents. Simply add or edit an appointment, and choose both team and agent from the lists under resource. You can do this via any calendar overview, as appointment edit dialog is the same for all of them.

By simply dragging an appointment to a row line with an agent’s name in time-line view, it is possible to assign an appointment to this resource. If an appointment does not have an agent assigned to it, it will appear in the Unassigned row of the screen. An appointment with multiple assigned agents will be displayed in each row of assigned agents. Dragging one instance of this appointment will move all them in the same fashion.

By editing settings of the resource overview via gear icon in top right corner, you can choose which team agents are displayed within the overview and you can customize the Timeline Custom view.

There is an other icon in the top right corner labeled with double arrow. Clicking on this icon makes the current view full screen and hides the left sidebar. If you click on the full screen icon again, the view is restored and the left sidebar will be visible. The full width mode is stored in the user preferences, so the full screen mode is remembered even after reloading the overview screens.

The Timeline Custom view with the extended settings dialog and the full screen mode is available also in the Calendar Overview screen.

In all other aspects, resource overview screen behaves in the same way as a regular calendar overview.

Timeline Custom Settings

Some of these settings have been applied also to the regular calendar overview.

Calendar Settings Dialog

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Shown resources

This setting is user and team specific, and if you have defined an agent filter in this way, a trash icon will be displayed on top of the list of agents so you can remove it easily.

Resource information

Show additional resource information next to the agent name in the Resource Overview screen. You can use OTRS smart tags related to agents, e.g. <OTRS_AGENT_X>. You can even access agent preferences.

See also

The additional resource information can be added in setting AppointmentCalendar::CustomTimeline::ResourceInformation in the system configuration.

Show weekends

Select whether the weekends should be displayed or not.

Shown weeks

Select how many weeks should be displayed in the Timeline Custom view.

Start time

Select the start time for the Timeline Custom view. The default 00:00 means the start time will be at the very beginning of the day (midnight).

End time

Select the end time for the Timeline Custom view. The default 24:00 means the end time will be at the very end of the day (midnight).

Slot duration

Select the time slot duration for the Timeline Custom view. The default 2 Hours means that each shown time slot has the duration of two hours (e.g. 12 slots are shown for a day 00:00 - 24:00).

Slot width

Select the time slot width for the Timeline Custom view. The default 100 Pixel means that each shown time slot has a width of 100 pixel.

In Timeline Custom view, it is possible to show more information on each shown appointment. For this, you have to configure the setting Additional Description in the Calendars screen.

Add Appointment

You can assign multiple teams and agents to a single appointment, but you must always choose a team first. Resulting list of agents is an aggregate of all selected teams, without any duplicates. Choosing an agent from the list is also optional, so you can leave an appointment assigned only to a team.

Add Appointment Dialog

Calendar Subscriptions

It is possible to use a filter in calendar subscription feature.

To use the calendar subscription feature:

Open the Calendar Overview or the Resource Overview screens.

Click on the gear icon next to a calendar in the Calendars widget in left sidebar.

Select the teams and resources you want to filter for.

Click on the Copy button. Now the URL is copied to the clipboard.

Go to your calendar application and paste the URL.

Calendar Subscription Settings Dialog

The dialog is kept open after clicking on Copy button, to be able to change the selected teams and resources.

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Manage Calendars

Note

You have to be the member of admin group to access this screen.

This menu item opens the Calendars management screen of the administrator interface.

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Manage Teams

Note

You have to be the member of admin group to access this screen.

Use this screen to manage teams. The team management screen is available in the Manage Teams menu item of the Calendar menu. Additionally, it is also accessible from the Resource Overview and Manage Team Agents screens.

Manage Teams Screen

Manage Teams

To create a new team:

Click on the Add Team button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Team Screen

Warning

Teams can not be deleted from the system. They can only be deactivated by setting the Validity option to invalid or invalid-temporarily.

To edit a team:

Click on a team in the list of teams.

Modify the fields.

Click on the Save or Save and finish button.

Edit Team Screen

To manage team agents:

Click on the Manage Team Agents button.

Assign agents to teams and vice versa in the Manage Team Agents screen.

To export a team:

Click on the export icon in the last column of the overview table.

Choose a location in your computer to save the Export_Team_Team_name.yml file.

Export Team Screen

To import a team:

Click on the Browse… button of the Team Import widget in the left sidebar.

Select a previously exported .yml file.

Click on the Overwrite existing entities checkbox, if you would like to overwrite the existing teams.

Click on the Import team button.

Team Import Widget

Note

If several teams are added to the system, use the filter box to find a particular team by just typing the name to filter.

Team Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Permission group *

Agent groups that can manage the team. Full access to this group is required for anyone to be able to manage the team and its agents, as well as assign them as resources to appointments.

Comment

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Validity *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

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Manage Team Agents

Note

You have to be the member of admin group to access this screen.

Once you have set up a team in Manage Teams screen, you must define which agents belong to which teams. To use this function, at least one agent and one team need to have been added to the system. The management screen is available in the Manage Team Agents menu item of the Calendar menu. Additionally, it is also accessible from the Resource Overview and Manage Teams screens.

Manage Team Agents Screen

Manage Agents ↔ Teams Relations

To assign some teams to an agent:

Click on an agent in the Agents column.

Select the teams you would like to assign the agent to.

Click on the Save or Save and finish button.

Change Team Relations for Agent

To assign some agents to a team:

Click on a team in the Teams column.

Select the agents you would like to assign to the team.

Click on the Save or Save and finish button.

Change Agent Relations for Team

Note

If several agents or teams are added to the system, use the filter box to find a particular agent or team by just typing the name to filter.

Multiple agents or teams can be assigned in both screens at the same time. Additionally clicking on an agent or clicking on a team in the relations screen will open the Edit Agent screen or the Edit Team screen accordingly.

Warning

Accessing an agent or a team provides no back link to the relations screen.

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Reports

After installation of the package a new object type AppointmentList will be available to create dynamic list statistics.

Contents

Statistics

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Statistics

After installation of the package you can set up new statistics using the AppointmentList statistic back end to create statistics about the stored appointments in your OTRS system. It is a regular statistic (e.g. like the TicketList statistic), which means you can configure the X-axis and Y-axis to your needs. A lot of the appointment attributes are even available as restrictions.

Some of the selectable attributes are calculated on-the-fly:

Age

Days

Hours

The filter Period could be used to combine start and end time of an appointment with the OR operator instead of AND operator. For example the filter Start Time with a relative time period for the current one month will not show appointments starting one month before but ends in the current month. To see such appointments, you have to use the Period filter. Appointments which are overlapping are split.

For each linked ticket one row is added to the statistic output. For example an appointment is linked with two tickets, the appointment is shown twice.

Note

Please be careful if you are using teams and resources to filter the appointments. Unfortunately it is not possible to filter for teams and resources on database level, meaning the time which is needed to create a statistic could be higher than usual.

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External Interface

This package has no external interface.

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Categories for Text Modules

The standard OTRS help desk allows your service agents to quickly respond to normal or recurring service requests by leveraging pre-defined text modules to answer the tickets. These text modules are displayed in a single unsorted list, which may cause difficulty when there are a large number of pre-defined text modules. The feature add-on allows you to group certain text modules by category and browse through these categories by expanding or minimizing with a single click in Windows Explorer.

For example, a typical recurring question is the request to send out a user guide for one of your specific products. Today, you would probably browse down the long list of your pre-defined text modules and, once you finally have identified the right one with the user guide attached, you would send it out.

With this feature add-on, you consolidate all text modules related to your products’ user guides in a separate category like User Guides. You can find it quickly, saving a lot of time trying to retrieve this information. This reduces your response time.

Benefits

By building template categories recurrent requests can be answered even faster.

Facilitates job training of new agents.

Target Groups

IT service management

Call centers

Service providers

Any company working with SLAs

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSCategoriesForTextModules

Note

Not compatible with the following feature add-ons:

Advanced Editor

Custom Contact Fields

Hide/Show Dynamic Fields

Ticket Forms

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package two new modules will be available in the Ticket Settings group of the administrator interface.

Contents

Ticket Settings

Categories

Manage Categories

Category Settings

Templates

New Fields

Templates ↔ Categories

Manage Templates ↔ Categories Relations

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Ticket Settings

After installation of the package two new modules will be available in the administrator interface and the template management screen is extended with new fields.

Contents

Categories

Manage Categories

Category Settings

Templates

New Fields

Templates ↔ Categories

Manage Templates ↔ Categories Relations

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Categories

Use this screen to add categories to the system. The category management screen is available in the Categories module of the Ticket Settings group.

Category Management Screen

Manage Categories

To add a category:

Click on the Add category button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Category Screen

Warning

Categories can not be deleted from the system. They can only be deactivated by setting the Validity option to invalid or invalid-temporarily.

To edit a category:

Click on a category in the list of categories.

Modify the fields.

Click on the Save or Save and finish button.

Edit Category Screen

Category Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Category *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Sub-category of

It is possible to add the new category under an existing one as sub-category. This will be displayed as Parent Category::Child Category.

Valid *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

Comment

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

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Templates

The Template Management screen is extended with new fields. A template can now have to, cc and destination queue properties.

Add Template Screen

New Fields

To

The person, to whom the ticket is created for. This will be the To field of the email.

Cc

Other addresses as carbon copy of the email, if needed.

Bcc

Other addresses as blind carbon copy of the email, if needed.

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Templates ↔ Categories

Use this screen to add one or more templates to one or more categories. To use this function, at least one template and one category need to have been added to the system. The management screen is available in the Templates ↔ Categories module of the Ticket Settings group.

Manage Template-Category Relations Screen

Manage Templates ↔ Categories Relations

To assign a template to a category:

Click on a template in the Templates column.

Select the category you would like to add the template to.

Click on the Save or Save and finish button.

Change category Relations for Template

To assign a category to a template:

Click on a category in the Categories column.

Select the templates you would like to assign the category to.

Click on the Save or Save and finish button.

Change Template Relations for Category

Note

If several templates or categories are added to the system, use the filter box to find a particular template or category by just typing the name to filter.

Multiple templates or categories can be assigned in both screens at the same time. Additionally clicking on a template or clicking on a category in the relations screen will open the Edit Template screen or the Edit Category screen accordingly.

Warning

Accessing a category or a template provides no back link to the relations screen.

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Agent Interface

This package includes the functionality to show categories for standard templates as a folder structure.

Contents

Tickets

New Phone Ticket

New Widget

Ticket Zoom

Article Zoom

Article Notification

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Tickets

This package implements a category folder structure for standard templates. This folder structure will be shown in the Ticket Zoom screen if clicking on the Reply button in the article menu.

Contents

New Phone Ticket

New Widget

Ticket Zoom

Article Zoom

Article Notification

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New Phone Ticket

Use this screen to create tickets based on phone calls. The phone ticket screen is available in the New Phone Ticket menu item of the Tickets menu.

New Phone Ticket Screen

New Widget

A new widget named Templates by category is added to the left side of this screen, where the templates can be selected in a category tree.

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Ticket Zoom

After installation of the package some new features are added to the Ticket Zoom screen.

Article Zoom

Article Zoom Widget

Reply

Use this menu item to compose an answer to the article via email. Reply is created from a response template set in Templates module of the administrator interface.

The menu item is extended with a tree view, so templates can be selected based on the defined categories.

Article Notification

This package also adds the functionality to inform agents about updates on tickets they are currently working on.

If an agent opened the Ticket Zoom and started working on a ticket (adding an answer, a note, etc.), a pop-up is opened for this work. If the ticket is updated by another agent at this time, the agent will be informed by a dialog box in the pop-up. He has the possibility to close the pop-up without saving to view the updates on the tickets or to continue working within the pop-up without updating the ticket.

This functionality can be also activated in the main ticket zoom window by activating a setting in the system configuration.

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External Interface

This package has no external interface.

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Change Write Protection

This feature add-on makes it possible to hide specific changes or work orders in a particular status, thus preventing further changes.

The feature add-on is ideal for use in IT service management. For example, the authorization for a change normally comes after its description. After authorization is given, the description of the change can no longer be changed retroactively in the change builder. In addition, the change is then no longer shown in the Change Zoom screen.

With system configuration you can define:

The status of a change/work order: enables the creation of a list of statuses that must take place for write protection to be activated.

Actions: enables the creation of a list of actions that are no longer shown/no longer possible once a predefined status is activated.

This feature add-on will take you to the next level of transparent work and careful change management.

Benefits

Increases transparency and leads to more care and diligence in the change process.

Optimizes the general transparency of your system.

Target Groups

IT service management

All customers that use the OTRS::ITSM feature

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSChangeWriteProtection

Note

This feature add-on requires the ITSM Change Management feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This package has no agent interface, but the menu items of the change menu and work order menu can be restricted.

Contents

ITSM Changes

Overview

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ITSM Changes

After installation of the package, it is possible to list states and forbidden actions, which are no longer visible and usable, once a change or a work order is in a defined state.

Contents

Overview

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Overview

This feature makes it possible to write protect a change or a work order, which means that certain actions which are normally visible in the Change Zoom or the Work Order Zoom screens, are no longer visible and usable, once a change or a work order is in a defined state.

See also

The list of states and forbidden actions can be individually configured for changes and work orders in the following system configuration settings:

ITSMChange::WriteProtection###Actions

ITSMChange::WriteProtection###ChangeStates

ITSMWorkOrder::WriteProtection###Actions

ITSMWorkOrder::WriteProtection###WorkOrderStates

If a change is write protected, all included work orders will be write protected as well. This feature can be disabled in the system configuration.

If you want to hide some work order or change actions from the zoom screen if the work order or change has reached a certain state, you need to define the states and actions in the system configurations.

Then look at the the zoom screen of a work order or a change which has not yet reached one of the defined states and notice that still all actions are visible in the zoom screen.

Now change the state of the work order or change to a state that was defined in the write protection settings, and notice that the actions listed in the system configuration settings are no longer visible. These actions can also not be called directly, if you would have bookmarked the link to that action.

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External Interface

This package has no external interface.

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CI Assignment Attribute Dynamic Field Map

This feature add-on makes it possible to link configuration items (CIs) from the OTRS CMDB with services and SLAs, thereby both providing service agents with a better overview and making it possible to offer purely CI-oriented services. This is especially helpful for companies that provide services for a wide range of different devices or products and that must conform to strict SLAs.

In addition, the feature add-on also makes it possible to map and link CI attributes to previously created dynamic fields. If the fields are merely text fields, it is possible to carry out simple mapping in the system configuration. If the CI has multiple values that must be displayed in a drop-down dynamic field in the ticket, an extended mapping must be configured.

Benefits

Better overview for agents thanks to the assignment of CIs to services and SLAs.

Enables the provision of CI-oriented services with numerous CI attributes.

Greater flexibility and transparent linking of CI attributes to ticket dynamic fields.

Optimized visualization of CI attributes with multiple values in a drop-down in the ticket.

CI attributes are readable and searchable.

Target Groups

Companies that offer services for different devices/products (CIs)

Agents

Internal and external IT

Facility management

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSCIAssignmentAttributeDynamicFieldMap

Note

This feature add-on requires the ITSM Configuration Management feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but it allows to set dynamic field values as well as service and SLA of tickets based on linked configuration items.

Assign Service and SLA

It is possible to add definition of two configurable fields in configuration items which contain service and SLA information.

Whenever a configuration item is linked to a ticket or unlinked from a ticket, these fields are used to update or remove service and SLA of the linked ticket.

To add the fields for configuration items:

Open the Config Items module of the CMDB Settings group in the administrator interface.

Select a configuration item class and click on the Change class definition button.

Add the new fields to the class definition.

- Key: TicketServiceName
  Name: Service
  Searchable: 1
  Input:
    Type: Text
    Size: 50
    MaxLength: 50

- Key: TicketSLAName
  Name: SLA
  Searchable: 1
  Input:
    Type: Text
    Size: 50
    MaxLength: 50

Note

The Key values must be the same as set in ITSMConfigItem::ServiceField and ITSMConfigItem::SLAField settings.

After this is configured correctly, just create a configuration item with both fields filled out. If you are going to link this newly created configuration item to a ticket, service and SLA from configuration item attributes are taken into the linked ticket.

Requirements and limitations for service and SLA linking:

Service functionality must be enabled.

Configuration item fields for service and SLA must be configured.

Linked configuration item must contain valid service and SLA names.

Service and SLA names of configuration item must be allowed for the linked tickets (e.g. not restricted via ACL).

Linking a configuration item when another configuration item is already linked will update service and SLA again.

Requirements and limitations for service and SLA unlinking:

Service functionality must be enabled.

Configuration item fields for service and SLA must be configured.

Service and SLA of ticket and configuration item must match.

After unlinking, service and SLA of ticket will be removed, not changed to values before linking.

Assign Dynamic Field Values

It is possible to add definition of a configuration item attribute to dynamic field mapping.

Whenever a configuration item is linked to a ticket, it is checked if the configuration item has attributes defined in this mapping and if so, assigns these values to the dynamic fields of the corresponding ticket. Whenever a configuration item is unlinked from a ticket, the dynamic field value remains unchanged.

To configure the mapping:

Go to System Configuration screen.

Select OTRSCIAssignmentAttributeDynamicFieldMap in the Navigation widget.

Navigate to Core → OTRSCIAssignmentAttributeDynamicFieldMap in the navigation tree.

Search for setting ITSMConfigItem::TicketDynamicFieldMapping and set the mapping between configuration item attributes and ticket dynamic fields.

For example:

NIC::IPAddress         → IPAddress
NIC::IPoverDHCP        → IPoverDHCP
SerialNumber           → SerialNumber
WarrantyExpirationDate → WarrantyExpirationDate

Note

If you want to use configuration item attributes nested into a deeper structure, add the chain of attribute keys separated by ::.

Search for setting ITSMConfigItem::TicketDynamicFieldValueMapping and set the mapping between configuration item attributes and the values of ticket dynamic fields. We have to specify mappings for this to solve a mismatch between possible values of configuration item attributes and possible values of ticket dynamic fields.

For example:

NIC::IPoverDHCP → No  → 2
                  Yes → 1

The numbers define the order in which the values are shown in the drop-down dynamic field. If you would store the values Yes and No into a dynamic field with the configuration shown above, the system would try to store the value Yes or No whereas the dynamic field would expect key 1 for Yes or key 2 for No.

Note

This mapping can also be used for other fields, if the configuration item attribute value does not match a dynamic field key. In this case write the configuration item attribute value into the key part of the hash and the dynamic field key inside the item tag.

After this is configured correctly, just create a configuration item with the mapped fields filled out. If you are going to link this newly created configuration item to a ticket, the ticket dynamic fields are populated with configuration item attributes. The configuration item attributes will be shown in the ticket information in the right sidebar of the Ticket Zoom screen and will be automatically updated when the CMDB is modified.

Limitations of the dynamic field assignment functionality:

Dynamic fields are just filled if they do not have content yet.

If a configuration item is unlinked from a ticket, the dynamic field values do not get deleted.

If a configuration item attribute contains a list of values (for example multiple IP addresses of a computer configuration item) only the first value of this list is assigned to a dynamic field.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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CI Custom Search

This feature add-on makes it possible to use an additional user-defined search for configuration items. This adds the new menu section Search (Custom) to the main CMDB menu.

Regardless of the assigned CI class, you can now search for a specific owner and view all CIs used by the owner, such as printer, phone or email client.

You can also search for CIs in a specific CI class, as well as for a specific deployment or incident state. Moreover, you can configure the name of the newly displayed menu section and add further CI attributes you wish to use in the search mask.

Benefits

Faster and more efficient search for configuration items related to a specific customer user.

Simplified change management in case of new employees.

Better customer service when a wide range of products is used by a customer.

Target Groups

Internal IT departments

External IT service providers

Customer support for a wide range of products

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSCICustomSearch

Note

This feature add-on requires the ITSM Configuration Management feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

Add Search Attribute

It is possible to add additional search attribute to the search dialog.

To add a search attribute:

Go to System Configuration screen.

Select OTRSCICustomSearch in the Navigation widget.

Navigate to Frontend → Agent → View → ConfigItemSearch in the navigation tree.

Search for setting ITSMConfigItem::CustomSearchXMLFields and add new search attribute. The key is the value from the Key entry of the configuration item.

If the field is set to 0 - Disabled, the search attribute will not be displayed in the search dialog.

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Agent Interface

This module offers the possibility to use an additional search for configuration items. This search functionality is used to search for configuration items across several configuration item classes, which all belong to a specific owner.

Contents

CMDB

Search (Custom)

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CMDB

After installation of the package a new menu item will be available in the CMDB menu in the agent interface.

Note

In order to grant users access to the CMDB menu, you need to add them as member to the group itsm-configitem.

The menu items that were added by this package will be visible after you log-in to the system again.

Contents

Search (Custom)

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Search (Custom)

Use this screen to search for configuration items with custom search.

Search Config Item Dialog

To search for configuration items:

Click on the Search (Custom) menu item in the CMDB menu.

Select entries from the drop-down fields and add search terms in the text fields.

Select the output format.

Click on the Search button.

See the search result.

The search can be limited to specific configuration item classes. All classes are selected by default. Additionally, it is possible to limit the search by selecting the deployment and/or incident state.

The main use case is to search for configuration item owners across several configuration item classes. For example it is possible to find all configuration items of a specific owner during a change of an employee.

See also

Additional search fields can be added in the system configuration in the Administrator Interface.

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External Interface

This package has no external interface.

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CI References

With this feature add-on it is possible to enhance the CIs in the configuration management database (CMDB) through additional fields and to create links and references between these or other data in OTRS. This can be useful for linking CIs with each other when there is a dependency relationship between them or to store information regarding linked services and users directly in the CI, as well as find this information with a quicker autocomplete search.

The following input fields with autocomplete search can be added:

ReferenceCI field: a further configuration item.

ReferenceService field: a further service.

ReferenceUser field: a further user.

In the administrator interface, it is possible to create new reference fields under Config Item. Then, it is necessary to add the visualization configuration as code for the desired CI class. If, for example, a new CI is being created in the said class, then the newly added reference field will appear in the form to be filled out. A search for the referenced CIs using autocomplete can then be carried out, and these can be added. If the new CI is updated, an automatic linking to the referenced CI is carried out.

Benefits

Enhancement of CIs through additional input fields and additional, system-referenced data.

Linking of CIs with each other and with other data in OTRS.

Quicker autocomplete search for values referenced in CI fields.

Clear visualization of complex dependencies between CIs and other CIs, services, and users.

Target Groups

Configuration item managers

Internal and external IT

Facility management

Sales

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSCIReferences

Note

This feature add-on requires the ITSM Configuration Management and Import/Export features.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but it allows to add additional input fields for configuration item classes.

Additional Configuration Item Fields

It is possible to add additional reference fields to refer to different data in OTRS, like to other configuration items, services and users.

To add the fields for configuration items:

Open the Config Items module of the CMDB Settings group in the administrator interface.

Select a configuration item class and click on the Change class definition button.

Add the new fields to the class definition.

The following sections describe the possible input fields.

ReferenceCI Field

This field adds an input field with auto-completion feature to search for other configuration items in the configuration item dialog. The following example configuration is needed to insert this kind of field:

- Key: testci
  Name: Test CI
  Searchable: 1
  Input:
    Type: ReferenceCI
    Required: 0
    Reference:
      Name: Computer
      LinkType: AlternativeTo
      LinkDirection: Source
      ImportExportKey: Name

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Key *

Must be unique and only accept alphabetic and numeric characters. If this is changed, data will not be readable from old definitions.

Name *

The label of the field in the form. Any type of characters can be entered to this field including uppercase letters and spaces.

Note

It is recommended to always use English words for names.

See also

Names can be translated into other languages with custom translation files. See the Custom Translation File chapter in the developer manual.

Searchable

Defines whether the field is searchable or not. Possible values are 0 or 1.

Input *

Initiates the definition of the input field.

Type *

Defines the type of the element. Must be placed indented as a logical block. The value is ReferenceCI in this case.

Required

Defines whether the field is mandatory or not. Possible values are 0 or 1.

Reference

Initiates the definition of the reference field.

Name

Defines the class of the configuration item which should be possible to search for.

LinkType

Defines the type of the link which will be created if the value will be saved. Possible values are:

DependsOn

AlternativeTo

RelevantTo

Includes

ConnectedTo

LinkDirection

Defines the direction of the link. Possible values are Source and Target.

ImportExportKey

Defines the value for the identification of the referenced configuration item. Possible values are Name, Number or a configured field key.

After a value is set for the input field the value will be used to set a link to the given configuration item. If there is already a value, then the old value will be unlinked. If the reference field in the class definition has been extended with the setting CountDefault, several configuration items can also be linked.

For the export and import of this field the name and the configuration item number are used. If a configuration item is not found for the import, then it will imported 2 times to verify that the linked configuration item which is needed for the link is already imported.

Example export value: ConfigItemName1.

ReferenceService Field

This field adds an input field with auto-completion feature to search for services in the configuration item dialog. The following example configuration is needed to insert this kind of field:

- Key: testservice
  Name: Test Service
  Searchable: 1
  Input:
    Type: ReferenceService
    Required: 0
    Reference:
      LinkType: AlternativeTo
      LinkDirection: Source

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Key *

Must be unique and only accept alphabetic and numeric characters. If this is changed, data will not be readable from old definitions.

Name *

The label of the field in the form. Any type of characters can be entered to this field including uppercase letters and spaces.

Note

It is recommended to always use English words for names.

See also

Names can be translated into other languages with custom translation files. See the Custom Translation File chapter in the developer manual.

Searchable

Defines whether the field is searchable or not. Possible values are 0 or 1.

Input *

Initiates the definition of the input field.

Type *

Defines the type of the element. Must be placed indented as a logical block. The value is ReferenceService in this case.

Required

Defines whether the field is mandatory or not. Possible values are 0 or 1.

Reference

Initiates the definition of the reference field.

LinkType

Defines the type of the link which will be created if the value will be saved. Possible values are:

DependsOn

AlternativeTo

RelevantTo

Includes

ConnectedTo

Additional link types can be defined in the system configuration.

LinkDirection

Defines the direction of the link. Possible values are Source and Target.

After a value is set for the input field the value will be used to set a link to the given configuration item. If there is already a value, then the old value will be unlinked. If the reference field in the class definition has been extended with the setting CountDefault, several configuration items can also be linked.

For the export and import of this field the name of the service is used.

Example export value: Service 1.

ReferenceUser Field

This field adds an input field with auto-completion feature to search for users in the configuration item dialog. The following example configuration is needed to insert this kind of field:

- Key: testuser
  Name: Test User
  Searchable: 1
  Input:
    Type: ReferenceUser
    Required: 0

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Key *

Must be unique and only accept alphabetic and numeric characters. If this is changed, data will not be readable from old definitions.

Name *

The label of the field in the form. Any type of characters can be entered to this field including uppercase letters and spaces.

Note

It is recommended to always use English words for names.

See also

Names can be translated into other languages with custom translation files. See the Custom Translation File chapter in the developer manual.

Searchable

Defines whether the field is searchable or not. Possible values are 0 or 1.

Input *

Initiates the definition of the input field.

Type *

Defines the type of the element. Must be placed indented as a logical block. The value is ReferenceUser in this case.

Required

Defines whether the field is mandatory or not. Possible values are 0 or 1.

For the export and import of this field the login of the user is used.

Example export value: root@localhost.

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Agent Interface

This package has no agent interface, but the configuration item class definitions might be extended with new fields.

Contents

CMDB

New

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CMDB

Select the New menu item from the CMDB menu in order to see the new input fields for configuration items.

Note

In order to grant users access to the CMDB menu, you need to add them as member to the group itsm-configitem.

The menu items that were added by this package will be visible after you log-in to the system again.

Contents

New

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New

Use this screen to add new configuration items to the configuration management database.

To add a configuration item:

Select a class from the list of classes.

Fill in the required fields.

Search for a different configuration item, service or user to set the value for it.

Click on the Save button.

Add Configuration Item To Class Computer

Now the value is automatically linked to the created configuration item.

See also

The fields in the Add Configuration Item screen can be very different on each classes. The new fields added by this feature add-on is described in the Administrator Interface chapter.

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External Interface

This package has no external interface.

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CIs in Customer Frontend

This feature add-on uses the customer ID attribute of your CI classes and makes CIs visible in the external interface. The customer user has read-only access to the following attributes:

ID of their CI

Name of the CI

Class of the CI

Deployment state

Current incident state

Date and time of the last update

On mail-in this feature add-on automatically links affected CIs based on the given configuration item ID found in the body of the email. It is also helpful for your service desk as, on ticket creation, they only have access to the CIs of the requester’s organization or department. This eases the selection of affected CIs a lot, especially if you have many CIs in your CMDB.

Benefits

Automatic assignment of CIs saves time.

Customers can assign CIs to new tickets.

Target Groups

Customer service organizations

External IT service providers

Logistics

Technical field service

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSCIsInCustomerFrontend

Note

Not compatible with the following feature add-ons:

Hide/Show Dynamic Fields

Ticket Forms

Note

This feature add-on requires the ITSM Configuration Management feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

Extend Class Definition

The definition of a configuration item class has to be altered to make it able to be displayed in the external interface.

By default, the CustomerID field is configured in the system configuration to store the customer ID information in the configuration item definition.

You can use more than one CustomerID per configuration item, to make one configuration item accessible by more than just one customer. To do so, repeat the following steps for the maximum amount of customers one configuration item may grant access to (for example: PartnerA, PartnerB, PartnerC, etc.).

See also

To use more than one CustomerID or use another name than CustomerID, it is necessary to change the setting ITSMConfigItem::CustomerIDField in system configuration or add additional entries for each entry field.

If your class definition does not contain the CustomerID attribute, then you have to add it manually.

To add the fields for configuration items:

Open the Config Items module of the CMDB Settings group in the administrator interface.

Select a configuration item class and click on the Change class definition button.

Add the new fields to the class definition. The input type could be either Text or CustomerCompany.

Text Field

Text based field gives the flexibility to use any string as value to match the CustomerID for one or more customers. The value must be entered manually by editing each configuration item, but it needs to be done carefully, because any mismatch will prevent the configuration item to be displayed in the external interface.

- Key: CustomerID
  Name: Customer Company
  Searchable: 1
  Input:
    Type: Text
    Size: 50
    MaxLength: 100

CustomerCompany Field

A customer company field needs to have correctly configured customer companies in the system, as it will be presented as a drop-down list in the configuration item add and edit screens. The source of the drop-down will be the list of companies. CustomerID field in all customer users must point to the correct customer ID in customer companies administration.

- Key: CustomerID
  Name: Customer Company
  Searchable: 1
  Input:
    Type: CustomerCompany

Save the new definition.

Edit a configuration item from the modified class. Find the Customer Company field (or another field you have added) and fill it with the customer ID of an existing customer.

Login to the external interface with any customer user that has the customer ID described above.

Go to Company Configuration Items. The edited configuration item must be listed.

Define Strictness of Customer ID Restriction

The setting ITSMConfigItem::CustomerCIPermissionByLink is set to 0 by default, so configuration items are only accessible in the external interface if the company (customer ID) of the customer user matches the value of a configured field. If this behavior is more strict than desired or not all configuration items can/should be configured in such a way, the configuration can be changed to consider links between configuration items (permission inheritance by links). When linking configuration items to new tickets in the external interface and in the agent interface (if enabled), only direct permission is considered though (i. e. CustomerID field in configuration item matches).

For example:

There are multiple computer configuration items assigned to the customer company. All computer configuration items are linked to at least one network configuration item (switches). These devices do not belong to the customer and are therefore not visible. Also the network configuration items are linked to other network configuration items (router).

By default, only the companies computers are visible under Company Configuration Items, are shown in linked tickets and (depending on the configuration) can be viewed in detail and used for new tickets.

If the setting ITSMConfigItem::CustomerCIPermissionByLink is set to 1, all switches connected to a computer will be visible under Company Configuration Items, are shown in linked tickets and can be viewed in detail, but not used for to be linked to new tickets.

If the setting ITSMConfigItem::CustomerCIPermissionByLink is set to 2, the routers will be included as well.

Warning

The link type and direction is not relevant for determining the permission. Therefore please carefully consider which value to use for ITSMConfigItem::CustomerCIPermissionByLink in order to prevent unwanted disclosure of configuration items.

Hide Configuration Item Fields in External Interface

It could be possible that configuration items has fields that customer does not need to view, or that contains sensitive information that customers must not know. For these cases an administrator can restrict a field by placing a simple new attribute NotForCustomer to the field definition on a particular class.

To hide a field in external interface:

Open the Config Items module of the CMDB Settings group in the administrator interface.

Select a configuration item class and click on the Change class definition button.

Add the attribute NotForCustomer: 1 to the field definition.

For example:

- Key: Vendor
  Name: Vendor
  Searchable: 1
  Input:
    Type: Text
    Size: 50
    MaxLength: 50
  NotForCustomer: 1

Edit the configuration items of this class in order to create a new version, so the new version will take the new definition.

To avoid the need to create new versions for configuration items if the definition of a class is updated to hide a field from external interface, it will be applied to all configuration items of that class. On the other hand, if the class definition is updated to show a field that was previously hidden and the configuration item was already updated to the class definition where the field was hidden, the field will not be shown until the configuration item is updated to last class definition where the field is set to be shown again.

The intention of this behavior is to enforce the privacy of the data that should not be displayed in the external interface.

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Agent Interface

This package has no agent interface.

Restriction for Linking

This feature restricts the link interface for the agent when linking a ticket with a configuration item. Only configuration items and the tickets which belong to the same company of the customer user can be selected. The feature can be disabled in the system configuration via the setting ITSMConfigItem::RestrictAgentLinking.

Postmaster Filter

There is a postmaster filter added to search incoming emails for a configuration item identifier (usually the configuration item number) and links all found configuration items with the new ticket that was created from this email. The email body and the subject are searched, all found configuration item numbers will be linked with the ticket. This feature is deactivated by default and needs to be enabled in the system configuration via the setting PostMaster::PostFilterModule###100-ITSMConfigItemLink.

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External Interface

This feature makes it possible for a customer user to see and select the configuration items of his company in the external interface to link them to new tickets.

Link Configuration Item With Ticket

In the New Ticket screen the customer user can search and select the configuration items that are assigned to his company. When the ticket is created, the selected configuration items will be automatically linked to the new ticket.

To link a configuration item to a new ticket:

Create a new ticket in the external interface.

Fill in the required fields.

Click on the Add affected configuration items button at the end of the ticket form. A new set of fields will appear below.

In the new section fill any search criteria for class, name or number.

Class drop-down list only shows classes that are already prepared and contain configuration items assigned to a CustomerID (for more information take a look at the Administrator Interface).

Name field matches any configuration item which name starts with the content of the field. For example, if ca is typed in the field, it will match cat, car, card, etc.

ConfigItem# field matches any configuration item which number starts with the content of the field. For example, if 12 is typed in the field, it will match 123, 1211, 1298, etc.

Note

These search fields will only reduce the search results in order to have smaller lists to be able to select faster. Leaving them in blank will bring the full list of configuration items assigned to the company of the current customer user.

Select the configuration items from the list.

Click on the Create Ticket button.

Company Configuration Items

A new screen Company Configuration Items shows a list of all configuration items that belong to the same company as the customer user. Belonging to the same company means, that the configuration items must have a CustomerID field that has the same value as the customer user. In the external ticket detail view all linked configuration items that belong to the company of the customer user are shown as well.

If desired, the required association of configuration items to the company of the customer user can be decreased by setting a maximum level to check linked configuration items. If this feature is enabled, configuration items are also accessible to customer users if they do not belong to the company directly, but a linked configuration item is (up to the configured number of links away).

The configuration item details can be access from the configuration items list. This details screen shows the last version of the configuration item, links to other configuration items (if they belong to the same company).

See also

This screen is not added to any menu of the external interface by default. To create a link to the Company Configuration Items screen, an administrator needs to add /itsmconfigitem/overview to the Link input field and add a name in the Name field in one of the following settings of the system configuration:

ExternalFrontend::Menu###Top

ExternalFrontend::Menu###Main

ExternalFrontend::Menu###Bottom

Company Configuration Items Screen

See also

The visible columns can be defined in the following setting:

ExternalFrontend::ITSMConfigItemOverview###ShowColumns

Clicking on a configuration item will show the detail view.

Configuration Item Details Screen

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Credit Card Filter

This feature add-on offers options for the responsible handling of sensitive data, like credit card numbers, in your OTRS system. With the help of this function, it is possible to hide credit card numbers for new tickets and articles, as well as articles already stored in the system. Additionally, flexibly configurable warning messages for the credit card number can be automatically set and showed.

This mechanism for recognizing credit cards works for cards with 13, 15 or 16 digits. All articles of a ticket in the system will be scanned for valid credit card numbers before storing. Then, the majority of the digits will be encoded before storage in the system.

Benefits

Improved data protection.

Less security risks for credit card data.

Target Groups

Customer service

Finance

Sales

Order management

Complaint management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCreditCardFilter

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

Legacy Credit Card Masking

A console command exists to treat already stored credit card numbers in the system. This command will mask any unmasked valid credit card number in the article database table.

To mask the existing credit card numbers:

Make sure that setting OTRSCreditCardFilter::ActiveMaskEnabled is not enabled.

Create one or more tickets with valid credit card information.

Issuing Network,Card Number
JCB,3528988095245935
JCB,3112606824580636
JCB,3096030869937728
JCB,3112437499296450
JCB,3096010732100407
JCB,3528461498782367
JCB,3112892137191440
JCB,3088814635323630

Open the Ticket Zoom screen to make sure that the credit card numbers are not masked.

Execute the following command in the command line to mask the credit card numbers:

otrs> /opt/otrs/bin/otrs.Console.pl Maint::Ticket::MaskCreditCard --restart yes

Refresh the Ticket Zoom screen. The article the body will shown as:

Issuing Network,Card Number
JCB,352898xxxxxx5935
JCB,311260xxxxxx0636
JCB,309603xxxxxx7728
JCB,311243xxxxxx6450
JCB,309601xxxxxx0407
JCB,352846xxxxxx2367
JCB,311289xxxxxx1440
JCB,308881xxxxxx3630

This script starts masking the credit card numbers on last articles first, since they are the most common used, so the results can be seen faster.

See also

For more information about the Maint::Ticket::MaskCreditCard parameters, execute the following command:

otrs> /opt/otrs/bin/otrs.Console.pl Maint::Ticket::MaskCreditCard --help

The architecture of this script is designed to avoid affecting the system performance by working in batches and waiting between each batch. The number of processed articles per batch and the wait time between batches can be fine tuned to match system performance.

The script is also designed to remember last processed article and start again from that, allowing to stop the process at a certain time and resume later. There is an override to force starting again from the beginning.

You could specify an end date so only articles until that date will be processed (e.g. if you started automatic masking at a certain date), also it is possible to specify the number of articles to process per run.

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Agent Interface

This package has no agent interface.

Mask Credit Card

This feature is a complete subsystem that allows the following:

Automatically show a warning message next to a credit card number (not storable).

Mask credit card numbers for new tickets and articles.

Mask credit card numbers contained in articles already stored in the system.

The credit card detection mechanism requires credit card numbers of 13, 15 or 16 digits. These credit card numbers should be at least potentially valid numerically, which means they pass the Luhn algorithm test.

For the current version only a subgroup of all potentially valid credit card number are detected. This is the list of the credit cards numbers that are considered valid:

Visa 16 digits starting with a 4.

Visa 13 digits starting with a 4.

MasterCard 16 digits starting with 51 to 55.

Discover 16 digits starting with 6011, 6121-29 to 6229-25, 644 to 649 or 65.

JCB 16 digits starting with 3088, 3096, 3112, 3158, 3337 or 3528 to 3589.

JCB 15 digits starting with 1800, 2100 or 2131.

American Express 15 digits starting with 34 or 37.

For successful detection, the digits of these credit card numbers are allowed without separation or with a single separator in groups of digits as 4-4-4-4, 4-4-4-3, 4-4-4-1 or 4-6-5 (the last combination for American Express only). Allowed separators are -, +, /, . or a combination thereof.

Valid credit card numbers that are a subset of a bigger number are not considerate as credit card numbers. This is to avoid false positives, e.g. a serial number that contains a (not intentionally) valid credit card number. Valid credit card numbers should be enclosed by at least one non-numeric character.

Active Credit Card Masking

When this feature is enabled, every article will be scanned for valid credit card numbers before it is saved on the database. In case of any findings in subject or body, all but the first six and the last four digits will be replaced by a configurable masking character.

See also

The behavior can be changed with the following settings in the system configuration:

OTRSCreditCardFilter::ActiveMaskEnabled

OTRSCreditCardFilter::MaskedCharacter

For example 1234-5678-9012-3456 becomes 1234-56xx-xxxx-3456.

Warning

This procedure is permanent and irreversible!

To use this feature:

Create a ticket with the following article body:

Issuing Network,Card Number
JCB 15 digit,180061388939823
JCB 15 digit,180079668437698
JCB 15 digit,180001434886883
JCB 15 digit,180044208063503
JCB 15 digit,180010497338476
JCB 15 digit,210004248524033
JCB 15 digit,210012319871803
JCB 15 digit,180094846333594
JCB 15 digit,210084424984649
JCB 15 digit,210012951351973
JCB 15 digit,210008094074787
JCB 15 digit,210081171733450

Open the Ticket Zoom screen to see the created ticket. The body of the article will shown as:

Issuing Network,Card Number
JCB 15 digit,180061xxxxx9823
JCB 15 digit,180079xxxxx7698
JCB 15 digit,180001xxxxx6883
JCB 15 digit,180044xxxxx3503
JCB 15 digit,180010xxxxx8476
JCB 15 digit,210004xxxxx4033
JCB 15 digit,210012xxxxx1803
JCB 15 digit,180094xxxxx3594
JCB 15 digit,210084xxxxx4649
JCB 15 digit,210012xxxxx1973
JCB 15 digit,210008xxxxx4787
JCB 15 digit,210081xxxxx3450

You can also try with valid credit card numbers in the subject or fetch a mail with valid credit card information using a postmaster account.

Credit Card Warning Message

It is possible to display a warning message next to the credit card number.

To use this feature:

Make sure that setting OTRSCreditCardFilter::ActiveMaskEnabled is not enabled.

Make sure that setting OTRSCreditCardFilter::WarningTextEnabled is enabled.

Define your custom message in setting OTRSCreditCardFilter::WarningText in the system configuration.

Create a ticket with the following article body:

Issuing Network,Card Number
JCB,3528988095245935
JCB,3112606824580636
JCB,3096030869937728
JCB,3112437499296450
JCB,3096010732100407
JCB,3528461498782367
JCB,3112892137191440
JCB,3088814635323630

Open the Ticket Zoom screen. The warning message should appear next to the credit card number.

Issuing Network,Card Number
JCB,3528988095245935 Reminder: You should not store credit card numbers in this product!
JCB,3112606824580636 Reminder: You should not store credit card numbers in this product!
JCB,3096030869937728 Reminder: You should not store credit card numbers in this product!
JCB,3112437499296450 Reminder: You should not store credit card numbers in this product!
JCB,3096010732100407 Reminder: You should not store credit card numbers in this product!
JCB,3528461498782367 Reminder: You should not store credit card numbers in this product!
JCB,3112892137191440 Reminder: You should not store credit card numbers in this product!
JCB,3088814635323630 Reminder: You should not store credit card numbers in this product!

You can also try with valid credit card numbers in the subject or fetch a mail with valid credit card information using a postmaster account.

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External Interface

This package has no external interface.

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Custom Contact Fields

This feature add-on makes it possible to create new customer dynamic fields, which can store customer data from integrated external customer databases as contacts in a ticket. In an additional configuration interface, it is possible to define whether the new dynamic field type should:

Store one or more customers.

Add an additional navigation option in the external interface.

Include additional contacts in the ticket communication.

Restrict the adding of new contacts based on customer number or postal codes.

Be filterable for certain attributes.

Furthermore, event-based notifications can now be configured to be sent to contacts that are stored in the ticket.

This feature add-on is perfect for all businesses that have to deal with different groups of customers, partners or sub-contractors, as it adds, in addition to the Customer Information Center, a second possibility for storing customer data in a ticket and including it in communication processes.

Benefits

More flexible and enhanced storage of external customer data in tickets.

More transparent and automated communication with business partners, sub-contractors or suppliers.

Seamless integration of external customer databases into OTRS.

Target Groups

Customer service organizations with many partners or sub-contractors

External IT service providers

Call centers

Web, PR or marketing agencies

Consulting businesses

Sales departments

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCustomContactFields

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package contains a configuration interface to create dynamic fields of the type Customer. These fields can store customer information in a dynamic field and display them in the different screens.

Contents

Communication & Notifications

Ticket Notifications

Sending Articles Created in the External Interface as Emails

Processes & Automation

Dynamic Fields

Dynamic Field Settings

Add Dynamic Field to External Interface

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Communication & Notifications

For the external interface, the functionality is by default limited to search just contacts that are from the same company. Otherwise all contacts of all companies would be visible to every customer user that has access to the external interface.

If you want to make all contacts searchable by every customer user, you can enable this by removing the tick from the system configuration option Core::CustomContactFieldsRestrictContactsToCustomerOnly and setting it as not enabled.

To activate sending emails to custom contact field customers, go to the Ticket Notifications module of the Communication & Notifications group in the administrator interface.

Contents

Ticket Notifications

Sending Articles Created in the External Interface as Emails

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Ticket Notifications

Use this screen to activate sending emails to custom contact field customers. The ticket notification management screen is available in the Ticket Notifications module of the Communication & Notifications group.

Sending Articles Created in the External Interface as Emails

To activate sending emails to custom contact field customer users:

Click on the Add Notification button in the left sidebar.

Fill in the required fields.

In the Add Notification section, choose a name and set it in the Name field.

In the Events section, select ArticleCreate.

In the Article Filter section:

Set agent and customer in the Article Sender Type field.

Set Visible to customer in the Customer visibility field.

Select Email in the Communication channel field.

Switch Include attachments to notification to Yes.

In the Recipients section set a dynamic contact field in the Send to field.

In the Notification Methods section:

Make sure, that the Email method is enabled.

Note

Joined notifications are only sent by Email.

Select the checkbox in the Article visible for customer field.

In the Notification Text section:

If you want the contacts of the custom contact field to get the title of the article as mail subject add <OTRS_CUSTOMER_SUBJECT> into the Subject field.

If you want to send the article body as mail body add <OTRS_CUSTOMER_BODY> into the Text field.

Click on the Save button.

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Processes & Automation

This package makes it possible to create dynamic fields of the type Customer, which can store customer users as contacts in tickets.

Contents

Dynamic Fields

Dynamic Field Settings

Customer Dynamic Field Settings

Add Dynamic Field to External Interface

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Dynamic Fields

After installation of the package a new dynamic field type Customer will be available for the objects.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Customer field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Customer Dynamic Field Settings

Customer dynamic field is used to store a customer user.

Customer Dynamic Field Settings

Input type *

Defines whether the dynamic field should be able to store a Single contact or Multiple contacts.

Navigation on external interface *

Defines whether or not a new navigation entry in the external interface should be shown. This navigation entry will only be shown to customer users that are stored in one of the Customer fields. The label of this entry can be defined in the setting Navigation label if this setting is saved with yes.

Navigation label

This configuration makes it possible to define a custom label for the navigation entry displayed in the external interface. If no value is configured, a default combination of the field label and Tickets will be used, for example Contacts Tickets.

Use for communication *

If customer users stored in a dynamic field of type Customer should get used for communication, this configuration has to be used. It is possible to use customer users for the To, Cc and Bcc field. If this configuration is active, the customer user will be added to the configured field. If the field is already containing the address of the customer user, it will not get added a second time. The agent still has the opportunity to remove the address from the field when composing a new message.

Use for notification *

If customer users stored in a dynamic field of type Customer should get used for notification, this configuration has to be used. It is possible to use customer users for the To, Cc and Bcc recipient. If this configuration is active, the dynamic field will be shown in the recipient block of the ticket notifications.

Note

If the configuration option UserForNotification is not set in the dynamic field table, the fallback recipient will be used. The fallback recipient is the To recipient.

Filter contact by *

In some scenarios it is necessary to filter possible contacts by their attributes. A filter for example could be the customer number, the city or a custom attribute. To activate the filter functionality, select the needed attribute from the drop-down list. If the customer number is selected, the contact will be filtered by the customer number of the customer of the ticket. For each other attribute the filter can be defined as a text value. After selecting the filter attribute from the drop-down list, a second input field will be displayed where the filter can be defined.

Filter criteria *

In this field the filter of the attributes for the customer result is defined. For example, if only customer users with the first name Theo should be selectable, the filter Fistname from the Filter contact by has to be selected. After that the Filter criteria field will be displayed. Now we can insert Theo into the filter field. Currently it is not possible to define a regular expression or a placeholder for filtering customer users.

Note

Do not forget to add the new dynamic field to ticket view screens.

Add Dynamic Field to External Interface

After creating a dynamic field of type Customer, it has to be added to the screens, where it should get displayed.

To add the dynamic field to the external interface:

Go to System Configuration screen.

Select All settings in the Navigation widget.

Navigate to Frontend → External → View → TicketDetailView in the navigation tree.

Search for setting ExternalFrontend::TicketDetailView###DynamicField and click on the Edit this setting button.

Click on the + button to add the dynamic field. The key is the name of the dynamic field, the value is 1 - Enabled. This setting is used to display the content of dynamic field in the ticket detail view.

Search for setting ExternalFrontend::TicketDetailView###FollowUpDynamicField and click on the Edit this setting button.

Click on the + button to add the dynamic field. The key is the name of the dynamic field, the value is 1 - Enabled. This setting is used to configure dynamic fields in the answer part of customers detail view.

Repeat the steps for other views, if needed.

Deploy the modified settings.

If other packages are installed along with this package that override template names for certain modules, manual change of setting Frontend::Output::FilterElementPost###OTRSCustomContactFieldsJS is needed. Overridden template names will have to be added to the list of output filter configuration so it can work correctly.

For example, package OTRSCIsInCustomerFrontend overrides templates CustomerTicketMessage and CustomerTicketZoom with OTRSCIsInCustomerFrontendCustomerTicketMessage and OTRSCIsInCustomerFrontendCustomerTicketZoom respectively. These template names have to be added to the system configuration according to example below, in order for output filter to be activated.

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Agent Interface

This package has no agent interface.

New Features

Storing/changing customer user in a Customer field

After the dynamic field of the type Customer was configured in the Dynamic Fields screen and added to the different views, the functionality can get used. The contact fields will be displayed below the recipients for new tickets or otherwise in the dynamic fields block of the page. The exact position and label of the field depends on the field configuration.

If a customer number filter was configured the dynamic field will be locked and unchangeable as long as no customer is added to the ticket.

After inserting at least one character into the text field of the dynamic field a search over the configured customer databases starts. At this point the configured filter takes it place and removes unmatched customer users from the result set. To start a search for all available customer users for this field you can use the * wildcard.

Showing Customer dynamic field values for a ticket

To allow display of the Customer dynamic field values after the data was stored to the ticket, the different views (Ticket Zoom and Ticket Detail View) have to be configured accordingly.

Using Customer dynamic field values for communication in a ticket

If a field has been configured to use the contacts for communication and the Reply All functionality is used in the Ticket Zoom screen, all customer users stored in the respective field will be added to the configured recipient list (to, cc or bcc) unless they exist as a recipient already. If necessary, they can be removed from the recipients manually. This functionality is not available for the reply to action.

Note

The field must not be configured in the dynamic field section of AgentTicketCompose.

Searching tickets for Customer dynamic field values

To allow searching of the Customer dynamic field values after the data was stored to the ticket the search view has to be configured accordingly.

See also

Add the name of the dynamic field to setting Ticket::Frontend::AgentTicketSearch###DynamicField.

Depending on the system configuration it is possible that the field has to be selected from the attributes drop-down list and added via clicking the + symbol.

The search works equals to the search for regular customer users. The login name of the customer user has to be used as search criteria.

Additionally it is possible to use wildcards in the Customer dynamic field search. For example searching for all tickets that have an otrs.com user stored in the dynamic field would look like this: *@otrs.com. To search all tickets with a mr.smith stored to it the criteria would look like this: mr.smith@*. If all tickets with a customer user login containing otrs should get searched, the search criteria would look like this: *otrs*.

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External Interface

This package has no external interface.

To display the dynamic field of type Customer in the external interface, see the Dynamic Fields chapter.

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Customer Activity Widget

This feature add-on provides a dashboard widget that allows agents to define a set of customers to automatically query. It displays a table showing the related number of open, locked and escalated tickets. Drill down to specific tickets by simply clicking on one of the numbers shown per customer.

Benefits

Shows the current distribution of tickets at a single glance.

Tickets can be selected from the overview using just one click.

Facilitates ticket prioritization.

Target Groups

IT service providers

Finance

Sales

And many more

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCustomerActivityWidget

Note

Not compatible with the following feature add-ons:

Categories for Text Modules

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This package contains a dashboard widget, which displays detailed information about customers and their tickets.

Contents

Dashboard

Dashboard

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Dashboard

After installation of the package a new widget will be available on the dashboard.

Contents

Dashboard

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Dashboard

Every agent can choose the customers he wants to see via configuration options of this dashboard widget. For the selected customers the number of open/unlocked, open/locked and escalated tickets will be shown.

Customer Activity Widget

By clicking on the number of tickets a list of tickets will be shown. Click on a ticket to open the it in the Ticket Zoom screen.

To turn on and off the widget:

Expand the Settings widget in the right sidebar by clicking on its header bar.

Modify the checked state of the Customer Activity entry.

Click on the Save settings button.

To add customers to the widget:

Hover the mouse over the widget header.

Click on the gear icon in the top right corner.

Enter the customer ID of a customer into the text field.

Click on the Save Changes button.

Customer Activity Widget - Add Customer

After entering and submitting a customer, an additional customer can be entered in the empty company field after re-opening the settings. So customers can be added one after another.

To remove a customer from the widget:

Hover the mouse over the widget header.

Click on the gear icon in the top right corner.

Click on the minus icon next to the text field.

Click on the Save Changes button.

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External Interface

This package has no external interface.

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Customer Event Ticket Calendar

With this feature add-on, time periods specified in a ticket are displayed as calendar entries.

This allows appointments to appear in the external interface in such a way that customer users can easily see information about availability or scheduling, such as when they want to find the date of a WebEx meeting.

Benefits

Appointments are displayed in a calendar format.

Availability can be seen at a glance.

Target Groups

Service companies that want to visually represent availability

Customer service

ITSM

Available in Service Package

TITANIUM

Package Name in OTRS Package Manager

OTRSCustomerEventTicketCalendar

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package the available configuration settings can be found in the system configuration. This package has no administrator interface.

System Configuration Settings

The Customer Event Ticket Calendar widget displays tickets in a calendar, but this widget does not work out-of-the-box.

To display the tickets in this calendar, the following settings need to be set by an admin user:

Create the following dynamic fields:

Object

Type

Name

Label

Ticket

Date / Time

CustomerTicketCalendarStartTime

Calendar Start Time

Ticket

Date / Time

CustomerTicketCalendarEndTime

Calendar End Time

Navigate to Frontend → Agent → View and select a view to add the dynamic field to.

For example add these dynamic fields to New Phone Ticket screen and New Email Ticket screen to set the dates at ticket creation time, or to Ticket Free Fields screen to set the dates for existing ticket in the Miscellaneous → Free Fields menu item of the Ticket Zoom screen.

Ticket::Frontend::AgentTicketPhone###DynamicField

CustomerTicketCreateStartTime → 1 – Enabled

CustomerTicketCreateEndTime → 1 – Enabled

Ticket::Frontend::AgentTicketEmail###DynamicField

CustomerTicketCreateStartTime → 1 – Enabled

CustomerTicketCreateEndTime → 1 – Enabled

Ticket::Frontend::AgentTicketFreeText###DynamicField

CustomerTicketCreateStartTime → 1 – Enabled

CustomerTicketCreateEndTime → 1 – Enabled

Add more queues to CustomerTicketCalendar###Queues setting (default is Raw queue only).

If the dynamic fields contain values for the tickets, the tickets are displayed in the widget.

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Agent Interface

This package has no agent interface.

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External Interface

This package implements the Events Ticket Calendar for the external interface. If a ticket has dynamic fields contain date values, the ticket will be displayed in the calendar widget.

See also

The calendar settings can be set in the system configuration in the Administrator Interface.

When a new ticket is created for the customer user and the values are set in the dynamic fields for the start and end time, the calendar shows the event.

Events Ticket Calendar Widget

Click on an entry to see the details of the ticket. An event information box will be displayed with the event items, that an agent has set for the ticket.

Ticket Details Popover

Click on the Open Ticket button to open the ticket.

See also

This screen is not added to any menu of the external interface by default. To create a link to the Ticket Calendar screen, an administrator needs to add /ticket/calendar to the Link input field and add a name in the Name field in one of the following settings of the system configuration:

ExternalFrontend::Menu###Top

ExternalFrontend::Menu###Main

ExternalFrontend::Menu###Bottom

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Customer Frontend Link Object

With this feature add-on, linked FAQs, tickets and other objects, can be displayed in the ticket detail view of the external interface. In the system configuration, you can easily select whether you want to display linked tickets and/or FAQ articles in the external interface.

In addition, the feature add-on ensures that only those linked tickets for which the customer user has read or write access rights are displayed. If this is not the case, linked tickets are not displayed to stop the customer user from receiving unnecessary error messages.

Benefits

More transparent communication with customers.

More efficient workflow to display FAQ articles in the external interface.

Gives customers greater insight into the incident-solving process.

Target Groups

Internal and external IT

Customer service

Facility management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCustomerFrontendLinkObject

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This package has no agent interface.

To use this functionality on External Interface:

Create two tickets on the agent interface.

Choose the same customer user for both tickets.

Link one ticket to the other one.

Create a FAQ article. Make sure that the FAQ article is visible to customers or public. Just FAQ articles of this type can be displayed in the external interface.

Link the FAQ article to the ticket created for the customer user.

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External Interface

This package has no external interface, but it shows linked tickets and FAQ articles in ticket detail view.

To use this functionality, an agent has to create tickets and FAQ articles in Agent Interface and link them together.

To see the linked object in external interface:

Log in as customer user.

Select My Tickets from the ticket menu.

Select a ticket that has linked ticket and/or FAQ article.

See the widget containing the linked objects in the right sidebar of the ticket detail view.

Clicking on a ticket or FAQ article will lead you to the linked ticket or FAQ article.

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Customer-specific Services

This feature add-on makes it possible to assign services to customers so that only the assigned service is displayed when a ticket is created and only the appropriate SLAs are valid.

After installation of the package, a new module Customers ↔ Service appears in the Users, Groups & Roles group in the administrator interface. Here you can define which services should be assigned to customers.

Furthermore, you can define in the system configuration which of these options should be the leading one.

Benefits

Efficient and well-structured administration of multiple services and SLAs for many customers.

Avoid the creation of unwarranted tickets that stress out your service team.

Optimal guidance for the customer regarding for which services he or she can open a ticket.

Speed-up of ticket handling process.

Target Groups

Internal IT departments

External IT service providers

Call centers

Agencies

Consulting businesses

Companies offering a wide range of services or products

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSCustomerSpecificServices

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package a new module will be available in the Users, Groups & Roles group of the administrator interface.

Note

The determination of the customers is based on a customer company search. So it is very important to adjust the CustomerCompanySearchListLimit setting in the CustomerCompany section in the Kernel/Config.pm. Otherwise not all customers can be found and displayed.

Contents

Users, Groups & Roles

Customers ↔ Services

Manage Customers ↔ Services Relations

Manage Default Services

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Users, Groups & Roles

After installation of the package, a new module Customers ↔ Service appears in the Users, Groups & Roles group in the administrator interface. Here you can define which services should be assigned to customers.

Contents

Customers ↔ Services

Manage Customers ↔ Services Relations

Manage Default Services

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Customers ↔ Services

Use this screen to add one or more customers to one or more services. To use this function, at least one customer and one service need to have been added to the system. The management screen is available in the Customers ↔ Services module of the Users, Groups & Roles group.

Manage Customer-Service Relations

Manage Customers ↔ Services Relations

Note

Before your first use, please make sure that you activate the Services option in the administrator interface.

To allocate some services to a customer:

Click on a customer in the Customers column.

Select the services you would like to allocate to the customer.

Click on the Save or Save and finish button.

Change Service Relations for Customer

To allocate some customer to a service:

Click on a service in the Services column.

Select the customers you would like to allocate to the service.

Click on the Save or Save and finish button.

Change Customer Relations for Service

Note

If several customers or services are added to the system, use the search box to find a particular customer or use the filter box to find a particular service by just typing the name to filter.

Multiple customers or services can be assigned in both screens at the same time. Additionally clicking on a customer or clicking on a service in the relations screen will open the Edit Customer screen or the Edit Service screen accordingly.

Warning

Accessing a customer or a service provides no back link to the relations screen.

Note

By setting a checkbox in the header of a column will set all the checkboxes in the selected column.

Note

The allocations of customer users and services should be done with this screen. It is not recommended to use the screen Customer Users ↔ Services.

Manage Default Services

It is possible to add default services, so that all customer users of the customer may access them. This prevents having to add each service to each customer.

To edit the default services:

Click on the Edit default services button in the left sidebar.

Select the services which should be selectable for all customer.

Click on the Save or Save and finish button.

Allocate Services to Customer Screen

Warning

Mixing default services and customer specific services can be confusing. If a customer has specific services assigned, then the default services will be not applied.

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Agent Interface

After installation of the package a new widget will be available in the Customer Information Center screen of the agent interface.

When selecting a customer user in any new ticket screens, only the services related to the customer of that customer user will be available.

Contents

Customers

Customer Information Center

Customer Information Center Content Widgets

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Customers

After the installation of the package, a new widget Services appears in the Customer Information Center screen in the agent interface. In this widget all assigned services and the amount of open and closed tickets are displayed.

Contents

Customer Information Center

Customer Information Center Content Widgets

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Customer Information Center

After installation of the package, a new content widget Services will be available.

Customer Information Center Content Widgets

The Services widget displays all assigned services and the amount of open and closed tickets.

Services Widget

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External Interface

This package has no external interface, but the service selection can be restricted to the configured ones.

Restrict Service Selection

See also

The ExternalFrontend::TicketCreate###Service setting needs to be enabled to use this feature.

In the New Ticket screen only the services which are related to the customer of the customer user will be available. After the service is chosen by the customer user, the associated service level agreements (SLA) will become available, if they are configured.

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Dashboard News Widget

Internal news or information can be added via the administrator interface to appear with the corresponding Internal News widget in the agent interface. A click opens the detailed view of the respective news item, containing the title, content, creation date and change date. The widget can be individually activated or deactivated as an optional box in the agent dashboard. The dashboard news widget makes it easier to inform employees about events, innovations and offers.

Benefits

Integrates your company communication in the customer service tool.

Important information, such as product news, is always available to agents and can be used immediately in customer contact.

Company news is clearly structured and centrally available in one place.

Target Groups

IT security

Internal and external communication

Human resources

Internal and external IT

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSDashboardNewsWidget

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This chapter describes the new features that are available in the administrator interface after installation of the package.

Contents

Communication & Notifications

Dashboard News

Manage Announcements

Announcement Settings

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Communication & Notifications

After installation of the package a new module will be available to Communication & Notifications group in the administrator interface.

Contents

Dashboard News

Manage Announcements

Announcement Settings

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Dashboard News

Use this screen to add announcements to agent dashboard. The announcement management screen is available in the Dashboard News module of the Communication & Notifications group.

Dashboard News Management Screen

Manage Announcements

To add an announcement:

Click on the Add announcement button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Announcement Screen

To edit an announcement:

Click on an announcement in the list of announcements.

Modify the fields.

Click on the Save or Save and finish button.

Edit Announcement Screen

To delete an announcement:

Click on the trash icon in the list of announcements.

Click on the OK button in the confirmation dialog.

Delete Announcement Screen

To limit the number of displayed announcements per page:

Click on the gear icon in the top right corner of the overview header.

Select the maximum number of announcements displayed per page.

Click on the Submit button.

Announcement Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Title *

The title of the announcement. This will be displayed in the dashboard widget of the agent interface.

Announcement *

The body text of the announcement. This will be displayed in the overview screens and in the announcement details screen.

Rich Text editor can be enabled for the announcement text.

See also

The DashboardNewsWidget::RichTextField setting needs to be enabled to use this feature.

Edit Announcement Screen with Rich Text Editor

Warning

If announcements were created using a Rich Text editor and the way to manage announcements was changed to normal text in the meantime, the content of the related announcements will be displayed with HTML tags and should be improved afterwards.

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Agent Interface

This chapter describes the new features that are available in the agent interface after installation of the package.

Contents

Personal Menu

Personal Preferences

Miscellaneous

Dashboard

Dashboard

Dashboard News

Overview

Add Announcement

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Personal Menu

There is an optional setting to show a preference widget in the agent personal preferences.

Contents

Personal Preferences

Miscellaneous

Announcement Overview Limit

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Personal Preferences

Use this screen to set announcement overview limit in the agent personal preferences. The personal preferences screen is available in the Personal Preferences menu item of the Avatar menu.

See also

The PreferencesGroups###DashboardNewsOverviewPageShown setting needs to be activated to use this feature.

Miscellaneous

These settings are for change some visual appearance of OTRS.

Announcement Overview Limit

In this widget can be selected the number of displayed announcements per page.

Announcement Overview Limit Widget

Select a number for displayed announcements from the drop-down list.

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Dashboard

After installation of the package a new widget will be displayed in the agent dashboard. This widget also has an overview screen and a details screen for announcements.

Contents

Dashboard

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Dashboard

After installation of the package a new widget will be displayed in the right sidebar of the agent dashboard.

Internal News Widget

Clicking on an entry in the widget will open the Announcement details screen.

Announcement Details Screen

There is a button to go back to the overview screen to see all announcements.

Announcement Overview Screen

To limit the number of displayed announcements per page:

Click on the gear icon in the top right corner of the overview header.

Select the maximum number of announcements displayed per page.

Click on the Submit button.

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Dashboard News

After installation of the package a new menu will be available in the agent interface.

Contents

Overview

Add Announcement

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Overview

This menu item opens the Dashboard News Management screen of the Dashboard News administration module.

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Add Announcement

This menu item opens the Add Announcement screen of the Dashboard News administration module.

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External Interface

This package has no external interface.

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Data Privacy Protection

This feature add-on takes care about the data privacy of specific information within OTRS. Based on customizable rules, different actions can be performed on different types of data.

Warning

The use of this feature add-on can result in a complete loss of data! We recommend a backup of the database before execution and if possible a test on a test system.

Warning

The use of this feature add-on is at your own risk. OTRS AG does not take any responsibility for lost data.

Benefits

Compliance with data protection guidelines.

Target Groups

IT service management

Human resources

Internal IT

Government

IT service

Security management

Available in Service Package

TITANIUM

Package Name in OTRS Package Manager

OTRSDataPrivacyProtection

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

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Administrator Interface

This package has no administrator interface. All data privacy protection rules must be added via the system configuration and executed by a console command.

System Configuration Settings

For security reasons, this package does not come with any pre-configured rules. Therefore the functionality does not work out-of-the-box and the rules must be configured by an administrator first.

To add a rule configuration:

Go to the System Configuration screen of the administrator interface.

Select OTRSDataPrivacyProtection in the Navigation widget.

Navigate to Core → OTRSDataPrivacyProtection in the navigation tree.

Add a rule configuration in YAML format to setting OTRSDataPrivacyProtection::RuleConfiguration.

The configuration of the individual rule sets are stored in YAML format and consists of the five options. The options marked with an asterisk are mandatory.

RuleName *

This string option has to be unique for all rules. It is a string, that is used to identify every different rule. The rule name appears in all related outputs and history entries, but does not affect any functionality.

RuleSource

This string option is just for informational usage. Different countries and regions have different types and kinds of data protection regulations, that might be part of laws and/or written papers. To identify the related original sources, the different configured rules are based on. RuleSource can be used to add names and/or descriptions, that will be added to related history entries (if available).

RuleType *

This string option describes the action, that will be executed on all objects, that were found during a search. The following actions are supported (in short format or in long format):

Anonymization or PrivacyByAnonymization

The anonymization rule type is used to anonymize data sets, as identified in the data classification fields. Anonymization means, that the different fields will be replaced by a string Anonymized.

Warning

During anonymizations, the original data sets are replaced by the mentioned string in the database. The original data is not saved and is therefore irretrievably lost!

Pseudonymization or PrivacyByPseudonymization

Like the anonymization, the pseudonymization rule type is used to remove the related data from their original fields. There is a major difference to the Anonymization rule type, as the data will be stored in a separated database table, called data_pseudonymization.

This table is not used by any other sub-system, and it is not usable via the GUI. It acts as a backup table, that can be (manually) searched by any administrator, that has access to the database or using the SQL Box module of the administrator interface.

During pseudonymizations, a universal unique identifier (UUID) will be created for the related data field, which is used to identify the original data later. The original data will then be copied to the backup table, using the UUID as the field identifier. Afterwards the original data will be replaced by just the UUID, which is effectively the same as an anonymization, but including a pointer to the stored original source data.

Deletion or PrivacyByDeletion

The deletion rule type is used to delete data sets, as identified in the data classification fields. Deletion means, that the different fields will be replaced by a string Deleted. Technically the original data will be deleted, as it will be replaced with a non-sensitive string, it therefore works equal to the Anonymization rule type.

Warning

During deletions, the original data sets are replaced by the mentioned string in the database. The original data is not saved and is therefore irretrievably lost!

DataClassification *

This list option is used to identify the data types for which the associated actions are to be applied. It contains the different fields of any data object as an array. Every object drivers provides a list of possible data classification fields, that might be used.

See also

The specific fields are described in the Drivers section below.

ObjectFilter *

This list option implements the search and filter criteria for every used driver. Every driver provides a list of possible search and filter options, that are allowed to be used.

See also

Please see the Drivers section below for more detailed information.

The different types of information represented by objects (e.g. ticket, customer user, etc.) are called object types within this package. Therefore we are talking about object types.

The modules implemented for the specific data processing, search functions and verification of such specific object types are called drivers or driver objects.

Rule Execution

Once the rules have been defined, they can be applied to the existing data sets. There is a console command Maint::DataPrivacy::Execute for this.

Execute the console command with the --help option for more information:

otrs> /opt/otrs/bin/otrs.Console.pl Maint::DataPrivacy::Execute --help

This command essentially offers three different options:

Checking the integrity and validity of the existing rules.

Test execution of existing rules without changing data records.

Execution of the existing rules, whereby the matching data sets are permanently changed.

The validation checks all available rules in the context of the affected drivers and object types. If certain options are missing or incorrect, the rule is declared invalid and execution is skipped for all drivers.

For security reasons, the validity of the corresponding rules is implicitly checked both before each dry run and before each execution and is either completely stopped or skipped in case of errors.

Warning

We recommend, that new rules or significant changes should be executed on test systems first to ensure that no data is accidentally changed or deleted.

Warning

We recommend that you back up the database first to ensure that untested data is not lost after rules or rule changes are executed.

Warning

Since rules are designed to change or completely delete data, it is very important to carefully check all rules in advance and execute the test runs for each rule change.

The console output of rule executions can be redirected into files to preserve the modified objects. Please see the following example:

otrs> /opt/otrs/bin/otrs.Console.pl Maint::DataPrivacy::Execute --execute-detail > rule-execution.txt

Drivers

This section describe the configuration and usage of the various drivers. In addition, this section contains sample configurations that can be copied and customized to your personal needs.

Customer Company Driver

The customer company driver provides the functionality to search and modify the information for customer companies.

Possible data classifications:

- CustomerID
- CustomerCompanyName
- CustomerCompanyCountry
- CustomerCompanyStreet
- CustomerCompanyZIP
- CustomerCompanyCity
- CustomerCompanyURL
- CustomerCompanyComment
- DynamicField_NameX

The driver supports dynamic fields for data classification. Dynamic fields will be identified by the prefix DynamicField_ and the related field name.

Possible object filters:

- ValidID
- CustomerID
- CustomerCompanyStreet
- CustomerCompanyURL
- CustomerCompanyComment
- WildcardSearch
- CustomerCompanyZIP
- CustomerCompanyCountry
- CustomerCompanyName
- CustomerCompanyCity

Object filter descriptions:

Limit: Limits the number of search results.

CreateTime: Searches for dates greater than or equal to (>=) the given time.

WildcardSearch: Affects all object filters, except ValidID. It will wrap the search term in wildcards, so they match all objects that contain the supplied value. For example, if this option is set to 1, filtering on CustomerID with company will in fact search for *company*.

Rule Configuration Examples

Here are some examples for rule configurations. These examples are valid YAML codes. You can copy these examples and modify them according to your needs.

Delete customer company name and customer company country by customer company name without wildcard search:

---
RuleName: Delete customer company name and customer company country by customer company name without wildcard search.
RuleType: PrivacyByDeletion
RuleSource: GDPR
DataClassification:
  CustomerCompany:
    - CustomerCompanyName
    - CustomerCompanyCountry
ObjectFilter:
  CustomerCompany:
    CustomerCompanyName: someCompanyName
    WildcardSearch: 0

Delete customer company name and customer company country by customer company name with wildcard search:

---
RuleName: Delete customer company name and customer company country by customer company name with wildcard search.
RuleSource: someRuleSource
RuleType: PrivacyByDeletion
DataClassification:
  CustomerCompany:
    - CustomerCompanyName
    - CustomerCompanyCountry
ObjectFilter:
  CustomerCompany:
    CustomerCompanyName: someCompanyName
    WildcardSearch: 1

Customer User Driver

The customer user driver provides the functionality to search and modify the information for customer users.

Possible data classifications:

- UserTitle
- UserFirstname
- UserLastname
- UserEmail
- UserLogin
- UserComment
- UserCountry
- UserFax
- UserMobile
- UserCity
- UserPhone
- UserTitle
- UserStreet
- UserZip
- DynamicField_NameX

The driver supports dynamic fields for data classification. Dynamic fields will be identified by the prefix DynamicField_ and the related field name.

Possible object filters:

- UserCity
- UserTitle
- UserFirstname
- UserPhone
- ValidID
- UserCountry
- UserLogin
- UserCustomerID
- UserLastname
- UserZip
- UserMobile
- UserEmail
- UserFax
- WildcardSearch
- UserStreet
- UserComment

Object filter descriptions:

Limit: Limits the number of search results.

CreateTime: Searches for dates greater than or equal to (>=) the given time.

Valid: Searches for valid or invalid users. Possible values are 0 or 1.

WildcardSearch: Affects all object filters, except ValidID. It will wrap the search term in wildcards, so they match all objects that contain the supplied value. For example, if this option is set to 1, filtering on UserCustomerID with company will in fact search for *company*.

Rule Configuration Examples

Here are some examples for rule configurations. These examples are valid YAML codes. You can copy these examples and modify them according to your needs.

Delete user first names and user last names by user first name with wildcard search:

---
RuleName: Delete user first names and user last names by user first name with wildcard search.
RuleType: PrivacyByDeletion
RuleSource: GDPR
DataClassification:
  CustomerUser:
    - UserFirstname
    - UserLastname
ObjectFilter:
  CustomerUser:
    UserFirstname: someFirstname
    WildcardSearch: 1

Anonymize user first names and user last names by user first name and without wildcard search:

---
RuleName: Anonymize user first names and user last names by user first name and without wildcard search.
RuleSource: someRuleSource
RuleType: PrivacyByAnonymization
DataClassification:
  CustomerUser:
    - UserFirstname
    - UserLastname
ObjectFilter:
  CustomerUser:
    UserFirstname: someFirstname
    WildcardSearch: 0

Delete user first names and user last names by user first name and user last name with wildcard search:

---
RuleName: Delete user first names and user last names by user first name and user last name with wildcard search.
RuleSource: someRuleSource
RuleType: PrivacyByDeletion
DataClassification:
  CustomerUser:
    - UserFirstname
    - UserLastname
ObjectFilter:
  CustomerUser:
    UserFirstname: someFirstname
    UserLastname: someLastname
    WildcardSearch: 1

Ticket Driver

The ticket driver provides the functionality to search and modify the information for tickets and related articles.

Possible data classifications for tickets:

- Title
- CustomerUserID
- CustomerID
- DynamicField_NameX

Possible data classifications for articles:

- From
- To
- Cc
- Subject
- Body
- Attachments
- DynamicField_NameX

The driver supports dynamic fields for data classification. Dynamic fields will be identified by the prefix DynamicField_ and the related field name.

The data classification supports history types. Since history types may vary (framework versions, framework updates, installed packages etc.), the driver will dynamically determine those types by name.

History types have to be prefixed with the term History. Please see the examples in the following listing:

- HistoryAddNote
- HistoryAddSMS
- HistoryArchiveFlagUpdate
- HistoryBounce
- HistoryCustomerUpdate
- HistoryEmailAgent
- HistoryEmailCustomer
- HistoryEmailResend
- HistoryEscalationResponseTimeNotifyBefore
- HistoryEscalationResponseTimeStart
- HistoryEscalationResponseTimeStop
- HistoryEscalationSolutionTimeNotifyBefore
- HistoryEscalationSolutionTimeStart
- HistoryEscalationSolutionTimeStop
- HistoryEscalationUpdateTimeNotifyBefore
- HistoryEscalationUpdateTimeStart
- HistoryEscalationUpdateTimeStop
- HistoryFollowUp
- HistoryForward
- HistoryLock
- HistoryLoopProtection
- HistoryMerged
- HistoryMisc
- HistoryMove
- HistoryNewTicket
- HistoryOwnerUpdate
- HistoryPhoneCallAgent
- HistoryPhoneCallCustomer
- HistoryPriorityUpdate
- HistoryRemove
- HistoryResponsibleUpdate
- HistorySendAgentNotification
- HistorySendAnswer
- HistorySendAutoFollowUp
- HistorySendAutoReject
- HistorySendAutoReply
- HistorySendCustomerNotification
- HistoryServiceUpdate
- HistorySetPendingTime
- HistorySLAUpdate
- HistoryStateUpdate
- HistorySubscribe
- HistorySystemRequest
- HistoryTicketDynamicFieldUpdate
- HistoryTicketLinkAdd
- HistoryTicketLinkDelete
- HistoryTimeAccounting
- HistoryTitleUpdate
- HistoryTypeUpdate
- HistoryUnlock
- HistoryUnsubscribe
- HistoryWebRequestCustomer

All contents of the classified history types will be affected during executions.

If attachments are classified, every attachment of all matching articles or tickets will be affected during executions.

Warning

The ticket driver is used to search for tickets, even if the rule contains filters for article fields. If article fields are part of the data classification, all articles of the related, matching ticket will be processed!

The following fields can be used as search terms or filters for tickets and articles. Possible object filters:

- Limit
- TicketID
- TicketNumber
- Title
- Queues
- QueueIDs
- UseSubQueues
- Types
- TypeIDs
- States
- StateIDs
- StateType
- StateTypeIDs
- Priorities
- PriorityIDs
- Services
- ServiceIDs
- SLAs
- SLAIDs
- Locks
- LockIDs
- OwnerIDs
- ResponsibleIDs
- WatchUserIDs
- CustomerID
- CustomerUserLogin
- CreatedUserIDs
- CreatedTypes
- CreatedTypeIDs
- CreatedPriorities
- CreatedPriorityIDs
- CreatedStates
- CreatedStateIDs
- CreatedQueues
- CreatedQueueIDs
- TicketFlag
- ArticleFlag
- MIMEBase_From
- MIMEBase_To
- MIMEBase_Cc
- MIMEBase_Subject
- MIMEBase_Body
- AttachmentName
- FullTextIndex
- ContentSearch
- ContentSearchPrefix
- ContentSearchSuffix
- ConditionInline
- ArticleCreateTimeOlderMinutes
- ArticleCreateTimeNewerMinutes
- ArticleCreateTimeNewerDate
- ArticleCreateTimeOlderDate
- TicketCreateTimeOlderMinutes
- TicketCreateTimeNewerMinutes
- TicketCreateTimeNewerDate
- TicketCreateTimeOlderDate
- TicketChangeTimeOlderMinutes
- TicketChangeTimeNewerMinutes
- TicketLastChangeTimeOlderMinutes
- TicketLastChangeTimeNewerMinutes
- TicketLastChangeTimeNewerDate
- TicketLastChangeTimeOlderDate
- TicketChangeTimeNewerDate
- TicketChangeTimeOlderDate
- TicketCloseTimeOlderMinutes
- TicketCloseTimeNewerMinutes
- TicketCloseTimeNewerDate
- TicketCloseTimeOlderDate
- TicketPendingTimeOlderMinutes
- TicketPendingTimeNewerMinutes
- TicketPendingTimeNewerDate
- TicketPendingTimeOlderDate
- TicketEscalationTimeOlderMinutes
- TicketEscalationTimeNewerMinutes
- TicketEscalationTimeNewerDate
- TicketEscalationTimeOlderDate
- TicketEscalationUpdateTimeOlderMinutes
- TicketEscalationUpdateTimeNewerMinutes
- TicketEscalationUpdateTimeNewerDate
- TicketEscalationUpdateTimeOlderDate
- TicketEscalationResponseTimeOlderMinutes
- TicketEscalationResponseTimeNewerMinutes
- TicketEscalationResponseTimeNewerDate
- TicketEscalationResponseTimeOlderDate
- TicketEscalationSolutionTimeOlderMinutes
- TicketEscalationSolutionTimeNewerMinutes
- TicketEscalationSolutionTimeNewerDate
- TicketEscalationSolutionTimeOlderDate
- ArchiveFlags

All possible object filter parameters can be used to filter tickets and articles. Most of the attributes can be single strings or array references, like:

TicketNumber: 123546
TicketNumber:
  - 123546
  - 123666

Title: SomeText
Title:
  - SomeTest1
  - SomeTest2

States:
  - new
  - open
StateIDs:
  - 3
  - 4

The corresponding YAML code could look as follows:

RuleName: My Explanation Rule
RuleType: PrivacyByDeletion
RuleSource: GDPR
DataClassification:
  Ticket:
    - CustomerUserID
    - CustomerID
ObjectFilter:
  Ticket:
    Queue:
      - Junk
      - Raw
    Services:
      - Service A
      - Service B

This rule would find all tickets, that are located in the queue Junk or Raw and which have the service Service A or Service B assigned. The fields CustomerUserID and CustomerID would be deleted.

There are several possible filter parameters, regarding relative times and dates, like:

- ArticleCreateTimeOlderMinutes
- ArticleCreateTimeNewerMinutes
- ArticleCreateTimeNewerDate
- ArticleCreateTimeOlderDate

A filter like *\*TimeOlderMinutes* means older than X minutes.

The following statement would mean: all tickets, that have a CreateTime older than one day (1440 minutes).

TicketCreateTimeOlderMinutes: 1440

The following statement would mean: all tickets, that have a CreateTime newer than one day (1440 minutes).

TicketCreateTimeNewerMinutes: 1440

This is principal valid for all filter parameters with this syntax.

For more descriptions about the single search parameters, check the TicketSearch() in API reference.

Rule Configuration Examples

Here are some examples for rule configurations. These examples are valid YAML codes. You can copy these examples and modify them according to your needs.

Delete ticket titles by state names, that are older than one month:

---
RuleName: Delete ticket titles by state names, that are older than one month.
RuleSource: GDPR
RuleType: deletion
DataClassification:
  Ticket:
    - Title
ObjectFilter:
  Ticket:
    State:
      - new
      - open
    TicketCreateTimeOlderMinutes: 43200

Delete article subject and body by state names, that are located in specific queues:

---
RuleName: Delete article subject and body by state names, that are located in specific queues.
RuleSource: GDPR
RuleType: deletion
DataClassification:
  Ticket:
    - Subject
    - Body
ObjectFilter:
  Ticket:
    State:
      - new
      - open
    Queues:
      - Postmaster
      - Misc

Pseudonymize customer user IDs for tickets, that are closed and archived:

---
RuleName: Pseudonymize customer user IDs for tickets, that are closed and archived.
RuleSource: GDPR
RuleType: PrivacyByPseudonymization
DataClassification:
  Ticket:
    - CustomerUserID
ObjectFilter:
  Ticket:
    StateType:
      - Closed
    ArchiveFlags:
      - y

Anonymize customer IDs and some dynamic fields, that are closed, have certain services and are located in specific queues:

---
RuleName: Anonymize Customer IDs and some dynamic fields, that are closed, have certain services and are located in specific queues.
RuleSource: GDPR
RuleType: PrivacyByAnonymization
DataClassification:
  Ticket:
    - CustomerID
    - DynamicField_SensitiveNames
    - DynamicField_SensitiveLocations
ObjectFilter:
  Ticket:
    StateType:
      - Closed
    Queue:
      - Special Queue A
      - Junk
    Services:
      - Sensitive Customer Service
      - VIP Customer Service

User Driver

The user driver provides the functionality to search and modify the information for users.

Possible data classifications:

- UserTitle
- UserFirstname
- UserLastname
- UserEmail
- UserMobile

Possible object filters:

- UserFirstname
- UserLastname
- UserLogin
- UserTitle
- CreateTime
- Valid
- Limit
- UserPreferences
- WildcardSearch

Object filter descriptions:

Limit: Limits the number of search results.

CreateTime: Searches for dates greater than or equal to (>=) the given time.

Valid: Searches for valid or invalid users. Possible values are 0 or 1.

WildcardSearch: Affects the object filters UserFirstname, UserLastname, UserLogin and UserTitle. It will wrap the search term in wildcards, so they match all objects that contain the supplied value. For example, if this option is set to 1, filtering on UserLogin with agent will in fact search for *agent*.

UserPreferences: Array containing the user preferences like user email address as keys with certain search criteria as values (see YAML configuration examples).

Rule Configuration Examples

Here are some examples for rule configurations. These examples are valid YAML codes. You can copy these examples and modify them according to your needs.

Delete user first names by user first name:

---
RuleName: Delete user first names by user first name.
RuleSource: GDPR
RuleType: PrivacyByDeletion
DataClassification:
  User:
  - UserFirstname
ObjectFilter:
  User:
    UserFirstname: someFirstname

Delete user first names and user last names by user email:

---
RuleName: Delete user first names and user last names by user email.
RuleSource: GDPR
RuleType: PrivacyByDeletion
DataClassification:
  User:
  - UserFirstname
  - UserLastname
ObjectFilter:
  User:
    UserPreferences:
      UserEmail: someMail@example.com

Delete user first names and user last names with wildcard search:

---
RuleName: Delete user first names and user last names with wildcard search.
RuleSource: GDPR
RuleType: PrivacyByDeletion
DataClassification:
  User:
    - UserFirstname
    - UserLastname
ObjectFilter:
  User:
    UserFirstname: someFirstname
    WildcardSearch: 1

Delete user first names by user first name and create time, which are greater than or equal with the specified date:

---
RuleName: Delete user first names by user first name and create time, which are greater than or equal with the specified date.
RuleSource: GDPR
RuleType: PrivacyByDeletion
DataClassification:
  User:
    - UserFirstname
ObjectFilter:
  User:
    CreateTime: 2019-01-01
    UserFirstname: someFirstname

OTRS Offers an Ideal Solution for Companies of Any Size Learn more

Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Agent Interface

This package has no agent interface.

OTRS Offers an Ideal Solution for Companies of Any Size Learn more

Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

External Interface

This package has no external interface.

OTRS Offers an Ideal Solution for Companies of Any Size Learn more

Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Delete Attachments

Enables the automatic deletion of ticket attachments that were closed in a definable time span.

Furthermore, file types can be defined as additional filter criteria. For example:

.pdf

.doc

.xls

etc.

Benefits

Time saving through automatic deletions.

Reduced administrative effort.

Target Groups

Human resources

Internal and external IT

Finance

Public authorities

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSDeleteAttachments

Contents

Administrator Interface

Agent Interface

External Interface

OTRS Offers an Ideal Solution for Companies of Any Size Learn more

Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package has no administrator interface.

System Configuration

The package is not working out-of-the-box, it must be configured by an administrator first.

Go to the System Configuration screen.

Select OTRSDeleteAttachments in the Navigation widget.

Navigate to Core → Ticket in the navigation tree.

Add some file MIME types to setting OTRSDeleteAttachments::Filetypes as key-value pairs. The key is the MIME type, the value is the deletion flag.

0: This type of attachments are not to be deleted.

1: This type of attachments are going to deleted.

File Types Setting

Automatic File Type Population

There is a console command Maint::Ticket::Attachment::AddMIMETypes to populate the system configuration setting automatically.

otrs> /opt/otrs/bin/otrs.Console.pl Maint::Ticket::Attachment::AddMIMETypes
Searching attachment types received the last 90 days...
|       Added undefined MIME type: application/x-yaml
|       Added undefined MIME type: image/png
|       Added undefined MIME type: text/html
|       Added undefined MIME type: application/pdf
|       Added undefined MIME type: text/plain
Updating SysConfig...
Done.

Note

The console command collects only MIME types of attachments, that are in closed tickets and received within the last 90 days.

Delete Attachments From Tickets

The attachment deletion is done by console command Maint::Ticket::Attachment::Delete. Check the following settings to customize the job:

OTRSDeleteAttachments::Queues

A list of queues (specified by their names) which are processed by the Maint::Ticket::Attachment::Delete console command.

Warning

If no queues are defined, all queues will be affected.

OTRSDeleteAttachments::TimePeriod

The period (in days) which should be analyzed, starting from the time when the ticket was closed, backwards.

OTRSDeleteAttachments::TimeSpan

The minimum time span (in days) between the current time and the time when the ticket was closed, to delete the attachments of a ticket.

With a TimeSpan value of 1 and TimePeriod value of 30 means that the eligible tickets to delete their attachments are the ones that has been closed between 30 days ago and yesterday.

                   Eligible tickets
             |=========================|
         TimePeriod                TimeSpan
|------------|------------|------------|------------|
31 days ago  30 days ago  15 days ago  1 day ago    Today

See also

The console command Maint::Ticket::Attachment::Delete has some other options. Run the command with the --help option to see the possibilities.

otrs> /opt/otrs/bin/otrs.Console.pl Maint::Ticket::Attachment::Delete --help

Automatic Execution

Updating the file types and deleting the attachments can be run in the background by the OTRS daemon. Enable the following settings to run the jobs in a regular basis:

Daemon::SchedulerCronTaskManager::Task###OTRSDeleteAttachments

Delete attachments from tickets.

Daemon::SchedulerCronTaskManager::Task###OTRSDeleteAttachments_AddMIMETypes

Populate system configuration MIME types for attachment deletion.

Note

Do not forget to restart the OTRS daemon after the system configuration is changed.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Dynamic Field Attachment

Increase the information flow in your tickets and articles significantly with this feature add-on. Add dynamic fields of the type attachment, which can store one or many files. Define the maximum size and the maximum amount of attachments. Share pictures, PDF documents, Excel lists and basically any file you want within dynamic fields of articles and tickets.

Benefits

Add attachments wherever you want in the system.

Have control over how many and which size of attachments your agent should use.

Possibility to use OTRS as your document management system.

Target Groups

Internal and external IT service provider

Government departments

Human resources

Sales

Customer service

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSDynamicFieldAttachment

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package contains a configuration interface to create dynamic fields of the type Attachment. These fields can store files in a dynamic field and display them in the different views.

Contents

Processes & Automation

Dynamic Fields

Dynamic Field Settings

Generic Agent

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Processes & Automation

This package makes it possible to create dynamic fields of the type Attachment, which can store files in tickets and articles.

Contents

Dynamic Fields

Dynamic Field Settings

Attachment Dynamic Field Settings

Generic Agent

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Dynamic Fields

After installation of the package a new dynamic field type Attachment will be available for tickets and articles.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Attachment field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Attachment Dynamic Field Settings

Attachment dynamic field is used to store attachments for tickets and articles.

Article dynamic fields can hold attachments for each ticket article. Attachments stored in an article dynamic field of type attachment can just be downloaded, but not deleted or changed.

Ticket dynamic fields can hold attachments for each ticket. Attachments stored in a ticket dynamic field of type attachment are stored once for each ticket and can be downloaded and deleted.

Attachment Dynamic Field Settings

Maximum amount of attachments *

This setting holds the amount of files that can be stored in the dynamic field of type attachment per ticket or article. Increasing this value enables the agents to add more files. Reducing this amount does not delete attachments already stored in dynamic fields of type attachment, but reduces the possibility for adding files up to the configured maximum.

Maximum attachment size *

This setting holds the maximum file size in megabyte each uploaded file can have. If an agent is uploading a file greater than the here configured file size, the file is accepted initially. As soon as the upload is done, the size is checked and the file gets deleted as well as the user informed that the file was not stored because it exceeded the maximum attachment size limit.

Note

Do not forget to add the new dynamic field to ticket view screens.

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Generic Agent

Dynamic fields of type attachment could be used only in Select Tickets section in generic agent. However, it is not updatable by generic agent and this type of dynamic fields are not listed in Update/Add Ticket Attributes section.

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Agent Interface

This package has no agent interface, but the dynamic field of type attachment can be added to many screens.

Upload Files

To upload files to dynamic field of type attachment:

Make sure that the dynamic field of type attachment is added to the desired screen.

Click on the uploading area or just dropping the files there. The file gets uploaded immediately to the server and a new upload field will be displayed as long as the configured maximum amount of attachments has not been reached.

Click on the Submit button. If a file has exceeded the maximum attachment size, a message will appear warning the agent that the file exceeds the maximum attachment size. In this case the file will not be uploaded and the ticket will be created without problem.

Uploading multiple files with identical names to one dynamic field of type attachment will result in an error notifying the agent that this is not permitted.

Download Files

The dynamic field of type attachment is displayed in Ticket Zoom screen, if it is added to the screen and a file has been uploaded.

To download a file from a ticket dynamic field of type attachment:

Find the Attachments link in the Ticket Information widget in the right sidebar.

Click on the Attachments link. A small Attachments dialog appears showing all filenames as well as their size.

Click on a filename to download the file.

To download a file from an article dynamic field of type attachment:

Select an article, that has a dynamic field of type attachment with at least one uploaded file.

Expand the article header with the i icon in the top right corner of the article widget.

Find the Attachments link in the article header.

Click on the Attachments link. A small Attachments dialog appears showing all filenames as well as their size.

Click on a filename to download the file.

Delete Files

If a ticket dynamic field of type attachment has been configured to be displayed in the Ticket Free Fields screen, it is possible to delete the uploaded files and add new files.

To delete a file from a ticket dynamic field of type attachment:

Make sure that the dynamic field of type attachment is added to the Ticket Free Fields screen.

Click on the Miscellaneous → Free Fields menu item in the ticket menu.

Click on the trash icon in the last column of an attachment. The attachment will be deleted without confirmation!

Note

It is not possible to delete files from dynamic field of type attachment created for article object.

Search for Files

Dynamic field of type attachment supports searching for the file names.

To search for a dynamic field of type attachment:

Make sure that the dynamic field of type attachment is added to the Ticket Search screen.

Click on the Tickets → Search menu item in the main menu.

Add the dynamic field to the search criteria. The * character as wildcard is supported.

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External Interface

This package has no external interface.

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Dynamic Field Calculation

This feature add-on makes it possible to create dynamic fields of the type Calculation, which can perform simple mathematical operations.

They can be used when a sum is required, such as with invoices, reporting or other number-related data. Administrators can run calculations in numeric fields if they want to add or divide values from one numeric field into another numeric field.

Benefits

Perform calculations in numeric fields.

Save time by easily adding or multiplying values in a numeric field.

Target Groups

Finance and accounting

Project management

Security management

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSDynamicFieldCalculation

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package contains a configuration interface to create dynamic fields of the type Calculation. These fields can perform simple mathematical operations.

Contents

Processes & Automation

Dynamic Fields

Dynamic Field Settings

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Processes & Automation

This package makes it possible to create dynamic fields of the type Calculation, which can perform simple mathematical operations.

Contents

Dynamic Fields

Dynamic Field Settings

Calculation Dynamic Field Settings

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Outdated documentation

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Dynamic Fields

After installation of the package a new dynamic field type Calculation will be available for tickets and articles.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Calculation field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Calculation Dynamic Field Settings

Calculation dynamic field is used to perform simple mathematical operations.

Calculation Dynamic Field Settings

Calculation formula

This setting is used to add a calculation formula. Simple mathematical operations are possible. The default value is zero.

Note

Do not forget to add the new dynamic field to ticket view screens.

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Agent Interface

This package has no agent interface, but the dynamic field of type calculation can be added to many screens.

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External Interface

This package has no external interface.

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Dynamic Field CI

This feature add-on makes it possible to show configuration items from the OTRS CMDB in dynamic fields in ticket screens in the agent and external interface. This speeds up the ticket creation process for agents and customer users by enabling the use of filters so that only those configuration items that are relevant for the customer company are shown and can be selected in the ticket screens. In addition, the configuration item search function can also be used directly in the ticket. Filters can be defined, e.g. based on:

Configuration item class

Usage status

Incident status

Customer ID

In addition, the following configurations are possible:

Automatic linking and type of linking between configuration item and ticket.

How and in which ticket screens the configuration item should be shown (e.g. as a drop-down list or a tree view).

Visualization in the external or agent interface.

Benefits

Customer-based visualization and selection of configuration items when creating a ticket in the external interface.

Faster ticket creation thanks to the use of filters to choose which configuration items should be shown, e.g. according to class, usage status, incident status, etc.

Maximum flexibility through use in different ticket screens for customer users and/or agents.

Rapid search for configuration items when creating a ticket.

Useful for statistics and automatic ticket notifications.

Target Groups

Customers of companies that offer services for different devices/products (CIs)

Customer service

Internal and external IT

Facility management

Sales

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSDynamicFieldCI

Note

This feature add-on requires the ITSM Configuration Management feature.

Note

Not compatible with the following feature add-ons:

Ticket Forms

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package contains a configuration interface to create dynamic fields of the type Configuration item. These fields can store configuration items in a dynamic field and display them in the different views.

Contents

Processes & Automation

Dynamic Fields

Dynamic Field Settings

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Processes & Automation

This package makes it possible to create dynamic fields of the type Configuration item, which can store configuration items in tickets.

Contents

Dynamic Fields

Dynamic Field Settings

Configuration Item Dynamic Field Settings

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Dynamic Fields

After installation of the package a new dynamic field type Configuration item will be available for tickets.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Configuration item field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Configuration Item Dynamic Field Settings

Dynamic field of type configuration item is used to store configuration items for tickets.

Configuration Item Dynamic Field Settings

Filter Options

Class

Filter for configuration item classes to narrow down the list of possible values.

Deployment State

Filter for configuration item deployment states to narrow down the list of possible values.

Incident State

Filter for configuration item incident states to narrow down the list of possible values.

Restriction by CustomerID

Select if the available configuration items should be restricted by customer in agent and/or external interface.

CustomerID attribute

The name of the configuration item field containing the customer. Usually this is the owner field.

Value lookup for CustomerID attribute

Select if the readable value for the customer ID field should be used for restriction. Select this if the values of attribute are defined by a general catalog class.

Restriction by CustomerUserID

Select if the available configuration items should be restricted by customer user in agent and/or external interface.

CustomerUserID attribute

The name of the configuration item field containing the customer user. Usually this is the owner field.

Value lookup for CustomerUserID attribute

Select if the readable value for the customer user ID field should be used for restriction. Select this if the values of attribute are defined by a general catalog class.

Note

If the filters are changed after the configuration item and the ticket has been linked, the link will not be automatically updated.

Link Options

Link type

Type of automatically created links for configuration items. None disables the automatic linking.

Link direction

If a Link type is selected, choose the link direction from the point of ticket.

Display Options

Multiselect

Activate this option to allow multiple selection of values.

Add empty value

Activate this option to create an empty selectable value.

Tree View

Activate this option to display values as a tree.

Translatable values

If you activate this option the values will be translated to the user defined language.

Note

You need to add the translations manually into the language translation files.

Advanced Options

Follow CMDB links

If you activate this option CMDB items linked to the items set in the Follow dynamic field will be displayed as selectable options for this field.

CMDB link settings

Define elements to show for this field if no items are selected in the Follow dynamic field. Possible values:

Does not show any items

Show regular items

Follow dynamic field

Dynamic field to follow CMDB links from. This option only works if the setting Restriction by CustomerID or Restriction by CustomerUserID is deactivated.

Follow dynamic field attribute

The name of the configuration item field containing the dynamic field value.

Disable default values

If activated, the dynamic field will not display the default values.

See also

The actions where the option will be active can be configured in the following system configuration setting:

DynamicFieldConfigItem::DisableDefaultValues

Note

Do not forget to add the new dynamic field to ticket view screens.

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Agent Interface

This package has no agent interface, but the dynamic field of type configuration item can be added to many screens.

Automatic Linking and Unlinking

When configuration items are added to or removed from tickets via the new dynamic field back end, links for the respective configuration items can be added or removed automatically. If this is configured, links will be compared and links will be added and/or removed, if necessary.

Warning

In order to prevent inconsistencies between the dynamic field content and links please do not add or remove links of the configured type and direction manually via the link mechanism in the Ticket Zoom screen. Those changes are not synchronized back to the dynamic field content.

See also

The dynamic field configuration decides if linking happens and what link type and direction will be used. See the Dynamic Fields in the administrator interface.

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External Interface

This package has no external interface.

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Dynamic Field Database

Integrate data from any number of external databases, such as an ERP, CRM, tracking or other ticket systems, and have it displayed in dynamic fields. These records can then be searched and pre-filtered with additional masks.

Benefits

Time saved when searching, filtering (e.g. according to customer data) and overwriting ticket data.

All data is centrally accessible in OTRS.

Automatic transfer of additional data to the record.

Target Groups

Complaint management

Customer service

Document management

Facility management

Human resources

IT

IT service

Project management

Security management

Service providers

Supply-chain management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSDynamicFieldDatabase

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package contains a configuration interface to create dynamic fields of the type Database. These fields can store data from external databases in a dynamic field and display them in the different views. Such connected data sets can be searched and filtered using additional masks.

Contents

Processes & Automation

Dynamic Fields

Dynamic Field Settings

Storage of Historical Data

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Processes & Automation

This package makes it possible to create dynamic fields of the type Database, which can store data from external databases in tickets.

Contents

Dynamic Fields

Dynamic Field Settings

Database Dynamic Field Settings

Storage of Historical Data

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Dynamic Fields

After installation of the package a new dynamic field type Database will be available for tickets.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Database field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

Before an external database can be searched and the results be saved at the ticket through the dynamic field, the credentials have to be stored in the configuration of the dynamic field.

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Database Dynamic Field Settings

Dynamic field of type database is used to store database records for tickets.

Database Dynamic Field Settings

Possible values

The possible values will fill up the Identifier field below automatically, which defines the value that will be stored in the dynamic field. Possible values can be created as much as needed (or at least as many table columns as the database table has). The possible values defines the database columns to search in. It is possible to set the column name, a description (label) the field should have, the needed data type and if the field should be a search or list field.

Name *

The exact name of the database column which will be requested through the database queries.

Label *

The label of the field which will be displayed in the detailed search.

Datatype *

The data type which will be stored in the dynamic field. Possible values: Date, Integer or Text.

Filter

With the filter field, it is possible to choose a ticket attribute or a dynamic field as a filter for the related column. If the dynamic field is bound to a related ticket, the attributes will be used for the filter mechanism, otherwise the filters will be ignored. If the filter will be configured to a table column, only search results matching to the search term and the related ticket attribute on exactly the configured column will be displayed.

Searchfield

Indicates if a field should be included in the search requests.

Listfield

Indicates if a field should be displayed in the results.

Add value

Click on the + icon to add a new section to Possible values.

Show link

Here you can specify an optional HTTP link for the field value in ticket overviews and zoom screens. If special characters (&, @, :, /, etc.) should not be encoded, use url instead of uri filter.

Link for preview

If filled in, this URL will be used for a preview which is shown when this link is hovered in ticket zoom. Please note that for this to work, the regular URL field above needs to be filled in, too.

Type *

The type of the desired database can be selected here. The default OTRS database types are supported: MySQL, Oracle, PostgreSQL or MSSQL.

SID

This option is only available for Oracle connections and will be shown or hidden automatically. Within this option you have to enter the SID of your Oracle connection.

Driver

This option is only available for ODBC connections and will be shown or hidden automatically. Within this option you have to enter in the host system previously configured ODBC driver to connect to the desired MSSQL database.

Server *

The database host (host name or IP address).

Port

The port of the database server.

Database *

Defines the desired target database of the DBMS. This database will be used for queries.

Table/View *

This table or view will be used for the queries.

User *

The username for the database connection.

Password *

The user password for the database connection.

Identifier *

This select box will be automatically filled through Possible values. This field represents the value which will be stored in the dynamic field. Must be unique column from the table entered in Table/View.

Multiselect

If this field is selected, it will be possible to store more than one value to the dynamic field. Those values will be stored comma separated.

CacheTTL

This value defines the period of validity of the database cache in seconds. Equal queries to the database will be answered through the cache (local file system) within this period instead of asking the database again.

Searchprefix

This value will be put in the front of every search term while using the auto-completion to search the database. Wildcard characters are supported as well. The search prefix will be ignored during the detailed search, but it is still possible to use wildcard characters in those masks.

Searchsuffix

This value will be put in the end of every search term while using the auto-completion to search the database. Wildcard characters are supported as well. The search suffix will be ignored during the detailed search, but it is still possible to use wildcard characters in those masks.

Result Limit

The entered integer value defines the maximum amount of allowed results during a database search. This includes the auto-completion search as well as the detailed search.

Case Sensitive

If this field is selected, case-sensitivity will take effect on searches.

Note

Do not forget to add the new dynamic field to ticket view screens.

Storage of Historical Data

This module offers a functionality to store historical data. For this to work it is necessary to activate and set the settings in the system configuration available in Core → DynamicFieldDatabase navigation path.

In the configuration option for the SourceDynamicField it is needed to fill in the already created dynamic field name, which will be used to gather the historical data. In the related option TargetDynamicField the key have to be filled with the table columns of the connected external database, which will be readout. For every column the related target dynamic field has to be configured in the field content. The gathered data will be saved in these dynamic fields.

If the configuration is ready and active, the configured fields will be readout from the external database, since the source field gets a new value via the configured masks. The data will be searched by its stored identifier via an event module and the found values will be stored in the target dynamic fields.

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Agent Interface

This package has no agent interface, but the dynamic field of type database can be added to many screens.

Searching and Saving Data Sets

After the created dynamic fields are activated in some screens (like New Phone Ticket, New Email Ticket) a new text field appears with the name, the dynamic field got in the configuration. In this field it is possible to input search terms and therefore execute a search over all configured database fields. Otherwise click on the Detailed search link and start a detailed search in which the fields to search in are selected explicitly. Wildcard character * is allowed in every single field.

Independent of using the auto-completion or the detailed search, every single result can just selected ones. If an agent tries to select a value multiple times, a related warning message is displayed.

Auto-completion

Since search terms are typed in into the text field, a database search will be started over the configured columns and the result will displayed via an auto-completion below the text field. The more exact the search term is, the more exact will be the result (less result entries).

If the wished value will be displayed in the results, it can be selected via a mouse click or via the keyboard and therefore be added to the dynamic field results.

Via the link Details a popup screen can be accessed, which offers detailed information about the whole result row. This information includes the line headers and the data. This information can be used to get an overview about the rest (of the not configured) columns or to compare data. The added result entries can be removed via the minus button.

Detailed Search

The link Detailed search opens a new modal dialog to start a new database search. In this mask it is possible to select the fields to search on explicitly.

By default the first available field is activated, but it is also possible to remove available fields or add additional ones. Only activated and filled fields are considered for the search. Wildcard character * is allowed in every single field.

The database search will be executed via the Start search button and the results will be tabular displayed. If the search was successful, the results will be listed and one of the entries can be selected via a mouse click. The value will be added to the list of saved values afterwards.

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External Interface

This package has no external interface, but the dynamic field of type database can be added to many screens.

The features added by this package are the same as described in the Agent Interface.

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Dynamic Field Search Booster

For the ticket search in the agent or external interface, existing values of the database are collected in dynamic fields. In highly frequented systems with a large amount of tickets and/or dynamic fields, the high number of entries that have to be searched can cause a considerable delay in the search process. Search results in these systems can only be cached for a short time and then the database inquiry has to be done again.

This feature add-on keeps track of the values used for all relevant dynamic fields and their frequency. In the event of a new inquiry, the feature add-on can now provide the data very quickly. Unnecessary load times are reduced considerably.

Benefits

Fast database inquiries.

System performance improvements.

Target Groups

Call centers

Customer service

Sales

Order management

Complaint management

Available in Service Package

PLATINUM

Package Name in OTRS Package Manager

OTRSDynamicFieldSearchBooster

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

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Administrator Interface

This package has no administrator interface. It provides performance optimizations for the ticket search for some heavily used systems.

When using the ticket search in agent or external interface, historical values will be gathered from the database for select-type dynamic fields (e.g. drop-down and multiselect). On systems with a large number of tickets and/or dynamic fields, looking through potentially millions of entries can take more time than desirable which leads to a noticeable delay until the form has opened.

The result is cached but as dynamic fields change constantly on heavily used systems, caches are outdated quite frequently and the database has to be queried again. This package keeps track of used values and their number of occurrence for all relevant dynamic fields and uses this data to present a quick response when historical values are requested.

On package installation the current state for all dynamic fields will be retrieved and afterwards it is automatically being updated. However, synchronization can be force triggered by a new console command Maint::Ticket::DynamicFieldSearchBoosterSync.

The search booster is initialized on package installation (via a daemon task). It might take a while for this task to complete. Until that time historical values retrieved in the search form may be incorrect.

The search booster is in effect automatically when the ticket search form is opened and should deliver the same results as before.

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Agent Interface

This package has no agent interface.

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You are looking at the documentation for an older release. For the latest information, please see current release documentation.

External Interface

This package has no external interface.

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Dynamic Field Value Import

This feature add-on offers additional options for uploading values from CSV files for dynamic fields. The data from individual columns of the CSV file are assigned to a specific dynamic field that you can flexibly select. These files can additionally contain headers into which you can insert the desired name of the target fields. Before the value can be imported, the target fields have to be created manually.

After a successful upload, the Change Overview widget shows all new or deleted values for the dynamic fields affected. These values are marked in colors.

In addition, the feature add-on enables the automatic creation of ACLs based on the dynamic fields chosen and their imported values. This significantly reduces the manual workload for ACL creation.

Dependencies between the dynamic fields are created from left to right. If values for more than two dynamic fields are imported, the allocation of the ACL relations starts in the column furthest to the left. Multi-level dependencies are therefore possible.

Benefits

Fast import of modified product portfolios.

Customer service and sales are more quickly up-to-date.

Easier integration of partners from outsourced corporate areas.

Target Groups

Call centers

Customer service

Wholesalers

Sales

Order management

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSDynamicFieldValueImport

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package provides functionality to import dynamic field possible values from CSV files. Furthermore it is possible to create left → right associated access control lists (ACLs) between these dynamic fields and their imported values.

Contents

Processes & Automation

Dynamic Fields

Example Usage

Limitations

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Processes & Automation

This package makes it possible to import values for dynamic fields and adds a new widget into the left sidebar of the Dynamic Fields Management screen.

Contents

Dynamic Fields

Example Usage

Limitations

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Dynamic Fields

After installation of the package a new widget Value Import will be available in the left sidebar of the Dynamic Fields Management screen.

Value Import Widget

To import values for a dynamic field:

Make sure that the target dynamic fields are already created.

Click on the Browse… button of the Value Import widget in the left sidebar.

Select a proper formatted .csv file.

Select the Create dependencies (ACLs) checkbox.

Click on the Import button.

Select the target dynamic fields and see the change difference.

Modify the ACL settings, if needed.

Click on the Submit button.

Example Usage

Target dynamic fields have to be created manually before they can be used for value import. Only select-type fields are allowed (drop-down and multiselect).

Create the following dynamic fields:

Object

Type

Name

Label

Possible values

Ticket

Multiselect

Manufacturer

Manufacturer

Leave it empty

Ticket

Multiselect

Car

Car

Leave it empty

Ticket

Multiselect

ModelYear

Model Year

Leave it empty

To guarantee a proper working of the feature provided by this package, please format your CSV files according to the example. The first line containing dynamic field names is optional, but the dynamic fields will be auto-selected in the next screen, if they are provided.

By default the separator defined in your language will be used (usually , or ;). Alternatively you can override this by using the CSV separator user preference.

Manufacturer,Car,ModelYear
BMW,X3,2016
BMW,318d,2016
BMW,318d,2017
BMW,320d,2016
Audi,A4,2015
Audi,A4,2016
Audi,A5,2015
Audi,A5,2016
Audi,A6,2016

The CSV file contains information about possible values for dynamic fields. The first header line contains the target dynamic field names.

Browse for the CSV file and check the Create dependencies (ACLs) box if you want to generate ACLs. Click on the Import button, a new screen will be opened.

Change Overview Widget

In this overview you will see a table indicating CSV column, the selected target dynamic field, a colorized change difference between old and new possible values and (if ACL setting is enabled) a preview of the relations between the fields. This helps comparing the data before the values are written.

Data from every CSV column will be assigned to a specific dynamic field. The target field can be chosen. If a header line is used, the field names are pre-selected.

Warning

The existing possible values for all affected fields will be completely overwritten with the uploaded values. Therefore you should carefully check if the indication of removed and new values for each dynamic field matches your expectation. In order to retain existing values they need to be contained in the uploaded CSV file.

It is possible to automatically create left → right associated ACLs based on the selected dynamic fields and their imported values. This will reduce the effort to creating ACLs manually. The dependencies between dynamic fields and values are created from the left to right side.

ACL Settings Widget

The following settings are available when using this functionality.

Create ACLs?

If you want to generate ACLs, check this box. Left → right depending ACLs between affected fields will be created automatically on import.

ACL Prefix

Given prefix is used for all created ACLs. Change prefix to affect execution order (interoperability with manually created ACLs).

Remove ACLs with other prefixes

Select this checkbox, if all previously auto-generated ACLs should be removed.

Note

If a different prefix was used previously and this option is not used, old ACLs will remain and might cause undesired behavior.

Auto deploy

Select this checkbox, if you would like to automatically deploy ACLs after creation.

Note

This will also affect other ACLs that have not been deployed yet.

The ACL creation is implemented in the following way:

If the dynamic field with the value(s) from the left side is matched, it is (only) possible to select the dynamic field with the value(s) from the right side.

If values for more than two dynamic fields are imported (3 or more columns exist in the CSV file), ACL relations are always created starting from the leftmost column. This allows for multi-level dependencies.

After you have finished all checks, just submit the form. The values of the affected dynamic fields will be updated in the background and, if activated, the ACLs will be generated. Afterwards you will be redirected to the dynamic field overview again.

Now go to the ACL Management screen, and check the generated ACLs.

Generated ACLs for Dynamic Field Restrictions

Limitations

However this package makes it easy to import values for dynamic fields and generate the appropriate ACLs, there are some limitations.

Dynamic field creation and configuration has to be done manually (e.g. to define if a field should be a drop-down or multiselect and if empty values are allowed).

ACLs are created in a way that secondary fields require a selection on their primary field before any selection is possible.

ACLs will always be created for all dynamic fields from the CSV file. Unrelated dynamic fields have to be imported separately.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Dynamic Field Web Service

With the help of this dynamic field, data from third-party systems can be displayed without custom development.

Benefits

Saves time when processing tickets since updating third-party systems is not necessary.

Data management does not have to take place within OTRS.

Execute arbitrary complex mappings through the XSLT mapping module.

Target Groups

Complaint management

Customer service

Development

Document management

E-commerce

IT

IT service

Project management

Security management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSDynamicFieldWebService

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This feature implements a generic dynamic field type Web Service that gathers its selectable options from an external system using a web service.

The response from the external system defines the possible options to be displayed, and they could vary depending on the data that is sent in the request. Normally when a field is changed in a screen (e. g. the ticket priority in the New Phone Ticket screen) the values of other fields could be updated. That is the case with this type of dynamic fields, as they could also include all screen field values in the request and the remote server could potentially return completely different values depending on input.

Additionally if the dynamic field source object already exists (e. g. a ticket, and the field is set in the Ticket Free Fields screen), the details of the already created ticket are also included in the request.

Contents

Processes & Automation

Dynamic Fields

Dynamic Field Settings

Web Services

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Processes & Automation

This package makes it possible to create dynamic fields of the type Web Service, which can store data from external systems in tickets.

Contents

Dynamic Fields

Dynamic Field Settings

Web Service Dynamic Field Settings

Web Services

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Dynamic Fields

After installation of the package a new dynamic field type Web Service will be available for tickets.

This dynamic field can be created the same way as default dynamic fields are created. For this navigate to the Dynamic Fields module of the Processes & Automation group in the administrator interface. In this screen you can select the Web Service field from the drop-down lists on the left side.

See also

The usage of dynamic fields and the general dynamic field settings are described in the administrator manual.

Dynamic Field Settings

It is necessary to have an already working web service before creating a new dynamic field, that uses such web services.

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Web Service Dynamic Field Settings

Dynamic field of type web service is used to store data from external systems for tickets.

Web Service Dynamic Field Settings

Web service *

The configured web service whose invokers will be to triggered when a dynamic field is displayed.

Invoker *

The invoker that is used to send requests to external systems. Within this field, just invokers of type Generic::PassThrough will be displayed.

Multiselect

A drop-down menu to determine if the displayed dynamic field should act as a multiselect field instead of a drop-down field.

Cache TTL

A cache time to live value, that contains a value (in minutes). If the value is 0 or empty, no caching will be active. This cache is to prevent unnecessary requests to the remote server using the same values.

Add empty value

Defines if it is possible to save an empty value in the field.

Tree View

This option activates the tree view of possible values, if they are supplied in the correct format.

Translatable values

If you activate this option the values will be translated to the user defined language.

Note

You need to add the translations manually into the language translation files.

Show link

Here you can specify an optional HTTP link for the field value in overviews and zoom screens. Optional HTTP link works only for single-select fields. Example:

https://some.example.com/handle?query=[% Data.Field1 | uri %]

If special characters (&, @, :, /, etc.) should not be encoded, use url instead of uri filter.

Link for preview

If filled in, this URL will be used for a preview which is shown when this link is hovered in ticket zoom. Please note that for this to work, the regular URL field above needs to be filled in, too.

Note

Do not forget to add the new dynamic field to ticket view screens.

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Web Services

To create a new dynamic field of type Web Service it is necessary to have an already working web service. It requires to have at least one invoker of the type Generic::PassThrough. This invoker will be called to fetch the data from the remote server. The original data that it is sent in a request is similar to the following example.

{
    DynamicFieldID    => 123,
    DynamicFieldLabel => 'NameX',
    DynamicFieldName  => 'NameX',
    DynamicFieldValue => 'Value',
    Form => {
        # Form fields
        # ...
    },
    Ticket => {
        # Ticket attributes
        # ...
    },
    DynamicField => {
        NameX => 'Value'
        NameY => [ 'Value' ],
    },
    UserID => 123,
},

Form

This section contains the fields in the current form in the web browser. This information changes as the screen is filled in.

Ticket

This section (or another source object, e. g. CustomerUser) contains the attributes of the object where the dynamic field belongs.

For example in the New Phone Ticket screen the section is empty as the ticket is not created yet, but in the Ticket Free Fields screen it contains the information of the current ticket.

DynamicField

This section contains all non empty values of all configured dynamic fields for the current object.

In most cases the data that the remote server requires will be very different from the data provided, so it is highly recommended to use a mapping module for the outgoing data to format it specifically for the remote server call.

The following outgoing mapping example shows an XSLT mapping that discards any data and sets a fixed UserLogin, Password and TicketID (as needed for a TicketGet operation).

<?xml version="1.0" encoding="UTF-8"?>
<xsl:transform
    xmlns:xsl="https://www.w3.org/1999/XSL/Transform"
    xmlns:date="https://exsalt.org/dates-and-times"
    version="1.0"
    extension-element-prefixes="date">

    <xsl:output method="xml" encoding="utf-8" indent="yes" />

    <!-- Don't return unmached tags -->
    <xsl:template match="text()" />

    <!-- Remove empty elements -->
    <xsl:template match="*[not(node())]" />

    <!-- Root template -->
    <xsl:template match="/">
        <RootElement>
            <UserLogin>someuser</UserLogin>
            <Password>somepassword</Password>
            <TicketID>1</TicketID>
        </RootElement>
    </xsl:template>

</xsl:transform>

The response from the server can also be very different, so in this case is also very recommended to use a mapping module for the incoming data in order to be able to process the information. The response must be a list of key and value elements.

The following incoming mapping example shows an XSLT mapping that converts the results from a TicketGet operation response form the remote server, extracting and formatting the state and queue as needed to be used as options for the dynamic field.

<?xml version="1.0" encoding="UTF-8"?>
<xsl:transform
    xmlns:xsl="https://www.w3.org/1999/XSL/Transform"
    xmlns:date="https://exsalt.org/dates-and-times"
    version="1.0"
    extension-element-prefixes="date">

    <xsl:output method="xml" encoding="utf-8" indent="yes" />

    <!-- Don't return unmached tags -->
    <xsl:template match="text()" />

    <!-- Remove empty elements -->
    <xsl:template match="*[not(node())]" />

    <!-- Root template -->
    <xsl:template match="/">
        <RootElement>
            <xsl:apply-templates />
        </RootElement>
    </xsl:template>

    <xsl:template match="/*/Ticket">
        <PossibleValue>
            <Key>State</Key>
            <Value>
                <xsl:value-of select="/*/Ticket/State" />
            </Value>
        </PossibleValue>
        <PossibleValue>
            <Key>Queue</Key>
            <Value>
                <xsl:value-of select="/*/Ticket/Queue" />
            </Value>
        </PossibleValue>
    </xsl:template>

</xsl:transform>

The following web service definition (importable YAML file) can be used for testing the field, but the endpoint must be adapted to match current system. This web service acts as requester and provider and it always returns the state and queue from TicketID 1, as possible values to the field.

Note

This example should not be used in conjunction with the development web server.

---
Debugger:
  DebugThreshold: debug
  TestMode: '0'
Description: Dynamic Field Web Service Test
FrameworkVersion: 7.0.x git
Provider:
  ErrorHandling: {}
  ErrorHandlingPriority: []
  Operation:
    TicketGet:
      Description: ''
      IncludeTicketData: ''
      MappingInbound: {}
      MappingOutbound: {}
      Type: Ticket::TicketGet
  Transport:
    Config:
      AdditionalHeaders: ~
      MaxLength: '100000000'
      NameSpace: https://www.otrs.org/TicketConnector/
      RequestNameFreeText: ''
      RequestNameScheme: Plain
      ResponseNameFreeText: ''
      ResponseNameScheme: Response
    Type: HTTP::SOAP
RemoteSystem: ''
Requester:
  ErrorHandling: {}
  ErrorHandlingPriority: []
  Invoker:
    TicketGet:
      Description: Get possible values from the other side.
      Events: []
      MappingInbound:
        Config:
          Template: |-
              <?xml version="1.0" encoding="UTF-8"?>
              <!--
              Copyright (C) 2001-2019 OTRS AG, https://otrs.com/
              This software comes with ABSOLUTELY NO WARRANTY. For details, see
              the enclosed file COPYING for license information (GPL). If you
              did not receive this file, see https://www.gnu.org/licenses/gpl.txt.
              -->

              <!-- DOCUMENTATION

              * Example XML Input *
              <RootElement>
                  ...
              </RootElement>

              * Example XML Output *
              <RootElement>
                  <PossibleValues>
                      <Key>???</Key>
                      <Value>???</Value>
                  </PossibleValues>
                  <PossibleValues>
                      <Key>???</Key>
                      <Value>???</Value>
                  </PossibleValues>
                  ...
              </RootElement>

              -->

              <xsl:transform
                  xmlns:xsl="https://www.w3.org/1999/XSL/Transform"
                  xmlns:date="https://exslt.org/dates-and-times"
                  version="1.0"
                  extension-element-prefixes="date">

                  <xsl:output method="xml" encoding="utf-8" indent="yes" />

                  <!-- Don't return unmatched tags -->
                  <xsl:template match="text()" />

                  <!-- Remove empty elements -->
                  <xsl:template match="*[not(node())]" />

                  <!-- Root template -->
                  <xsl:template match="/">
                      <RootElement>
                          <xsl:apply-templates />
                      </RootElement>
                  </xsl:template>

                  <xsl:template match="/*/Ticket">
                      <PossibleValue>
                          <Key>State</Key>
                          <Value><xsl:value-of select="/*/Ticket/State" /></Value>
                      </PossibleValue>
                      <PossibleValue>
                          <Key>Queue</Key>
                          <Value><xsl:value-of select="/*/Ticket/Queue" /></Value>
                      </PossibleValue>
                  </xsl:template>

              </xsl:transform>
        Type: XSLT
      MappingOutbound:
        Config:
          Template: |-
              <?xml version="1.0" encoding="UTF-8"?>
              <!--
              Copyright (C) 2001-2019 OTRS AG, https://otrs.com/

              This software comes with ABSOLUTELY NO WARRANTY. For details, see
              the enclosed file COPYING for license information (GPL). If you
              did not receive this file, see https://www.gnu.org/licenses/gpl.txt.
              -->

              <!-- DOCUMENTATION

              * Example XML Input *
              <RootElement>
                 ...
              </RootElement>

              * Example XML Output *
              <RootElement>
                  <PossibleValues>
                      <Key>???</Key>
                      <Value>???</Value>
                  </PossibleValues>
                  <PossibleValues>
                      <Key>???</Key>
                      <Value>???</Value>
                  </PossibleValues>
                  ...
              </RootElement>

              -->

              <xsl:transform
                  xmlns:xsl="https://www.w3.org/1999/XSL/Transform"
                  xmlns:date="https://exslt.org/dates-and-times"
                  version="1.0"
                  extension-element-prefixes="date">
                  <xsl:output method="xml" encoding="utf-8" indent="yes" />

                  <!-- Don't return unmatched tags -->
                  <xsl:template match="text()" />

                  <!-- Remove empty elements -->
                  <xsl:template match="*[not(node())]" />

                  <!-- Root template -->
                  <xsl:template match="/">
                      <RootElement>
                          <UserLogin>someuser</UserLogin>
                          <Password>somepassword</Password>
                          <TicketID>1</TicketID>
                      </RootElement>
                  </xsl:template>

              </xsl:transform>
        Type: XSLT
      Type: Generic::PassThrough
  Transport:
    Config:
      Encoding: ''
      Endpoint: https://localhost/otrs/nph-genericinterface.pl/Webservice/GenericConfigItemConnectorSOAP
      NameSpace: https://www.otrs.org/TicketConnector/
      RequestNameFreeText: ''
      RequestNameScheme: Plain
      ResponseNameFreeText: ''
      ResponseNameScheme: Response
      SOAPAction: Yes
      SOAPActionSeparator: '#'
      SSL:
        SSLProxy: ''
        SSLProxyPassword: ''
        SSLProxyUser: ''
    Type: HTTP::SOAP
  UseMappedData: '1'

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Outdated documentation

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Agent Interface

This package has no agent interface.

OTRS Offers an Ideal Solution for Companies of Any Size Learn more

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You are looking at the documentation for an older release. For the latest information, please see current release documentation.

External Interface

This package has no external interface.

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Dynamic Sender Addresses

The sender address of your tickets in the standard version of OTRS is by default a queue-associated email address. In order to configure the sender address this feature add-on uses a special dynamic field. When replying or forwarding tickets and event-based notifications, OTRS automatically sets the new sender address. When the dynamic field is blank, the queue-associated email address is used.

In addition, you can also use this feature add-on to edit tickets from all over the world and use country-specific sender addresses. By grouping the countries and email addresses OTRS can automatically add the correct return address for each country.

Benefits

Worldwide service with regional sender addresses.

Easier identification of incoming emails for your customers.

Improved customer loyalty.

Simplified teamwork with partners or outsourced divisions.

Target Groups

Call centers

Customer service

Sales

Marketing

Procurement

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSDynamicSenderAddresses

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package allows to base the sender address of outgoing emails on a dynamic field. This can be used for replies, forwards and event based notifications.

Contents

Communication & Notifications

Sender Address Mapping

Map Email Addresses

Mapping Settings

Processes & Automation

Generic Agent

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Communication & Notifications

After installation of the package, a new administrator module allows to add and modify values to be mapped from the configured dynamic field values into system email addresses. For each added value a valid system address can be selected. This mapping will be checked against dynamic field values in order to determine the sender address.

Contents

Sender Address Mapping

Map Email Addresses

Mapping Settings

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Sender Address Mapping

Use this screen to map the values contained in the configured dynamic field into system email addresses. The sender address mapping screen is available in the Sender Address Mapping module of the Communication & Notifications group.

Sender Address Mapping Management Screen

Map Email Addresses

Note

The mapping is based on the dynamic field set in setting DynamicSenderAddresses###FieldName. The dynamic field has to be created manually.

To add a mapping:

Click on the Add Mapping button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Mapping Screen

To edit a mapping:

Click on a mapping in the list of mappings.

Modify the fields.

Click on the Save or Save and finish button.

Edit Mapping Screen

To delete a mapping:

Click on the trash icon in the list of mappings.

Click on the Confirm button.

Delete Mapping Screen

See also

This administration screen reads and writes the system configuration setting DynamicSenderAddresses###Mapping, where the key is the name of the mapping and the value is the internal ID of the system email address.

DynamicSenderAddresses###Mapping Setting

Warning

Do not change the setting manually. Use the administrator interface module instead.

Mapping Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

System address *

Select a system email address configured in Email Addresses module in the administrator interface.

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Processes & Automation

A generic agent module is provided to have ticket values copied to a dynamic field to use this field as base for the sender address.

Contents

Generic Agent

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Generic Agent

The ticket service should be the base for the sender address, but only dynamic field values are supported by this feature.

In order to allow using the service, create a new dynamic field and use a generic agent job. The helper module will be added in order to automatically fill the new dynamic field with the service name.

To fill the dynamic field value with the service name:

Create the dynamic field Service Copy, but do not configure for display on any ticket screen.

Object type: Ticket

Field type: Text

Name: service_copy

Label: Service Copy

Create a generic agent job.

Event Based Execution section: Set the events TicketCreate and TicketServiceUpdate as triggers.

Select Tickets section: Set filters if the field should not be set globally (e. g. restricting this to specific queues).

Execute Custom Module section:

Module: Kernel::System::GenericAgent::CopyTicketValueToDynamicField

Param 1 key: Ticket_Service

Param 1 value: service_copy

Module parameters control which fields should be copied. The key determines the ticket attribute (service, queue, etc.) and the value determines the name of the destination dynamic field.

Note

Ticket_ prefix is needed if Services is used as parameter key. It will be included on the values for setting new values on ticket and it is not possible to get a real value for it, then as consequence the value for this ticket field will be empty.

Mapping from dynamic field values can now be used to link service names to actual sender addresses.

Generic Agent Configuration Example

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Agent Interface

This package has no agent interface.

Mapped Values as Sender Address

When a ticket reply or forward is created or when an event based notification is sent, the configured dynamic field of the ticket is checked. If the dynamic field contains a value, a mapping configuration is checked. If there is a mapped value in Sender Address Mapping, this value will be used as sender address.

If the dynamic field is not set or no mapping value exists, the default queue-based sender address will be used.

This feature should be used if your tickets have dynamic fields that contain information which sender address should be used, but are not email addresses. For this purpose the dynamic field values can be mapped to email addresses.

Example Usage

A dynamic field Customer location is configured to be used as sender address base. The configured queue sender address is support@company.com.

In the mapping module the following is configured:

England → support.uk@company.com

France → support.fr@company.com

Germany → support.de@company.com

Scotland → support.uk@company.com

When an agent replies to a ticket, the Customer location field is looked up and depending on the location the sender address is determined.

Dynamic field value: <empty field>, sender address: support@company.com (address from queue).

Dynamic field value: England, sender address: support.uk@company.com (mapped value).

Dynamic field value: Ireland, sender address: support@company.com (no mapping found, therefore address from queue).

Dynamic field value: France, sender address: support.fr@company.com (mapped value).

Direct Values as Sender Address

When a ticket reply or forward is created or when an event based notification is sent, the configured dynamic field of the ticket is checked. If the dynamic field contains a value, this value will be used as sender address.

If the dynamic field is not set, the default queue-based sender address will be used.

This feature should be used if your tickets have dynamic fields that contain email addresses which should be used as sender address.

Note

With this feature dynamic field values are not checked in advance, therefore all values for the configured field need to be valid email addresses to prevent delivery errors.

Example Usage

A dynamic field Customer location address is configured to be used as sender address. The configured queue sender address is support@company.com. When an agent replies to a ticket, the Customer location address field is looked up and the sender address is determined.

Dynamic field value: <empty field>, sender address: support@company.com (address from queue).

Dynamic field value: France, sender address: France (dynamic field value is an invalid email address, the email will not send).

Dynamic field value: support.uk@company.com, sender address: support.uk@company.com (dynamic field value).

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External Interface

This package has no external interface.

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Escalation Suspend

This feature add-on not only makes OTRS an even better tool for solving problems quickly and shortening response times, it also provides greater precision when it comes to time accounting. If you need to pause an escalation, this feature add-on will do the job perfectly. The feature add-on allows you to configure one or more statuses that will put one or more escalations (SLAs) automatically on hold. For example, if you are waiting for a third party answer or for a process step to be carried out, this feature add-on will give you more freedom by allowing you to stop the escalation countdown. Removing the state will then reactivate the escalation(s) automatically, and the time left to process the ticket will be displayed once again.

This configurable status is basically a pause function for escalations. The time that passes when the feature add-on is active is not counted in the ticket’s resolution time. This provides greater time accounting precision.

Benefits

Minimizes unnecessary escalations.

Enables precise time accounting.

Provides greater flexibility through its configurable status.

Target Groups

IT service management

Internal IT

Customer service

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSEscalationSuspend

Note

Not compatible with the following feature add-ons:

Advanced Escalations

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but includes the functionality to stop or suspend escalations. If a ticket is assigned to one of several configurable states, the escalation is stopped (disabled).

Configuration

To configure the states where the escalation is stopped:

Go to System Configuration screen.

Select OTRSEscalationSuspend in the Navigation widget.

Navigate to Core → Ticket in the navigation tree.

Add new entries to setting EscalationSuspendStates.

If suspend escalation is needed for already escalated tickets, enable the SuspendEscalatedTickets setting.

Note

Invalid states will not be considered as suspend states for the calculation.

When changing the state of the ticket to normal, the escalation will continue. In this case, it starts with the date when the status was changed, displaying the remaining time.

Therefore, the entire period when the ticket was not on a normal state is not counted for solution time. However, only periods when the ticket was in suspended states before first response is not counted for first response time.

Console Command

This package contains a console command Maint::Ticket::RebuildEscalationIndexOnline handled by the OTRS daemon used for resetting the escalation times to the point it was suspended. This script is the one in charge to reset the escalation time to the point it was suspended.

To check if the script is running, execute the following command and find the RebuildEscalationIndexOnline task in the Recurrent cron tasks section.

otrs> /opt/otrs/bin/otrs.Console.pl Maint::Daemon::Summary

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Agent Interface

This package has no dedicated agent interface.

Note

For this example escalations should be configured for at least one queue.

Example usage:

Go to one of the new ticket screens, and create a new ticket for one of the queues configured with escalation (for this example Escalation - first response time is OK).

Open the Ticket Zoom screen for the newly created ticket. Notice that the escalation is running.

Once the escalation is running, change the ticket state to one that has been configured in EscalationSuspendStates setting.

Go back to the Ticket Zoom screen for the suspended escalation ticket and verify that the escalation is not running.

Change the ticket state to one different from those configured on EscalationSuspendStates setting. The escalation continues.

On ticket menu will be located a new option for Escalation view - Without Suspend State. Open this view and check the ticket without a suspend state.

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External Interface

This package has no external interface.

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Extended Ticket Stats

Personalize your statistics using a wide range of configuration options: First, specify the name, the assignment of rights and the format of your statistic. Then, you can select the desired attributes. These include:

Ticket number, type and status

Queue

Ticket creation date

Ticket closing date

Rate of resolution

Rate of resolution, adjusted for account work calendars

Join and leave times for queues

Each chosen attribute is displayed as distinct value series in the statistics. Afterwards, decide whether to sort the data in ascending or descending order and define its absolute or relative time frame.

Benefits

Obtain detailed information regarding the duration of tickets in your OTRS.

Find clues for optimizing your processes.

Detect employee overload at an early stage and take timely measures.

Target Groups

IT services

Call centers

Customer service manager

Project management

Senior management

Available in Service Package

PLATINUM

Package Name in OTRS Package Manager

OTRSExtendedTicketStats

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This module extends the statistic feature with adding new modules for ticket analysis. The package also adds a new ready to use statistic.

Contents

Reports

Statistics

New Statistic

New Dynamic Objects

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Reports

This package contains additional statistic modules for ticket analysis.

Contents

Statistics

New Statistic

New Dynamic Objects

Statistics for Queue Resting Time

Statistics for Queue Working Time

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Statistics

After installation of the package, a new statistic and two new dynamic list objects will be available in the Statistics screen.

New Statistic

After installation of the package, a new statistic will be available in the Statistics widget.

Statistics Overview Screen

Response Statistic

This static type statistic makes it possible to count how many times a response template has been used on a time frame. The result can be filtered by a time period and by queues.

To use the new statistic:

Search for Response Statistic in the Statistics widget.

Click on the Run now icon in the last column.

Select the time frame and the queues to include in the statistic.

Generate your statistic.

Response Statistic Settings

New Dynamic Objects

After installation of the package, two new dynamic objects will be added to the system.

Statistics for Queue Resting Time

You are able to calculate the resting time of tickets for queues with this statistic module. The statistic considering also the close times of tickets. This accounted time will not added to the resting time or the resting time based on working period. The resting time based on working periods will be only displayed if you have configured calendars for your queues.

Available columns are:

Number: numeration of the ticket list.

Ticket#: ticket number.

Ticket ID: internal ID of the ticket.

Created: ticket creation date.

Changed: last change date of the ticket.

Closed: last close date of the ticket.

Status: current state of the ticket.

Type: current type of the ticket.

Queue: current queue based on the history entries.

Queue join time: date based on history entries (ticket created in this queue, moved into this queue while being open or reopened in this queue).

Queue left time: date based on history entries (ticket closed in this queue or moved out of this queue while being open). Empty if ticket was still open and in this queue at end of reporting time-frame.

Resting time (seconds): count of the duration when the ticket stayed in the queue, based on join and left time. Times in which a ticket was closed will not be counted.

Resting time (HH:MM:SS): count of the duration when the ticket stayed in the queue, formatted as hours, minutes and seconds.

Resting time (Working hours, seconds): count of the duration when the ticket stayed in the queue based on the queue configured working calendars in the system configuration (this field will be empty if no calendar is configured).

Resting time (Working hours, HH:MM:SS): formatted count of the duration when the ticket stayed in the queue based on the queue configured working calendars in the system configuration (this field will be empty if no calendar is configured).

Criticality: current criticality of the ticket.

Impact: current impact of the ticket.

To use the new dynamic object:

Create a new Dynamic List statistic.

Choose the dynamic object OTRSStatsQueueRestingTime.

Configure the rest of the configuration options according to your wishes.

Run the statistic with output print or CSV.

All tickets matching the restrictions will be shown. Additional tickets will be shown, if they were created before the beginning of the reporting and were still open during the reporting time frame.

Statistics for Queue Working Time

This statistic is a modified ticket list to calculate the working time per queue. This modified ticket list statistic contains 3 new columns for the X-axis. In general the time for the 3 new columns is calculated on the time where ticket was not in a closed, removed or merged state type.

All queues in the system have the Time, Working Time and Effective Time column for this statistic object.

Example queue Misc:

Queue Misc Time contains the time the agent have worked on the ticket.

Queue Misc Working Time contains the time the agent have worked on the ticket based on the working calendars of the queue Misc.

Queue Misc Effective Time contains the time the agent set as time units for the ticket while it was in the queue Misc. The values are displayed for each agent by first and last name in the same column (comma separated).

To use the new dynamic object:

Create a new Dynamic List statistic.

Choose the dynamic object OTRSStatsQueueWorkingTime.

Click on the X-axis button and select the columns for the queue you like to display the working time or time.

Set all other restrictions and sort options you need for the statistic to complete the configuration.

Generate your statistic.

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External Interface

This package has no external interface.

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Hide/Show Dynamic Fields

A dynamic field enables the extension of the information stored in a ticket and the individual configuration of your OTRS. However, dynamic fields can also cause confusion when they appear in the wrong context.

A typical example of an internal IT department process is the ordering of hardware or software in OTRS. Dynamic fields help structure this order process through drop-down lists. For example, after choosing the hardware to be ordered, the feature add-on ensures that only appropriate choices will appear in the next step, e.g. screen, keyboard and printer. The dynamic fields defined for software, like word processing, image processing or spreadsheet software, will not be displayed.

Benefits

Clarity and transparency for your users.

Flexible configuration of ticket information in the agent and external interface.

Faster and more accurate entering of information, saving time for your employees and customers.

Target Groups

IT services

Complaint management

E-commerce

Supply-chain management

IT support

Sales

Marketing

Procurement

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSHideShowDynamicFields

Note

Not compatible with the following feature add-ons:

Advanced Editor

Categories for Text Modules

CIs in Customer Frontend

Restore Pending Information

Ticket Forms

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but the function can be used in agent and external interface. The following screens can be configured:

Agent interface:

New Phone Ticket

New Email Ticket

Ticket Phone Inbound

Ticket Phone Outbound

Ticket Note

Ticket Close

Ticket Move

Ticket Pending

Ticket Free Fields

Ticket Owner

Ticket Responsible

Ticket Priority

External interface:

New Ticket

Ticket Reply (within Ticket Detail View)

In the Ticket Search screen the functionality is limited to show or hide dynamic fields if non-ticket-specific ACLs are used (e.g. Properties → User → UserID or Roles).

Example Usage

Goals:

If brand VW is selected, all dynamic fields should be hidden and just VW Model is displayed.

If VW model Up is selected, all dynamic fields should be displayed except for the fields Peugeot Model and Peugeot Production Facility.

Create the following dynamic fields:

Object

Type

Name

Label

Possible values

Ticket

Dropdown

Brand

Brand

VW → VW

Peugeot → Peugeot

Ticket

Dropdown

VWModel

VW Model

Up → Up

Polo → Polo

Golf → Golf

T5 → T5

Ticket

Dropdown

VWProductionFacility

VW Production Facility

Barcelona → Barcelona

Berlin → Berlin

Bratislava → Bratislava

Ticket

Dropdown

PeugeotModel

Peugeot Model

207 → 207

307 → 307

Ticket

Dropdown

PeugeotProductionFacility

Peugeot Production Facility

Poissy → Poissy

Madrid → Madrid

Trnava → Trnava

Ticket

Dropdown

Fuel

Fuel

Gasoline → Gasoline

Diesel → Diesel

Gas → Gas

Ticket

Multiselect

Accessories

Accessories

CDRadio → CD Radio

GPS → GPS

ProximitySensors → Proximity Sensors

RearCamera → Rear Camera

ClimateControl → Climate Control

Ticket

Textarea

Remarks

Remarks

Ticket

Date

RegistrationDate

Registration Date

Ticket

Date

InvoiceDate

Invoice Date

Add the dynamic fields to the New Phone Ticket screen via setting Ticket::Frontend::AgentTicketPhone###DynamicField:

Brand → 1 - Enabled
VWModel → 1 - Enabled
VWProductionFacility → 1 - Enabled
PeugeotModel → 1 - Enabled
PeugeotProductionFacility → 1 - Enabled
Fuel → 1 - Enabled
Accessories → 1 - Enabled
Remarks → 1 - Enabled
RegistrationDate → 1 - Enabled
InvoiceDate → 1 - Enabled

Import this ACL:

---
- ChangeBy: root@localhost
  ChangeTime: 2019-07-22 11:44:25
  Comment: ''
  ConfigChange:
    PossibleNot:
      Form:
      - PeugeotModel
      - PeugeotProductionFacility
      - Accessories
      - Fuel
      - Remarks
      - RegistrationDate
      - InvoiceDate
  ConfigMatch:
    Properties:
      Ticket:
        DynamicField_Brand:
        - VW
  CreateBy: root@localhost
  CreateTime: 2019-07-22 11:40:43
  Description: ''
  ID: 1
  Name: ACL-VW
  StopAfterMatch: 0
  ValidID: 1

Detailed explanation:

DynamicField_Brand:
- VW

The condition for this ACL rule. If brand VW is selected, the rule will come into action. The array contains the used possible values. These are keys found in your database inside the dynamic_field table in column config. In this example it is a dynamic field of type Dropdown.

Form:

This package introduces the Form key as new option in the Possible, PossibleAdd and PossibleNot ACL change sections. Form holds the configuration for the visibility of dynamic fields.

PossibleNot:
  Form:
  - PeugeotModel
  - PeugeotProductionFacility
  - Accessories
  - Fuel
  - Remarks
  - RegistrationDate
  - InvoiceDate

This section lists the dynamic fields that should not be visible. In this example the dynamic fields VW Model and VW Production Facility are visible. All other dynamic fields will be hidden.

Import this second ACL:

---
- ChangeBy: root@localhost
  ChangeTime: 2019-07-22 12:06:24
  Comment: ''
  ConfigChange:
    Possible:
      Ticket:
        DynamicField_Accessories:
        - CD Radio
        - Climate Control
        DynamicField_Fuel:
        - Gasoline
        DynamicField_VWProductionFacility:
        - Bratislava
    PossibleAdd:
      Form:
      - Accessories
      - Fuel
      - Remarks
      - RegistrationDate
      - InvoiceDate
    PossibleNot:
      Form:
      - PeugeotModel
      - PeugeotProductionFacility
  ConfigMatch:
    Properties:
      Ticket:
        DynamicField_Brand:
        - VW
        DynamicField_VWModel:
        - Up
  CreateBy: root@localhost
  CreateTime: 2019-07-22 11:47:02
  Description: ''
  ID: 2
  Name: ACL-VW-Up
  StopAfterMatch: 0
  ValidID: 1

Detailed explanation:

DynamicField_Brand:
- VW
DynamicField_VWModel:
- Up

In this example two conditions should be met. Brand has to be VW and VW model has to be Up for this rule to come into action. It will be triggered only if an agent selects brand VW and VW model Up.

PossibleAdd:
  Form:
  - Accessories
  - Fuel
  - Remarks
  - RegistrationDate
  - InvoiceDate

Here the dynamic fields VW Model and VW Production Facility were already visible and they remain, but Accessories, Fuel, Remarks, Registration Date and Invoice Date has to be re-added to the fields that are visible. This is done in the PossibleAdd section as the first ACL sets this fields as not shown and both ACLs works together. If this was done in the Possible section for example, the result will be that only these fields explicitly will be shown and VW Model and VW Production Facility will be hidden as they are not longer part of the (new) Possible section.

PossibleNot:
  Form:
  - PeugeotModel
  - PeugeotProductionFacility

Just Peugeot Model and Peugeot Production Facility are invisible (in our example it does not make much sense to configure a Peugeot model if the user has a VW Up).

In addition to the visibility of dynamic fields there is the possibility to show just some of the possible values of a dynamic field. Combined into ACL rules like in here, makes it easier to handle big multiselects.

Possible:
  Ticket:
    DynamicField_Accessories:
    - CD Radio
    - Climate Control
    DynamicField_Fuel:
    - Gasoline
    DynamicField_VWProductionFacility:
    - Bratislava

In our example a VW Up can have just CD radio and climate control as extra accessories, just gasoline as fuel and can be produced just in Bratislava.

If we would have an ACL rule for Peugeot 207 for example, there may be other extras, fuel options and production locations selectable.

Note

If you are showing dynamic fields using the Possible option based on a DynamicField_NameX value, is normally desirable to include the dynamic field that triggers the ACL to be part of the fields to be displayed in the Possible or PossibleAdd sections (if apply). Otherwise if Possible or PossibleAdd contains other fields and not the trigger, the latest will not be shown after the value is selected.

Note

The mandatory status of the fields can not be changed using this method.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Link Object Connector

The main feature of this package is to extend the OTRS generic interface that enables OTRS to accept requests from external systems to interact with the link object.

Benefits

Accept requests from external systems to interact with the link object.

Target Groups

Development

IT service

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSLinkObjectConnector

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but extends the web service with new operations.

See also

In order to use this feature, a new web service has to be configured in the Web Services screen of the administrator interface.

Contents

Processes & Automation

Web Services

The main feature of this package is to extend the OTRS generic interface that enables OTRS to accept requests from external systems to interact with the link object.

Each operation requires a valid agent user login name and a password or a session ID. This session ID can be obtained using the SessionCreate operation from session connector that is available by default in OTRS.

This package includes the following generic interface operations.

Link::LinkAdd

This operation is used to create a link between two objects.

Link::LinkDelete

This operation is used to remove a link between two objects.

Link::LinkDeleteAll

This operation is used to remove all link of an object.

Link::LinkList

This operation shows all links of an object, optionally restricted by another object, link type and link direction.

Link::PossibleLinkList

This operation shows all possible link types between objects that are registered in the OTRS system.

Link::PossibleObjectsList

This operation shows all objects that can be used for linking.

Link::PossibleTypesList

This operation shows all possible link types between two given objects.

Due to the nature of the generic interface and the operations included in this package an external software is needed to send the requests to the OTRS system.

For testing we recommend the use of:

OTRS Perl SOAP Requester script: some of the variables in this script such as URL, NameSpace and Operation will need to be changed to match the current web service, the operation to be executed and the data to be sent.

SoapUI by SMARTBEAR: this is an open source software designed to test web services using SOAP messages.

Usage

The link object feature provides functionality to link items (e.g. tickets, changes) from objects (e.g. Ticket, ITSMChangeManagement) in order to provide a logical connection.

To make easier to read and understand these requests here are some SOAP request templates showing the parameters for each operation.

Link::LinkAdd Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <SourceObject>?</SourceObject>
    <SourceKey>?</SourceKey>
    <TargetObject>?</TargetObject>
    <TargetKey>?</TargetKey>
    <Type>?</Type>
    <State>?</State>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SourceObject

Object where the link originates.

SourceKey

ID of the originating object.

TargetObject

Object where the link points to.

TargetKey

ID of the target object.

Type

Type of the link.

State

State of the link, usually Valid.

Link::LinkDelete Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <Object1>?</Object1>
    <Key1>?</Key1>
    <Object2>?</Object2>
    <Key2>?</Key2>
    <Type>?</Type>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Object1

Object where the link originates.

Key1

ID of the originating object.

Object2

Object where the link points to.

Key2

ID of the target object.

Type

Type of the link.

Link::LinkDeleteAll Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <Object>?</Object>
    <Key>?</Key>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Object

Object where the links originate.

Key

ID of the originating object.

Link::LinkList Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <Object>?</Object>
    <Key>?</Key>
    <Object2>?</Object2>
    <State>?</State>
    <Type>?</Type>
    <Direction>?</Direction>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Object

Object where the links originate.

Key

ID of the originating object.

Object2

Optional restriction of the object where the links point to.

State

State of the links, usually Valid.

Type

Optional restriction of the link type.

Direction

Optional restriction of the link direction (Source or Target).

Link::PossibleLinkList Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Link::PossibleObjectsList Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <Object>?</Object>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Object

Object where the links originate.

Link::PossibleTypesList Request Template

<RootElement>
    <UserLogin>?</UserLogin>
    <Password>?</Password>
    <SessionID>?</SessionID>
    <Object1>?</Object1>
    <Object2>?</Object2>
</RootElement>

UserLogin and Password

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

SessionID

Used for authentication. This is optional, but either a user login with a password or a session ID have to be provided.

Object1

Object where the link originates.

Object2

Object where the link points to.

Examples

The following examples use all objects and types that are available in OTRS using the default configuration. If you have changed the link default configurations, the examples might have to be modified.

Create New Link

This example will show how to create a link, using the Link::LinkAdd generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <SourceObject>Ticket</SourceObject>
    <SourceKey>1</SourceKey>
    <TargetObject>Ticket</TargetObject>
    <TargetKey>2</TargetKey>
    <Type>Normal</Type>
    <State>Valid</State>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <Success>1</Success>
</namesp1:RootElementResponse>

Remove Link

This example will show how to remove the previously created link, using the Link::LinkDelete generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <Object1>Ticket</Object1>
    <Key1>1</Key1>
    <Object2>Ticket</Object2>
    <Key2>2</Key2>
    <Type>Normal</Type>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <Success>1</Success>
</namesp1:RootElementResponse>

Remove All Links

This example will show how to alternatively remove the previously created link (and all other links of this ticket), using the Link::LinkDeleteAll generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <Object>Ticket</Object>
    <Key>1</Key>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <Success>1</Success>
</namesp1:RootElementResponse>

Show All Links

This example will show all links of an object, using the Link::LinkList generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <Object>Ticket</Object>
    <Key>1</Key>
    <State>Valid</State>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <RootElement>
        <Direction>Source</Direction>
        <Key>2</Key>
        <Object>Ticket</Object>
        <Type>Normal</Type>
    </RootElement>
    <RootElement>
        <Direction>Source</Direction>
        <Key>3</Key>
        <Object>Ticket</Object>
        <Type>ParentChild</Type>
    </RootElement>
    <RootElement>
        <Direction>Target</Direction>
        <Key>4</Key>
        <Object>Ticket</Object>
        <Type>ParentChild</Type>
    </RootElement>
</namesp1:RootElementResponse>

Show All Possible Links

This example will show all possible link types between objects, using the Link::PossibleLinkList generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <RootElement>
        <Object1>Ticket</Object1>
        <Object2>Ticket</Object2>
        <Type>Normal</Type>
    </RootElement>
    <RootElement>
        <Object1>Ticket</Object1>
        <Object2>Ticket</Object2>
        <Type>ParentChild</Type>
    </RootElement>
</namesp1:RootElementResponse>

Show All Possible Objects

This example will show all objects that can be linked to a given object, using the Link::PossibleObjectsList generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <Object>Ticket</Object>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <PossibleObject>Ticket</PossibleObject>
</namesp1:RootElementResponse>

Show All Possible Types

This example will show all link types between two given objects, using the Link::PossibleTypesList generic interface operation.

Send the following SOAP request to the OTRS system.

<RootElement>
    <UserLogin>johnsmith</UserLogin>
    <Password>Secret123</Password>
    <Object1>Ticket</Object1>
    <Object2>Ticket</Object2>
</RootElement>

The server response should be something similar to this one.

<namesp1:RootElementResponse>
    <PossibleType>Normal</PossibleType>
    <PossibleType>ParentChild</PossibleType>
</namesp1:RootElementResponse>

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Processes & Automation

The functionality needs to be configured in the Web Services module of the administrator interface. The package contains example configurations for both SOAP and REST methods.

Contents

Web Services

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Web Services

The functionality needs to be configured in the Web Services module of the administrator interface. The package contains example configurations for both SOAP and REST methods.

To import the web service configuration:

Go to the Web Service Management screen in the administrator interface.

Click on the Add Web Service button in the left sidebar.

Click on the Import Web Service button in the left sidebar.

Select the file scripts/GenericLinkConnectorSOAP.yml or scripts/GenericLinkConnectorREST.yml within the OTRS home folder.

Click on the Import button.

These files contain the complete information to setup the web service. The web service can be customized after the import process, if needed. The result of this process will be the same as the manual procedure explained below, but with some useful comments are added to the operations. The imported web services are ready and able to handle all the new operations provided in this package.

It is possible to setup the configuration manually, if you would not like to use the builtin configuration examples.

Note

The following steps are needed only, when the web services were not imported as explained above.

The following steps are required to provide a full working configuration:

Go to the Web Service Management screen in the administrator interface.

Click on the Add Web Service button in the left sidebar.

Fill the form with the following data:

Name: LinkObjectConnector

Debug threshold: Debug

Network transport: HTTP::SOAP

Click on the Save button to enable the Add Operation selection and the Configure button for network transport.

Click on the network transport Configure button to show the transport options.

Use the following parameters:

Namespace: https://otrs.org/LinkObjectConnector/

Maximum message length: 100000

Click on the Save button. Wait until the page refreshes and then click on the Go back to web service button to continue.

The Add Operation selection provides seven new operations for link:

Link::LinkAdd
Link::LinkDelete
Link::LinkDeleteAll
Link::LinkList
Link::PossibleLinkList
Link::PossibleObjectsLst
Link::PossibleTypesList

Add the Link::LinkAdd operation and set the name LinkAdd in the next screen. It does not need any further configuration.

Click on the Save button. Wait until the page refreshes and then click on the Go back to web service button to continue.

Repeat step 9 and step 10 for the other six Link:: operations.

After adding all operations, click on the Save and Finish button from the Edit Web Service: LinkObjectConnector screen.

Now you are on the Web Service Management overview screen and the new web service is ready and able to handle all the new operations provided in this package.

Note

When the new web service is fully tested, the debug threshold could be changed to Notice. This will reduce the amount of data that will be kept in the database and only notice and error messages will be logged.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Out of Office

This feature add-on ignores out-of-office messages. As a rule, after processing a ticket, a final message is sent to a customer stating that the request has been completed. Then, the ticket is closed. If the message recipient has an out-of-office message turned on, this gets sent back to OTRS as a reply. This causes the closed ticket to be automatically re-opened. An employee must then manually close the ticket again. This can be very time-consuming, especially if you have frequent email traffic.

With the feature add-on, the system stops responding to out-of-office messages, which means tickets are not reopened when these messages are received. You can flexibly configure which out-of-office messages should be ignored.

Benefits

Individual configuration that filters out-of-office messages.

Closed tickets are no longer opened by out-of-office replies.

Target Groups

Companies of all sizes with high ticket volumes

Anyone using out-of-office frequently

Companies with frequent email traffic

IT service management

Customer service

Service providers

Available in Service Package

TITANIUM

Package Name in OTRS Package Manager

OTRSOutOfOffice

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

Configuration

This package includes the functionality to create articles for a ticket with the X-OTRS-Header out of office without changing the status of the ticket. The module also prevents the locking of the ticket if mentioned header is present.

To configure this feature:

Go to System Configuration screen.

Select OTRSOutOfOffice in the Navigation widget.

Navigate to Core → Email → PostMaster in the navigation tree.

Activate the setting OTRSOutOfOffice-Header.

Select OTRS in the Navigation widget.

Navigate to Core → Email → PostMaster in the navigation tree.

Add the X-OTRS-OutOfOffice header to the end of the list in setting PostmasterX-Header.

Deploy the settings.

Go to the PostMaster Filters screen of the administrator interface and add a new postmaster filter.

Set email header X-OTRS-Header with value 1 of an incoming email based on whatever regular expression or text you want to use (e.g. Subject: [Out of Office]).

Click on the Save button.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Process Management Article Email

This feature add-on makes it possible to add email addresses to process management articles, as well as send them via email. This guarantees a more direct communication straight from the process and therefore increases the transparency of the process communication.

Benefits

More flexible usage of the OTRS process management.

Direct communication with customers or other agents straight from the process.

Greater transparency for customers or other agents regarding the process step their request is in.

More interactivity with the customer or other agents during the process.

More efficient design of your business processes.

Target Groups

Process managers

External IT

Internal IT

Customer service

Facility management

And many more

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSProcessManagementArticleEmail

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but the feature add-on adds a new communication channel that is selectable for articles.

Contents

Processes & Automation

Process Management

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Processes & Automation

After installation of the package, it is possible to select Email as communication channel for sending an article to a customer user.

Contents

Process Management

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Process Management

This feature adds the ability to add email addresses to process management articles and sends the article to the inserted recipients.

To add an email communication channel to process management article:

Go to the Process Management screen.

Click on the User Task Activity Dialogs item in the Available Process Elements widget in the left sidebar.

Click on the pencil icon to edit the user task activity dialog.

Drag the Article field from the Available Fields pool and drop into the Assigned Fields pool or click on a pencil icon of an already added Article field.

Select Email in the Communication Channel field.

Edit Field Details Window

Save and deploy the process.

Go to the Ticket Notifications screen of the administrator interface.

Create a corresponding ticket notification for the event ArticleCreate so that the email is sent.

Warning

In the same activity dialog, you can use either the above-mentioned article field with email or a regular article field. Using both fields together will cause a process error.

Now go to the New Process Ticket and start a new process.

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Agent Interface

This package has no agent interface, but the feature add-on adds the regular email fields to New Process Ticket screen.

Contents

Tickets

New Process Ticket

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Tickets

After installation of the package, it is possible to send an article to a customer user when an agent starts a new process ticket.

Contents

New Process Ticket

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New Process Ticket

To send an email to a customer user via a process ticket:

Click on the New Process Ticket menu item of the Tickets menu.

Select a process from the drop-down list.

Enter your customer information as already known from email tickets.

On submitting the activity dialog, the article gets sent to the configured customer user.

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External Interface

This package has no external interface.

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Queue Responsible

In service management, results depend on how tasks are assigned and making sure that no service request stays unanswered. Therefore, OTRS allows you to assign a responsible person to a ticket who takes care of solving it. However, in companies with many regional branches or many levels of hierarchy in their service management staff, there is a complex queue structure. This can make the responsibilities unclear and lead to meaningless reporting.

This feature add-on is the solution, because it allows you to assign a responsible party at the queue level.

Benefits

Clear separation of divisions by queue responsibles.

More significant reporting.

Target Groups

IT service management

Call centers

Sales

Logistics

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSQueueResponsible

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

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Administrator Interface

This package has no administrator interface.

Configuration

This package provides the responsible feature for queues and handles the TicketQueueUpdate and TicketCreate events to set the responsible based on the name of the queue.

To activate the queue responsible feature:

Go to System Configuration screen.

Make sure that Ticket::Responsible setting is enabled in order to be able to check it on Ticket Zoom screen.

Select OTRSQueueResponsible in the Navigation widget.

Navigate to Core → Ticket → OTRSQueueResponsible in the navigation tree.

Set values for Ticket::QueueResponsible setting. Key is the queue name as stored in database (e.g. Junk, Misc or Raw) and content is the login name of the user to be defined as responsible.

Modify Ticket::QueueResponsibleOnNewTicket setting if needed. If the value is set to Yes then also the responsible of new tickets is set per queue and the new tickets are processed like the change of queue event.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ready2Adopt ITSM Processes

Use the following predefined processes in the IT service management disciplines of service design, service operation and service transition:

Service Design:

Availability Management (proactive)

Availability Management (reactive)

Catalog Management

Continuity Management

Service Design Coordination (individual design)

Service Level Management

Supplier Management

Service Operation:

Access Management

Event Management

Incident Management

Problem Management

Request Fulfillment Management

Service Validation and Testing

Service Transition:

Change Evaluation

Knowledge Management

Release and Deployment Management

Service Asset and Configuration Management

Service Transition Planning and Support

Benefits

Continual service improvement (CSI) through pre-defined ITIL processes.

Higher efficiency and quality through proven ITIL-inspired processes.

Target Groups

Customer service

Facility management

IT

IT service

Security management

Service providers

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSReady2AdoptITSMProcesses

Note

This feature add-on requires the ITSM Configuration Management feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but it adds the possibility to import Ready2Adopt processes.

Contents

Processes & Automation

Process Management

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Processes & Automation

After installation of the package, a list of several properly defined processes will be available in the Process Management screen.

Contents

Process Management

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Process Management

This package includes several examples of predefined processes that can help in some specific cases.

The following Ready2Adopt processes are available from the Ready2Adopt Processes widget:

Service Design::Availability Management (proactive)

Service Design::Availability Management (reactive)

Service Design::Catalogue Management

Service Design::Continuity Management

Service Design::Service Design Coordination (individual design)

Service Design::Service Level Management

Service Design::Supplier Management

Service Operation::Access Management

Service Operation::Event Management

Service Operation::Incident Management

Service Operation::Problem Management

Service Operation::Request Fulfillment Management

Service Operation::Service Validation and Testing

Service Transition::Change Evaluation

Service Transition::Knowledge Management

Service Transition::Release and Deployment Management

Service Transition::Service Asset and Configuration Management

Service Transition::Service Transition Planning and Support

To import a Ready2Adopt process:

Go to the Process Management screen in the administrator interface.

Select a process from the Ready2Adopt Processes widget in the left sidebar.

Click on the Import Ready2Adopt process button.

Deploy all processes.

During the import process, the system takes care of creating the needed dynamic fields and/or any needed updates to the system configuration.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ready2Adopt Processes

Many processes in our everyday working life are standardized and recurring – and thus are ideal for using a process template.

With templates, mistakes can be avoided and tasks can be done faster. Improved quality and efficiency are the result!

The following process templates are available in OTRS:

Time off requests

Room reservations

Office supply requests

Travel expenses

Complaints about materials

Benefits

Quick execution of routine tasks.

Error reduction due to predefined processes.

Time saved on recurring tasks.

Quality assurance through specified processes.

Overview of the current status of an edit.

Automation options.

Target Groups

Complaint management

Customer service

Facility management

Human resources

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSReady2AdoptProcesses

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package has no administrator interface, but it adds the possibility to import Ready2Adopt processes.

Contents

Processes & Automation

Process Management

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Processes & Automation

After installation of the package, a list of several properly defined processes will be available in the Process Management screen.

Contents

Process Management

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Process Management

This package includes several examples of predefined processes that can help in some specific cases.

The following Ready2Adopt processes are available from the Ready2Adopt Processes widget:

Conference Room Reservation

Office Materials Management

Order Request Management

Request for Leave Management

Start RMA

Travel expense

To import a Ready2Adopt process:

Go to the Process Management screen in the administrator interface.

Select a process from the Ready2Adopt Processes widget in the left sidebar.

Click on the Import Ready2Adopt process button.

Deploy all processes.

During the import process, the system takes care of creating the needed dynamic fields and/or any needed updates to the system configuration.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ready2Adopt Web Services

Not only do you use a single instance of OTRS, but you may also use additional OTRS installations and other tools. This can make accessing data inconvenient. Luckily, the following web services provide a workaround:

Jira connector

Bugzilla connector

OTRS-OTRS connector

Benefits

All data is centrally accessible in OTRS.

Execute arbitrary complex mappings through the XSLT mapping module.

Target Groups

Customer service

Development

IT

IT service

Security management

Service providers

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSReady2AdoptWebServices

Note

This feature add-on requires the Ticket Invoker feature.

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

You are looking at the documentation for an older release. For the latest information, please see current release documentation.

Administrator Interface

This package has no administrator interface, but it adds the possibility to import Ready2Adopt web services.

Contents

Processes & Automation

Web Services

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Processes & Automation

After installation of the package, a list of several properly defined web services will be available in the Web Service Management screen.

Contents

Web Services

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Web Services

This package includes several examples of predefined web services created by experts.

The following Ready2Adopt web services are available from the Ready2Adopt Web Services widget:

BugzillaConnector to create or update bugs on a remote Bugzilla server.

JIRAConnector to create or update issues on a remote JIRA server.

OTRSConnector to create or update tickets on a remote OTRS server.

To import a Ready2Adopt web service:

Go to the Web Service Management screen in the administrator interface.

Select a web service from the Ready2Adopt Web Services widget in the left sidebar.

Click on the Import Ready2Adopt web service button.

During the import process, the system takes care of creating the needed dynamic fields and/or any needed updates to the system configuration.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Restore Pending Information

With this feature add-on, your agents can save time dealing with recurring questions or follow-up messages from a customer. When the state pending is selected again, certain fields will be completed automatically.

After your agent has answered a question from a customer user and the customer user wants to test the recommended solution, your agent can set the ticket status to pending and specify a reminder time, a subject and a text for internal documentation. If the customer user sends another question before the reminder time runs out, your agent can answer and select the pending status again without having to re-enter the reminder time, title and text, as this information is now added automatically. If the reminder time expires, the default values are used.

Benefits

Fewer clicks and less work by using the memory function.

Saves time managing recurring requests from a customer.

Target Groups

IT support

IT services

Facility management

Call centers

Customer service

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSRestorePendingInformation

Note

Not compatible with the following feature add-ons:

Hide/Show Dynamic Fields

Ticket Forms

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This package has no agent interface, the feature add-on uses the existing ticket screens.

Contents

Tickets

Ticket Zoom

Use Case Example

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Tickets

On opening the Ticket Pending screen the functionality pre-fills the fields with the restored information from the last pending reminder set by the agent. This includes the following fields, which are pre-filled in the ticket pending pop-up screen:

Pending date

State

Title

Text (if the text comes from a note article created by the Ticket Pending screen)

The functionality works only, when the target time is not expired, then the standard functionality sets the usual default values.

Contents

Ticket Zoom

Use Case Example

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Ticket Zoom

After installation of the package, the functionality is automatically integrated in the Ticket Pending screen. If there was an unexpired pending time set before, the Ticket Pending screen is pre-filled with the information of the last action where the pending time was set.

Use Case Example

The agent sets a pending state with a pending time and other information like subject and text in the ticket.

The pending time is stored now in the Ticket Information widget in the right sidebar of the Ticket Zoom screen.

Before the pending time is expired, an incoming customer communication resets the pending time (the customer answers with “thanks”).

With the functionality of this package the agent is able to restore the pending time within the Ticket Pending screen easily.

When the agent opens the Ticket Pending screen, the fields are pre-filled with the information from the last entry which set a pending time.

Note

There are several options to set a pending time, but the pre-fill functionality is only integrated in the Ticket Pending screen.

The text field is only pre-filled from note articles, since this is the type of article the Ticket Pending screen creates.

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External Interface

This package has no external interface.

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Restrict Customer Data View

Service organizations that go global or have a wide range of products have to outsource their customer service to distribution partners or call centers. When that happens, the security of customer data is very important and only the appropriate third party providing the service should have access to customer information.

This feature add-on makes this defined access possible with the assignment of customer IDs to partner IDs. It enhances and specifies the customer information center of the standard version and whose customer data can be accessed by all agents. When customer data is retrieved from an LDAP server, the feature add-on checks for a partner ID and which customer IDs are assigned to it. Therefore, agents of a partner ID can only see customer data of the assigned customer ID. If there is no customer ID assigned to a partner ID, the agents are not allowed to see any customer data. If no partner ID has been created, all agents can see all customer data.

The first configuration steps after the installation are the configuration of the LDAP server connection and the mapping of partner IDs to customer IDs with the help of a graphical interface. The administration of those connections can also be managed in a separate dashboard.

Benefits

Specific allocation of access permissions allows protection of your customer data.

Simplifies the collaboration with subsidiaries, subcontractors and partners.

Target Groups

International companies

Call centers

Companies offering a wide range of products

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSRestrictCustomerDataView

Note

Not compatible with the following feature add-on:

VIP Customer

Contents

Administrator Interface

Agent Interface

External Interface

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Outdated documentation

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Administrator Interface

This package offers the possibility to restrict the access of certain agents to data of certain customers following a mapping table.

Contents

Users, Groups & Roles

PartnerID ↔ CustomerID

Manage PartnerID ↔ CustomerID Relations

Mapping Settings

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Users, Groups & Roles

After installation of the package, a new module Partner ID ↔ Customer ID appears in the Users, Groups & Roles group in the administrator interface. Here you can define which partners should be assigned to customers.

Contents

PartnerID ↔ CustomerID

Manage PartnerID ↔ CustomerID Relations

Mapping Settings

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PartnerID ↔ CustomerID

Use this screen to manage mappings between partners and customers. The management screen is available in the PartnerID ↔ CustomerID module of the Users, Groups & Roles group.

Manage PartnerID-CustomerID Relations Screen

Manage PartnerID ↔ CustomerID Relations

Note

It is necessary to setup the LDAP server configuration in the system configuration.

To setup the LDAP server configuration:

Go to System Configuration screen.

Select OTRSRestrictCustomerDataView in the Navigation widget.

Navigate to Core → LDAP in the navigation tree.

Set the parameters for the LDAP connection.

If the LDAP server can be reached, the customer_id relations to the partner_id which is pulled from the LDAP server, will be stored in the database tables which are configured in the PartnerIDMapping section within the system configuration.

To see the PartnerIDMapping settings:

Go to System Configuration screen.

Select OTRSRestrictCustomerDataView in the Navigation widget.

Navigate to Core → PartnerIDMapping in the navigation tree.

See the settings.

Following the relations stored in the mapping tables, access to data of certain customers is restricted for agents which have a partner ID and relations in the database. Those agents can only see customers witch have customer IDs that are allowed in the database.

If a partner ID of an agent is stored in the database, but no related customer IDs are assigned, the agent wont be able to see any customer information. Agents with no given partner ID will still be able to see every customer data.

If the LDAP server configuration and the partner ID mapping is properly set, you can proceed with the management screen.

To create a new mapping:

Click on the Add mapping button in the left sidebar.

Add a partner ID into the first field.

Add a customer into the second field. Just start typing, the field has auto-completion support. The added customer IDs will be displayed below the text field.

Click on the Save button.

Add Mapping Screen

To edit a mapping:

Click on a mapping in the list of mappings.

Add or remove customers.

Click on the Save or Save and finish button.

Edit Mapping Screen

The PartnerID field is read-only. If you would like to edit the partner ID, you can delete the mapping and create a new one with the other partner ID.

To delete a mapping:

Click on the trash icon in the last column of the overview table.

Click on the OK button in the confirmation dialog.

Delete Mapping Screen

Note

If several mappings are added to the system, use the filter box to find a particular mapping by just typing the name to filter.

Mapping Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

PartnerID *

The ID of a partner as stored in the LDAP.

CustomerID *

The internal ID of a customer as stored in the OTRS database.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Service-based Queue Routing

For a customer, excellent service initially starts with contacting the right service staff member. Being a help desk software, OTRS makes this possible with a clever queue and permission concept. However, if a ticket is created in the external or in the agent interface, one has to choose the suitable queue for his/her request from all existing and shown queues – not an easy task for a customer or responsible agent. For example a call center agent may not know which queue structure the service company has for the task on which he is working. This means a long decision-making times with a possible wrong result and the loss of precious working time.

This feature add-on now makes it possible to assign queues to several services, so that if this service is selected, then only the appropriate queues are shown. For example the service Support Mobile Devices can be assigned to the queues IT-2nd Level-Support Hardware and IT-2nd Level Support Mobile Applications so the right selection can be made more easily. This module can also be configured so that all queues can reappear with just one click. Time-consuming moves to the right queues and overextended customer users are a thing of the past.

Benefits

Simplified assignment of tickets in the correct queue without comprehensive knowledge about the queue structures.

Saving time.

Reduced workload.

Target Groups

Call centers

Customer service

Service providers

IT service management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSServiceBasedQueueRouting

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Ticket Settings

Services ↔ Queues

Manage Services ↔ Queues Relations

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Ticket Settings

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Services ↔ Queues

Manage Services ↔ Queues Relations

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Services ↔ Queues

Use this screen to add one or more services to one or more queues. To use this function, at least one service and one queue need to have been added to the system. The management screen is available in the Services ↔ Queues module of the Ticket Settings group.

Manage Service-Queue Relations Screen

Manage Services ↔ Queues Relations

To assign a service to a queue:

Click on a service in the Services column.

Select the queues you would like to add the service to.

Click on the Save or Save and finish button.

Change Queue Relations for Service

To assign a queue to a service:

Click on a queue in the Queues column.

Select the services you would like to assign the queue to.

Click on the Save or Save and finish button.

Change Service Relations for Queue

Note

If several services or queues are added to the system, use the filter box to find a particular service or queue by just typing the name to filter.

Multiple services or queues can be assigned in both screens at the same time. Additionally clicking on a service or clicking on a queue in the relations screen will open the Edit Service screen or the Edit Queue screen accordingly.

Warning

Accessing a queue or a service provides no back link to the relations screen.

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Agent Interface

This package has no agent interface, but it extends the standard behavior of the queue selection method. The service based queue routing affects the ticket creation screens and the Ticket Move screen. For this, the given service of the selected ticket will be used.

After selecting a service, there is a lookup for configured queues for this service. If there are configured queues for the selected service, only those will be available in the queue selection. If there are no queues configured for the selected service, all queues will be displayed.

It is possible to add a Get All button next to the queue selection. After clicking this button all available queues get restored to the queue selection field and can be selected.

Configured ACLs affect the displayed queues as usual.

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External Interface

This package has no external interface, but it extends the standard behavior of the queue selection method. The service based queue routing affects the ticket creation screens. For this, the given service of the selected ticket will be used.

After selecting a service, there is a lookup for configured queues for this service. If there are configured queues for the selected service, only those will be available in the queue selection. If there are no queues configured for the selected service, all queues will be displayed.

It is possible to add a Get All button next to the queue selection. After clicking this button all available queues get restored to the queue selection field and can be selected.

Configured ACLs affect the displayed queues as usual.

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Service Categories

If an agent or a customer creates a ticket and defines the ticket type, this feature add-on makes it easier to automatically display only the linked services from there on. The linking of ticket types and ticket services is carried out by an administrator with ticket configuration permissions, and it is possible to link a service to more than one ticket type, as well as a ticket type to more than one service. Ticket types and services can be additionally filtered and sorted in a drop-down menu.

Benefits

Input help for agents and customers.

Avoid process errors and incorrect assignments and the additional work they cause.

Certain customer groups or request types can be processed more quickly.

Target Groups

Internal and external IT service management

Quality management

Sales

Facility management

Customer satisfaction management

Complaint management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSServiceCategories

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Ticket Settings

Types ↔ Services

Manage Types ↔ Services Relations

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Ticket Settings

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Types ↔ Services

Manage Types ↔ Services Relations

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Types ↔ Services

Use this screen to add one or more types to one or more services. To use this function, at least one type and one service need to have been added to the system. The management screen is available in the Types ↔ Services module of the Ticket Settings group.

Manage Type-Service Relations Screen

Manage Types ↔ Services Relations

To assign a type to a service:

Click on a type in the Types column.

Select the services you would like to add the type to.

Click on the Save or Save and finish button.

Change Service Relations for Type

To assign a service to a type:

Click on a service in the Services column.

Select the types you would like to assign the service to.

Click on the Save or Save and finish button.

Change Type Relations for Service

Note

If several types or services are added to the system, use the filter box to find a particular type or service by just typing the name to filter.

Multiple types or services can be assigned in both screens at the same time. Additionally clicking on a type or clicking on a service in the relations screen will open the Edit Type screen or the Edit Service screen accordingly.

Warning

Accessing a type or a service provides no back link to the relations screen.

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Agent Interface

This package has no agent interface, but it extends the standard behavior of the service selection method.

Use Case Example

Service One and Service Two are assigned to type Unclassified in the Types ↔ Services screen. Other services are not assigned.

To filter the services on the ticket create screens:

Go to any ticket create screen, for example New Phone Ticket.

Choose Unclassified ticket type.

Fill in the other customer fields.

Check what services are available in the Service drop-down.

Note

Customer Users ↔ Services filter is applied before the one for Types ↔ Services.

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External Interface

This package has no external interface.

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Service Responsible

Typically, an inbound ticket is first assigned to an edit group/team, known as a queue, by an agent. This agent usually has no knowledge of which employee on the respective team should handle the request. The ticket is then reopened by the team that manages the queue, and it is assigned to the person who becomes responsible for taking care of the request. This means that the ticket is dispatched two times, so to speak.

This feature add-on allows you to configure your system so that specific agents are associated with each service option. This way, the agent who originally receives the inbound ticket does not need to know which employee is responsible for which services, but instead chooses only the service that needs to be provided. The assignment to a person is automatically handled by the system. Now, ticket assignment only needs to happen one time.

This functionality is, for example, a big advantage when working with a paged first-level support group. In this situation, agents who handle inbound tickets do not usually know the individual employees and their skill sets. This can cause delays in correctly assigning the ticket.

Benefits

Tickets are assigned directly to the person responsible.

Ticket allocation is faster and more efficient.

Assignment to outsourced first-level support is seamless.

Target Groups

Large companies

Companies with a high volume of tickets

Companies with many employees

Service-oriented workgroups

Companies with outsourced first-level support

Available in Service Package

TITANIUM

Package Name in OTRS Package Manager

OTRSServiceResponsible

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but adds a new entry to the recipient list of ticket notifications.

Contents

Communication & Notifications

Ticket Notifications

Manage Ticket Notifications

Ticket Notification Settings

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Communication & Notifications

This feature add-on adds a notification recipient for agents, who set the services in the Personal Preferences as responsible services.

Contents

Ticket Notifications

Manage Ticket Notifications

Ticket Notification Settings

Recipients

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Ticket Notifications

After installation of the package a new option will be available for the Send to field of the Recipients widget.

Manage Ticket Notifications

This feature add-on adds a new notification option for the service responsible agent.

Ticket Notification Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

See also

For an example, see a default ticket notification which is included in a fresh OTRS installation.

Recipients

Ticket Notification Settings - Recipients

Send to

The service responsibilities of all assigned agents can be chosen with the option All agents responsible for the service to notify the responsible agents.

All other setting and options are part of the OTRS framework.

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Agent Interface

This package adds a new preferences module to assign agents as responsible for services. Each agent can be assigned as responsible to multiple services and each service can have assigned multiple agents.

Contents

Personal Menu

Personal Preferences

Notification Settings

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Personal Menu

With this feature add-on each agent can be assigned to services within the related user preferences.

Contents

Personal Preferences

Notification Settings

Service Responsible

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Personal Preferences

After installation of the package a new widget will be available in the Notification Settings module in the Personal Preferences screen.

Notification Settings

These settings are for customizing personal notifications.

Service Responsible

In this widget the agents can set services to be a responsible agent to those services.

Service Responsible Widget

Select one or more services from the drop-down list.

Note

To activate this widget in personal preferences, you need to enable the following system configuration options:

Ticket::Service

Ticket::Responsible

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External Interface

This package has no external interface.

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Specific Ticket Notifications

As part of standard functionality, agents with administrator permissions can create automated notifications to be sent to a certain group of recipients of agents and/or customers. These are standard notifications, e.g. for when the owner of the ticket has changed or the ticket has been moved to another queue.

Now, with the feature add-on, agents without administrator privileges can also create individual, event-based notifications, albeit with the limitation that they can only be sent to their own email address. For example, an IT-service employee can configure individual notifications in order to be informed as soon as there is a change in the priority of a specific customer’s ticket.

Benefits

Stay informed regarding ticket changes, even when working outside of the agent interface.

React to changes more quickly.

More personalized configuration of notifications, avoiding a flood of information.

Target Groups

Internal and external IT

Customer service

Sales

Finance

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSSpecificTicketNotifications

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but extends Ticket Notifications screen with new buttons and adds a new group to the system.

Contents

Users, Groups & Roles

Groups

New Group

Communication & Notifications

Ticket Notifications

Manage Personal Ticket Notifications

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Users, Groups & Roles

After installation of the package a new group is added to the system.

Contents

Groups

New Group

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Groups

Access to the personal notification module is managed on a role-based access concept. After installation of the package a new group is added to the system. The group management screen is available in the Groups module of the Users, Groups & Roles group.

Group Management Screen

New Group

After installation of the package the following group is added to the system:

custom_notifications

Every agent who is a member of this group gets a Custom Notifications widget in the bottom of the Notification Settings module of Personal Preferences screen.

Note

The primary administrator user (root@localhost) is added to all groups with permission rw by default.

See also

To set the correct permissions for other agents, check the following relations:

Agents ↔ Groups

Roles ↔ Groups

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Communication & Notifications

After installation of the package a new functionality will be available in the Ticket Notifications screen of the Communication & Notifications group in the administrator interface.

Contents

Ticket Notifications

Manage Personal Ticket Notifications

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Ticket Notifications

This screen gets two new buttons in the left sidebar and a new column in the overview table.

Ticket Notification Management Screen

Administrators are still able to see all available notification entries. To be able to differentiate between entries of administrators and agents, there is a new column Personal in the notification overview. The entries of agents are marked in orange and have the value Yes in the column Personal.

Furthermore it is still possible to add other agents as email recipients in every new or modified notification entry, including notification entries of agents.

Manage Personal Ticket Notifications

To add a personal ticket notification:

Click on the Add personal notification button in the left sidebar.

Fill in the required fields.

Click on the Save button.

To edit a personal ticket notification:

Click on a ticket notification in the list of ticket notifications in a row that is displayed in orange.

Modify the fields.

Click on the Save or Save and finish button.

To delete a personal ticket notification:

Click on the trash icon in the list of ticket notifications in a row that is displayed in orange.

Click on the Confirm button.

To list only the personal notifications:

Click on the List my personal notifications only button in the left sidebar.

Click on the List all notifications button to restore the overview.

Adding a notification can be done with the same procedure that is described in the administrator manual. There is only one difference: the Recipients section.

Ticket Notification Settings - Recipients

In case of adding a personal ticket notification, only the personal email address of the administrator or agent can be selected in the Recipients section.

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Agent Interface

This package allows agents to set personal ticket notifications, like administrators can do.

Contents

Personal Menu

Personal Preferences

Notification Settings

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Personal Menu

After installation of the package it is possible to create own notifications, like administrators can do, except for the recipient addresses. Every event which is created by an agent will send emails to the agents own primary email only.

Contents

Personal Preferences

Notification Settings

Custom Notifications

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Personal Preferences

This package adds a new Custom Notifications widget to the bottom of the Notification Settings module of Personal Settings.

Notification Settings

Every agent who is a member of the group custom_notifications gets a Custom Notifications widget in the bottom of the Notification Settings module of Personal Settings.

Custom Notifications

This widget contains a link that points to the Ticket Notifications screen of the administrator interface, if an administrator clicks on the link. If an agent clicks on it, it opens a reduced variant of the Ticket Notifications screen.

Custom Notifications Widget

The Ticket Notifications screen does not contain the administrative elements, if an agent opens it.

Ticket Notification Management Screen

To add a personal ticket notification:

Click on the Add personal notification button in the left sidebar.

Fill in the required fields.

Click on the Save button.

To edit a personal ticket notification:

Click on a ticket notification in the list of ticket notifications in a row that is displayed in orange.

Modify the fields.

Click on the Save or Save and finish button.

To delete a personal ticket notification:

Click on the trash icon in the list of ticket notifications in a row that is displayed in orange.

Click on the Confirm button.

The agent is able to create his own notifications, like administrators can do, except the recipient addresses. Every event that an agent creates, will send emails to its own primary email. This recipient address is mandatory and cannot be switched to another one.

The related agent is only able to see, create, edit and/or delete his own notification entries. It is not possible to see or modify notification entries of other agents.

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External Interface

This package has no external interface.

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State Pre-selection Response Templates

The use of response templates saves a lot of time – especially if an agent has to answer a lot of similar customer requests, such as requests for a quote or a manual.

In the standard version of OTRS you need to define the ticket state manually every time you use a response template. This is an additional task, which needlessly costs a lot of time and even is a source for mistakes, especially when you use response templates very often.

This feature add-on makes it possible to define a ticket state for every response template right from the start, so if the answer is sent, the ticket state is set automatically. This saves time and lowers the risk for mistakes.

Benefits

Decreasing the risk of incorrect status inputs.

Saving time.

Target Groups

Customer service organizations having many partners or suppliers

External IT service providers

Call centers

Sales departments and sales companies

Advertising or communication agencies

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSStatePreselectionResponseTemplates

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Ticket Settings

State Pre-selection for Templates

Manage Responses

Response Settings

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Ticket Settings

This package adds a new module State pre-selection for Templates to the Ticket Settings group in the administration interface.

Contents

State Pre-selection for Templates

Manage Responses

Response Settings

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State Pre-selection for Templates

Use this screen to assign a ticket state to response templates. The ticket state will be pre-selected when answering a ticket via the response template. The management screen is available in the State Pre-selection for Templates module of the Ticket Settings group.

Ticket State Pre-selections For Response Templates Management Screen

Manage Responses

To assign a ticket state to a response template:

Click on a template in the list of templates.

Select a ticket state for the response template.

Click on the Save or Save and finish button.

Edit Response Screen

Note

The configured ticket states must be allowed in ticket context as next state. If this should not be the case, no next state will be pre-selected when answering a ticket.

Note

If several templates are added to the system, use the filter box to find a particular template by just typing to filter.

Response Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Pre-selected ticket state

Select a ticket state to assign it to the template. This ticket state will be pre-selected on Ticket Compose screen when answering a ticket using this response template.

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Agent Interface

This package has no agent interface, but the package allows pre-selection of ticket states for response templates.

To pre-select a ticket state on reply:

Go to the Ticket Zoom screen and click on the Reply menu item in the article menu.

Select a response template from the drop-down list.

The pre-selected ticket state should be set on the Next ticket state field in the Ticket Compose window.

See also

The ticket state can be assigned in the State Pre-selection for Templates management screen.

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External Interface

This package has no external interface.

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System Configuration History

System configuration import and export are fully possible in the standard version of OTRS. An export always represents your complete configuration.

With this feature add-on, previous revisions can now be viewed and restored individually. This makes it easy to reset a setting, reducing errors and downtime. In addition, changes are auditable and revision-proof – the system registers which changes have been made by whom.

Benefits

Error reduction by restoring configurations.

Detailed change log for all settings.

Accountability of changes.

Target Groups

IT

Security management

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSSystemConfigurationHistory

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package adds two new screens to see the history of the system configuration settings.

Contents

Administration

System Configuration

Deployment History

Setting History

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Administration

After installation of the package, new screens will be available for administrators to go through system configuration deployment and specific settings history, and make changes if needed.

Contents

System Configuration

Deployment History

Setting History

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System Configuration

The feature add-on adds new screens to the Changes Deployment screen and for the individual settings. These screens will display recent deployments in a descending order, along with their comments and name of the user who deployed the changes.

Deployment History

To see the deployment history:

Go to the System Configuration screen of the administrator interface.

Click on the Deployment button.

Click on the History button.

Deployment History Screen

Every deployment can be further inspected by clicking on View Details link next to it. Details screen can be used to compare the setting with its previous value, before the deployment took place.

Deployment Details Screen

It is possible to compare the old and the new settings side-by-side by clicking on the two arrows button.

Deployment Details Difference

Additionally, older deployments (every one before current state) can be restored with a simple click. By restoring a deployment, all settings will be reverted to the value they had at the time of the deployment in question.

Finally, deployments can be exported with click on the export button. User will be presented with a download of a YML file that contains changed settings. This YML file can be later restored via Import & Export screen in the system configuration.

Note

If several history entries are displayed in the history, use the filter box to find a particular log entry by just typing the name to filter.

Setting History

Specific setting history can be accessed via History button in the setting widget. This button opens a screen of all values setting had over different deployments. Information like name of the user that made the change and time of change is displayed, along with a useful comparison tool.

To see the setting history:

Go to the System Configuration screen of the administrator interface.

Search for a system configuration setting.

Open the setting for editing and click on its header to reveal the buttons.

Click on the History button.

Change History Screen

Every historical setting value can be restored by clicking on the Restore button in top right corner of the widget.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Tag Cloud

This feature add-on provides a better overview of trends in ticket information with the help of assigned tags. Where the standard version of OTRS offers similar functionality with a lot more clicks, the tag cloud shows the information instantly, at a single glance, and in comparison to other results. For example, it is possible to visualize the workload of single agents or departments dynamically and to see the most up-to-date results. Likewise, the frequency of incidents with certain products can be measured constantly and can be compared with each other, which leads to a faster reaction on deviations.

The following ticket attributes can be visualized in the tag cloud:

Ticket state

Queue

Owner

Responsible

Priority

SLA

Type

All dynamic fields (e.g. error classes, products, etc.)

The larger a tag cloud is, the more the defined ticket attributes occur. The numbers in the brackets show the exact number of found tickets. With a direct click on a tag, the ticket search starts automatically and the related tickets are shown instantly.

Benefits

Find out about trends & habits at a glance.

See the dynamic and current workload of your agents.

React fast to anomalies.

Target Groups

Marketing

Human resources

Sales

IT service management

And many more

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSTagCloud

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

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Agent Interface

This package includes the functionality of a tag cloud, which can be displayed as a small and/or large widget in the dashboard.

Contents

Dashboard

Dashboard

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Dashboard

This package adds a small and/or a large tag cloud widget to the agent dashboard. The tag cloud displays a configurable number of top hits for a selectable ticket attribute or dynamic field.

Contents

Dashboard

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Dashboard

This package adds a small tag cloud widget to the right sidebar of the dashboard and a large tag cloud widget to the content widgets of the agent dashboard. Each logged in agent has the option to configure or hide the tag cloud widgets according to personal preferences.

Large Tag Cloud Widget

The tag cloud widget displays a selection of top entries of the configured source. When clicking on one of the displayed tags, a ticket request with the selected value is started as a search criterion in a new browser window.

To turn on or off the tag cloud widgets:

Click on the Settings widget in the right sidebar to expand it.

Select or deselect the widgets OTRS TagCloud – Small and OTRS TagCloud – Large.

Click on the Save settings button.

See also

You can also remove a widget, if you hover the mouse over the widget header and click on the × on the top right corner to close the widget.

To configure a tag cloud widget:

Hover the mouse over the widget header.

Click on the gear icon in the top right corner.

Modify the fields.

Click on the Save Changes button.

Tag Cloud Settings

Each agent can configure individual tag clouds independently from other agents or tag clouds in the dashboard. The settings are stored separately for each tag cloud and agent.

Shown

Select, how many tags should be displayed in the widget. The most common tags are always displayed.

Source

Select, from which source should be the tags visualizing. It is possible to select between the ticket fields like priority, queue, SLA, service, status and type, as well as for ticket search configured dynamic fields.

See also

To configure the dynamic fields for the ticket search screen, see the setting Ticket::Frontend::AgentTicketTicketSearch###DynamicField.

Scrollwheel zoom

If enabled, the scroll wheel of the mouse can be used to zoom in or out in the tag cloud instead of scrolling the page. The zoom can be helpful if you want to enter deeper into the tag cloud.

It is possible that empty values are stored in dynamic fields. These are represented by the string Empty. If no data is available for the selected source, an error message with corresponding text is displayed. This tells the agent the missing data and asks him to choose another source for the tags.

The tag cloud offers the possibility to filter the tag search for queues, states, owners and responsible person. For this, the configuration parameter FilterEnabled must be activated in the setting of the tag cloud in the system configuration.

To filter the sources:

Click on the filter icon in the top left corner of the content area in the tag cloud widget.

Add some filter criteria with the filter options.

Click on the Submit button.

Tag Cloud Filters

An asynchronous request is sent to the server that delivers the new tag data without reloading the entire page. While this request is running, an icon appears in the upper right corner of the widget.

The used filters are retained beyond the existing session and do not expire when logging off.

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External Interface

This package has no external interface.

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Ticket Allocation

Service organizations that need to handle a high number of tickets in a short time span and call centers that want to assign tickets automatically to staff members will both be excited about this feature add-on. New tickets are automatically assigned to agents with the smallest number of tickets to work on or to agents with suitable skills. Your service team will efficiently operate at full capacity and will be able to answer more tickets without feeling overburdened. This feature add-on turns OTRS into a call center software.

In the generic agent job configuration you can define the event that will trigger the ticket allocation. For example, the trigger could be the creation of a ticket, the reaching of a reminder time, or the closing of a ticket. Moreover, you can decide if only the ticket that triggered the event is allocated or if all relevant tickets are allocated to a specific agent.

You can also define which tickets are relevant. To avoid flooding your agents with tickets, you can restrict the number of allocated tickets per agent. Ticket ordering can also be configured with an additional order module. By default, it is the ticket creation time, but you can also choose queue priority or service times. Additionally, a maximum number of allocated tickets per queue can be defined.

Last but not least, you can also create competence groups in order to react more quickly to emergency tickets or to assign tickets to a team with special knowledge of tricky issues right from the start. By default the queue, priority, type, and group competences are active; however, you can also add SLA and service in the system configuration.

Benefits

Optimal capacity utilization of your service team by automatic allocation of tickets.

Simple handling of an increased number of tickets.

Target Groups

IT service

Sales

Facility management

Internal IT

And many more

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSTicketAllocation

Note

Not compatible with the following feature add-on:

Advanced Generic Agent

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

The ticket allocation is the core feature of this package. It will automatically set an owner and a configurable lock for tickets. The events that trigger an allocation check can be defined in the Events widget of the Generic Agent job management screen. Each event can be configured to allocate only the triggering ticket or all relevant tickets. Which tickets are relevant for ticket allocation can be defined by setting the ticket filters in the generic agent job.

The possible owners of a ticket have to be in the configured group of the ticket queue. Agents can be excluded from the allocation by being member in one of the configured blacklist groups. The allocation can be influenced by the competence feature (if enabled).

The competences will get summed for each agent. The group-competences will be mapped to the queue group of the ticket, and all other competences to its corresponding ticket attribute (queue, priority etc.). If all/some agents have the same competence score or the competences feature is disabled, the agent with the least amount of tickets will be set as the new ticket owner. The competences can be set for each Agents individually.

It is possible to define a maximum number of tickets per agent via the system configuration to prevent flooding the agent with tickets. If the configured value is reached for an agent no new ticket will get allocated to her/him. It is possible to loose this rule for tickets that get manually allocated to an agent via the system configuration, too.

By default only on-line agents will get tickets allocated. This behavior can also be changed by a system configuration setting.

Contents

Processes & Automation

Generic Agent

Users, Groups & Roles

Agents

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Processes & Automation

After installation of the package a new generic agent job will be added to the system.

Contents

Generic Agent

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Generic Agent

The ticket allocation functionality is based on the event based ticket actions feature from the generic agent. The job can be executed for all matching tickets or just the ticket that has triggered the event. Additionally it is possible to define custom order modules and pre action modules for the generic agent job. This package provides one order and pre action module to allocate tickets. It uses the triggers to execute the allocation process.

After installation of the package a generic agent job called TicketAllocation is added to the system. This job is a basic ticket allocation configuration that can be customized and extended.

The filtering of tickets has not changed from the default generic agent behavior. For the most cases the default event configuration of the ticket allocation job did not have to be changed. The events should be self-explanatory. They represent the different ticket actions and the login/logoff of agents.

By default the job is executed via the OTRS daemon to avoid blocking the agent and preventing infinite allocation loops. Additionally it is necessary to set the prevent infinite loops to Yes.

By default the TicketAllocation pre action module will set the ticket lock. This will trigger another TicketLockUpdate event, which will start a new job and so on. The TicketLockUpdate event is required to make it possible to react on automatic and manual ticket unlocks to reallocate tickets. It is recommended to keep these settings.

Events Section

In the Execute Custom Modules widget are two select fields which define if an Order Module and/or Pre Action Module should get executed. This package adds one order module and pre action module to the system.

Execute Custom Modules Section

The order module is not mandatory to use for the allocation functionality. There are a couple of system configuration settings that can influence the order of the tickets. If the order should get manipulated it is necessary to use the TicketAllocation order module. The pre action module is necessary to manipulate the ticket attributes that the tickets should get set. There are some system configuration settings to influence the allocation process, too.

It is possible to set additional attributes the processed tickets should get set. The TicketAllocation pre action module will set the owner and the lock (if configured) for the tickets, if there are no errors in the allocation process and a matching agent can be found. If no allocation can be made, it is possible to set default values in the Update/Add Ticket Attributes widget of the generic agent for the owner and lock. If an allocation is made these values will be overwritten.

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Users, Groups & Roles

This package adds a new configuration screen to the agent preferences screen, which is accessible from the Agent Management screen of the administrator interface.

Contents

Agents

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Agents

With this package it is possible to define different competences for agents.

The competences can be enabled and disabled via the system configuration. By default the ticket competences group, priority, queue and type are enabled. Role, SLA and service are disabled but can be enabled via the system configuration.

To set the competences for an agent:

Open the Agents Management screen in the administrator interface.

Select an agent from the list.

Click on the Edit personal preferences for this agent button in the left sidebar.

Click on the Competences module in the agent personal preferences.

Competences Screen

The competences have no direct influence on the behavior of the system. They can be used in other functionalities to make decisions based on the configured values and influence the behavior.

By default the relevant tickets will be allocated ordered by their internal ticket ID and their creation time. This package provides an order module for changing the order of the relevant tickets, based on different system configuration settings. The ticket order can be influenced by configurable queue priorities and service times.

Additionally it is possible to set a maximum number of tickets per queue in a row that should get allocated. If the limit is reached, the next different queue will be preferred. After that, the counter for the queue is reset.

See also

Take a look at the configuration options in the system configuration for this package.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ticket Forms

For service organizations that use the OTRS helpdesk software in different departments or that have to respond to many different types of customer requests, this feature add-on is a definite must-have. With it you can display different ticket masks and forms in the agent and external interfaces, depending on which dynamic fields are relevant to the customer request. Moreover, the ticket creation process is faster as headlines and message body fields are pre-filled with the necessary information. You can define required fields for forms as well as display pre-filled fields, such as ticket types and services, in the external interface based on the customer group settings. You can also pre-fill ticket masks by adding attachments, using Rich Text format, or using the OTRS smart tags <OTRS_CONFIG_*> and <OTRS_CURRENT_*> in the template body.

With this feature add-on the following screens can be configured:

Agent interface

New phone ticket

New email ticket

External interface

New ticket

In addition, the included feature add-on Hide/Show Dynamic Fields, which is also available as a separate feature add-on, enables you to define which dynamic fields you want to display in your ticket forms and which ones you want to hide. This gives you more freedom to configure all ticket screens to your specific needs.

Another included feature add-on is Restore Pending Information, which makes it possible to restore the pending reminder information of the last reminder when you open a new reminder in the ticket pending pop-up screen.

The following information can be restored:

Pending date

State

Title

Text (if the text comes from a note article created by the Ticket Pending screen)

This feature add-on works when the target time of the reminder has not expired. Otherwise the standard functionality sets the usual default values.

Benefits

Flexible reaction to a variety of customer requests.

Acceleration of processes by using forms.

Increases the completeness of forms by defining mandatory fields.

Target Groups

Customer service/support

IT service management

Sales

Public authorities

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSTicketForms

Note

Not compatible with the following feature add-ons:

Advanced Editor

Categories for Text Modules

CIs in Customer Frontend

Dynamic Field CI

Hide/Show Dynamic Fields

Restore Pending Information

Service-based Queue Routing

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package provides new features to the ticket screens, using the bundled packages Hide/Show Dynamic Fields, Dynamic Ticket Templates and Restore Pending Information, as well as other functionalities provided by this package itself.

Hide/Show Dynamic Fields package allows the definition of ACLs based visibility of dynamic fields. For more information see the documentation of the package.

Dynamic Ticket Templates package uses the extension to the ACLs mechanism to create ticket templates based on the selected ticket type and service. These templates include a predefined ticket body, title, attachments and full dynamic fields visibility configuration.

Restore Pending Information package provides the functionality to pre-select the target time for pending reminder with the last target time (including time, status, title and text) set by the agent. For more information see the documentation of the package.

Ticket Forms itself, enables to set a custom maximum length for services and SLA names in ticket creation screens.

This feature can work cooperatively with Ticket Workflow package by integrating defined ticket workflows into a template and trigger them automatically when the ticket is created.

Contents

Ticket Settings

Dynamic Ticket Templates

Manage Dynamic Ticket Templates

Dynamic Ticket Template Settings

Dynamic Ticket Template Variables

Communication & Notifications

Ticket Notifications

New Ticket Notification

Users, Groups & Roles

Dynamic Ticket Templates ↔ Groups

Manage Dynamic Ticket Templates ↔ Groups Relations

Example Usage

For this example we will use the same fields as in the example of Hide/Show Dynamic Fields, but is necessary to comment or remove the ACLs.

Note

While the dynamic ticket templates can work in conjunction with other ACL rules, it is recommended to test the templates without other affecting ACLs, and after the templates work as needed, incorporate other ACLs one by one.

Preparation

To show the full functionalities of the dynamic ticket templates we can simply remove all dynamic fields for New Phone Ticket in the system configuration setting Ticket::Frontend::AgentTicketPhone###DynamicField or disable the dynamic fields:

Brand → 0 - Disabled
VWModel → 0 - Disabled
VWProductionFacility → 0 - Disabled
PeugeotModel → 0 - Disabled
PeugeotProductionFacility → 0 - Disabled
Fuel → 0 - Disabled
Accessories → 0 - Disabled
Remarks → 0 - Disabled
RegistrationDate → 0 - Disabled
InvoiceDate → 0 - Disabled

To define a dynamic ticket template it is necessary to specify a ticket type and a service. If these features are not activated by default, please follow the next steps before start using this feature.

To activate ticket type and service features:

Go to System Configuration screen.

Select OTRS in the Navigation widget.

Navigate to Core → Ticket in the navigation tree.

Scroll down to the setting Ticket::Service and enable it.

Scroll down to the setting Ticket::Type and enable it.

Note

If you already have ITSM packages installed, these options are already active.

To activate ticket type and service features for the external interface:

Go to System Configuration screen.

Select All settings in the Navigation widget.

Navigate to Frontend → External → View → TicketCreate in the navigation tree.

Scroll down to the setting ExternalFrontend::TicketCreate###Service and enable it.

Scroll down to the setting ExternalFrontend::TicketCreate###TicketType and enable it.

Create the following services:

Peugeot Service

VW Service

All services should be available for the customer user who will use this feature, or marked as default services.

Goals of This Example

The goals of this example are the follows:

If the selected service is VW Service and the selected dynamic ticket template is VW Template 1, the ticket form should look like:

Subject

VW Service Request 1

Body

Oil Change

Oil Filter Change

Air Filter Change

Fluids Check

Dynamic Fields

VWModel: visible and required

VWProductionFacility: visible

If the selected service is VW Service and the selected dynamic ticket template is VW Template 2, the ticket form should look like:

Subject

VW Service Request 2

Body

The selected accessory reports the following issues:

Dynamic Fields

VWModel: visible

Accessories: visible and required

Remarks: visible

RegistationDate: visible

InvoiceDate: visible

If the selected service is Peugeot Service, the ticket form should look like:

Subject

Peugeot Service Request

Body

The car computer reports the following issues:

Dynamic Fields

PeugeotModel: visible

PeugeotProductionFacility: visible

Fuel: visible

Create Dynamic Ticket Templates

To create a dynamic ticket template:

Open the Dynamic Ticket Templates module of the Ticket Settings group in the administrator interface.

Click on the Add template button in the left sidebar.

Fill in the required fields.

Click on the Save button.

If you have added other dynamic fields by your own, the template form will show more fields than the ones explained in this examples. There is nothing to worry about, just leave all other dynamic fields as Hide while you create the new templates.

There are special dynamic fields from ITSM packages that are not displayed in the template form. These special fields have a determined behavior and they should be always hidden, always shown or their visibility depends on other configurations, so they can not be part of the template definition. Also any dynamic field marked as Internal will not be displayed in the template form.

See also

A quick way to know if a dynamic field is Internal is to look at dynamic fields in the overview table of the Dynamic Fields Management screen. Internal dynamic fields can not be deleted, and they does not have a icon in the Delete column.

Create the VW Template 1 dynamic ticket template with the following data:

Field name

Value

Name

VWTemplate1

Comments

VW Template 1

Valid

Valid

Frontend

Agent and External Interface

Type

Unclassified

Service

VW Service

Subject

VW Service Request 1

Body

Oil Change

Oil Filter Change

Air Filter Change

Fluids Check

Attachments

Brand

Hide

VWModel

Show as mandatory

VWProductionFacility

Show

PeugeotModel

Hide

PeugeotProductionFacility

Hide

Fuel

Hide

Accessories

Hide

Remarks

Hide

RegistationDate

Hide

InvoiceDate

Hide

Create the VW Template 2 dynamic ticket template with the following data:

Field name

Value

Name

VWTemplate2

Comments

VW Template 2

Valid

Valid

Frontend

Agent and External Interface

Type

Unclassified

Service

VW Service

Subject

VW Service Request 2

Body

The selected accessory reports the following issues:

Attachments

Brand

Hide

VWModel

Show

VWProductionFacility

Hide

PeugeotModel

Hide

PeugeotProductionFacility

Hide

Fuel

Hide

Accessories

Show as mandatory

Remarks

Show

RegistationDate

Show

InvoiceDate

Show

Create the Peugeot Template dynamic ticket template with the following data:

Field name

Value

Name

PeugeotTemplate

Comments

Peugeot Template

Valid

Valid

Frontend

Agent and External Interface

Type

Unclassified

Service

Peugeot Service

Subject

Peugeot Service Request

Body

The car computer reports the following issues:

Attachments

Brand

Hide

VWModel

Hide

VWProductionFacility

Hide

PeugeotModel

Show

PeugeotProductionFacility

Show

Fuel

Show

Accessories

Hide

Remarks

Show

RegistationDate

Show

InvoiceDate

Show

Activate Dynamic Ticket Templates

Once there are one or more templates activated in the system, you can use them.

Note

ACL restrictions will be ignored for the superuser account (UserID 1).

To activate a dynamic ticket template:

Click on the New phone ticket menu item of the Ticket menu in the navigation bar.

There is a new field called Dynamic Ticket Template. By default it is empty and it will be filled automatically when you select the appropriate combination of ticket type and service.

Fill the form with the following data:

Type: Unclassified

Customer user: Customer 1

To queue: Misc

Service: VW Service

The Dynamic Ticket Template field will be automatically populated with VW Template 1 and VW Template 2.

Select each template and match the resulting New Phone Ticket form with the expected results.

Now change the selected service to Peugeot Service. As there is only one template defined for this combination of ticket type and service, the template will be automatically selected for you.

Compare the resulting New Phone Ticket form with the expected results.

This complete example can be tested also New Email Ticket or external New Ticket screen without changing anything.

The template definition is independent from the screen and once a template is defined, it can be used on any ticket creation screen, but please review the dynamic field configuration on each screen for the default fields configuration when a template is not selected.

Dynamic Ticket Templates Customer Groups

For this example we will use the Peugeot Template defined in the example above.

The goal to have a pre-filled form to create a new ticket in external interface.

To configure a customer group:

Go to System Configuration screen.

Select OTRS in the Navigation widget.

Navigate to Core → Customer in the navigation tree.

Scroll down to the setting CustomerGroupSupport and enable it.

Select OTRSTicketForms in the Navigation widget.

Navigate to Core → DynamicTicketTemplate in the navigation tree.

Scroll down to the setting Ticket::DynamicTicketTemplate::CustomerGroup and enable it.

Go to the Group Management screen of the administrator interface.

Create the group Peugeot Customer.

Go to the Customers ↔ Groups screen of the administrator interface.

Assign Customer 1 customer to the Peugeot Customer group.

Go to Dynamic Ticket Templates ↔ Groups screen of the administrator interface.

Assign the Peugeot Customer group to the Peugeot Template template.

Login in the external interface as customer user of Customer 1 and create a new ticket.

Compare the pre-filled new ticket form with the expected results. Also notice that the ticket type is pre-selected as default and service is also pre-selected as Peugeot Service.

You can also set the optional settings, but for this example we will not use these optional settings, so you can leave it as default.

See also

If no template is assigned to a group and the notification is enabled, such notification can be customized by adding different recipients or updating the notification body. To do this, edit the Missing DTT assignment for CustomerGroup notification in the Ticket Notifications screen of the administrator interface.

Dynamic Ticket Templates and Ticket Workflows

For this example we will use the VW Template 1 defined previously.

The goal to activate a predefined ticket workflow when create a new ticket using a particular dynamic ticket template.

See also

Please follow the Ticket Workflow documentation for the steps to create a new ticket workflow.

Create a ticket workflow:

Name: VWWorkflow1

Comment: VW workflow 1

Valid: valid

Clone tasks from: -

Create a workflow task:

Name: Oil Change Task

To queue: Misc

Owner: -

Depends on: -

Description: Change the oil

Attachment: -

Priority: 3 normal

Create an other workflow task:

Name: Oil Filter Change Task

To queue: Misc

Owner: -

Depends on: Oil Change Task

Description: Change the oil filter

Attachment: -

Priority: 3 normal

Create an other workflow task:

Name: Air Filter Change Task

To queue: Misc

Owner: -

Depends on: -

Description: Change the air filter

Attachment: -

Priority: 3 normal

Create an other workflow task:

Name: Fluids Check

To queue: Misc

Owner: -

Depends on: Oil Change Task

Description: Check all fluids

Attachment: -

Priority: 4 high

Note

When dynamic ticket templates detect the installation of Ticket Workflow package, more options are revealed in the template edit screen.

To assign a ticket workflow to a dynamic ticket template:

Open the Dynamic Ticket Templates module of the Ticket Settings group in the administrator interface.

Click on the VW Template 1 template name to edit it.

Set the workflow field to VW Workflow 1.

Click on the Save button.

To activate a template and a workflow:

Click on the New phone ticket menu item of the Ticket menu in the navigation bar.

A new Ticket Workflow field has appeared. This field is just informative and can not be changed in ticket create screens, just in the dynamic ticket template definition. It shows the name of the ticket workflow to be applied automatically when the new ticket is created.

Fill the form with the following data:

Type: Unclassified

From customer: Customer 1

Service: VW Service

Dynamic Ticket Template: VW Template 1

After selecting the VW Template 1, the Ticket Workflow field will be filled with the VW Workflow 1.

Fill any other required field and submit the ticket.

After the ticket is created, click on the ticket number in the notification area at the top of the screen to open the new ticket.

Look for the link table, either in the sidebar if configuration setting is set to simple or at the bottom of the page if is set to complex.

Verify that the list of liked tickets are the same as the tasks that were defined in the VW Workflow 1 ticket workflow.

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Ticket Settings

After installation of the package a new module will be available in the Ticket Settings group of the administrator interface.

Contents

Dynamic Ticket Templates

Manage Dynamic Ticket Templates

Dynamic Ticket Template Settings

Dynamic Ticket Template Variables

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Dynamic Ticket Templates

Use this screen to add dynamic ticket templates for use in communications. The dynamic ticket template management screen is available in the Dynamic Ticket Templates module of the Ticket Settings group.

Dynamic Ticket Templates Management Screen

Manage Dynamic Ticket Templates

Note

To add attachments to a dynamic ticket template, it needs to create the attachment first in the Attachment Management screen.

To add a dynamic ticket template:

Click on the Add Template button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Dynamic Ticket Template Screen

To edit a dynamic ticket template:

Click on a dynamic ticket template in the list of dynamic ticket templates.

Modify the fields.

Click on the Save or Save and finish button.

Edit Dynamic Ticket Template Screen

To delete a dynamic ticket template:

Click on the trash icon in the list of dynamic ticket templates.

Click on the Confirm button.

Delete Dynamic Ticket Template Screen

Note

If several dynamic ticket templates are added to the system, use the filter box to find a particular dynamic ticket template by just typing to filter.

Dynamic Ticket Template Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Comment

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Valid *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

Frontend *

Defines, where can the dynamic ticket template be used. A dynamic ticket template can be used in the following interfaces:

Agent Interface

Agent and External Interface

External Interface

Type *

Select a ticket type, that has been added to the system.

Service *

Select a service, that has been added to the system.

Workflow

Select a ticket workflow, that has been added to the system.

Note

This field is displayed only, if the Ticket Workflow package is installed.

Subject

The subject of the email sent to the users.

Body

The body of the email sent to the users.

Attachments

It is possible to add one or more attachments to this template. Attachments can be added in the Attachment Management screen.

Dynamic Fields

The list of dynamic fields are displayed in this section. Choose for each dynamic field to Hide, Show or Show as mandatory on ticket create screens.

Dynamic Ticket Template Variables

Using variables in the text makes it possible to personalize messages. Variables, known as OTRS tags, are replaced by the system when generating the message. Find a list of available tags stems for this resource at the bottom of both add and edit screens.

Dynamic Ticket Template Variables

For example, the variable <OTRS_TICKET_TicketNumber> expands to the ticket number allowing a template to include something like the following.

Ticket#<OTRS_TICKET_TicketNumber>

This tag expands, for example to:

Ticket#2018101042000012

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Communication & Notifications

This package adds a new ticket notification to the system.

Contents

Ticket Notifications

New Ticket Notification

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Ticket Notifications

After installation of the package a new ticket notification will be added to the system.

New Ticket Notification

Missing DTT assignment for CustomerGroup

If no template is assigned to a group and the notification is enabled, such notification can be customized by adding different recipients or updating the notification body.

To configure the optional settings for the notification:

Go to System Configuration screen.

Select OTRSTicketForms in the Navigation widget.

Navigate to Core → DynamicTicketTemplate in the navigation tree.

Enable Ticket::DynamicTicketTemplate::CustomerGroup::Notify setting to send a notification if a customer does not use a template to create a ticket.

Add agent login names to Ticket::DynamicTicketTemplate::CustomerGroup::NotifyAgents setting. The agent list in this setting will receive the notification when a user creates a ticket without using a template.

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Users, Groups & Roles

After installation of the package a new module will be available in the Users, Groups & Roles group of the administrator interface.

Contents

Dynamic Ticket Templates ↔ Groups

Manage Dynamic Ticket Templates ↔ Groups Relations

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Dynamic Ticket Templates ↔ Groups

Use this screen to add one or more dynamic ticket templates to one or more groups. To use this function, at least one dynamic ticket template and one group need to have been added to the system. The management screen is available in the Dynamic Ticket Templates ↔ Groups module of the Users, Groups & Roles group.

Manage Dynamic Ticket Template-Group Relations

Manage Dynamic Ticket Templates ↔ Groups Relations

To assign some groups to a dynamic ticket template:

Click on a dynamic ticket template in the Dynamic Ticket Templates column.

Select the groups you would like to assign the dynamic ticket template to.

Click on the Save or Save and finish button.

Change Group Relations for Dynamic Ticket Template

To assign some dynamic ticket templates to a group:

Click on a group in the Groups column.

Select the dynamic ticket templates you would like to assign the group to.

Click on the Save or Save and finish button.

Change Dynamic Ticket Template Relations for Group

Note

If several dynamic ticket templates or groups are added to the system, use the filter box to find a particular dynamic ticket template or group by just typing the name to filter.

Multiple dynamic ticket templates or groups can be assigned in both screens at the same time. Additionally clicking on a dynamic ticket template or clicking on a group in the relations screen will open the Edit Template screen or the Edit Group screen accordingly.

Warning

Accessing a dynamic ticket template or a group provides no back link to the relations screen.

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Agent Interface

This package has no agent interface.

See also

There is a detailed use-case example in Administrator Interface chapter.

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External Interface

This package has no external interface.

See also

There is a detailed use-case example in Administrator Interface chapter.

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Ticket Invoker

This package adds the functionality of two new invokers TicketCreate and TicketUpdate for web services.

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSTicketInvoker

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package adds a new settings screen to the Web Service Management screen to configure the invokers.

Contents

Processes & Automation

Web Services

Request Example

Advanced Filtering for Outgoing Data

Set Additional Outbound Headers

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Processes & Automation

This package adds two new invokers to Invokers section of the Web Service Management screen.

Contents

Web Services

Request Example

Advanced Filtering for Outgoing Data

General Invoker Data

Settings for Outgoing Request Data

Mapping

Settings for Incoming Response Data

Event Triggers

Set Additional Outbound Headers

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Web Services

After installation of the package, two new invokers will be available in the Invokers section. Selecting an invoker from the drop-down list will open a new settings window.

Request Example

TicketCreate and TicketUpdate invoker returns the complete ticket and article data based on ticket ID and article ID of the triggered event.

Prepare the invocation of the configured remote web service. Event data:

my $Result = $InvokerObject->PrepareRequest(
    Data => {                                               # data payload
        TicketID => 123,
        ArticleID => 123,                                   # optional
    },
);

Invoker result:

{
    Data => {
        Ticket => {
            Title         => 'some ticket title',
            Queue         => 'some queue name',
            Lock          => 'some lock name',              # optional
            Type          => 'some type name',              # optional
            Service       => 'some service name',           # optional
            SLA           => 'some SLA name',               # optional
            State         => 'some state name',
            Priority      => 'some priority name',
            Owner         => 'some user login',             # optional
            Responsible   => 'some user login',             # optional
            CustomerUser  => 'some customer user login',
            PendingTime {       # optional
                Year   => 2011,
                Month  => 12
                Day    => 03,
                Hour   => 23,
                Minute => 05,
            },
        },
        Article => {
            SenderType       => 'some sender type name',    # optional
            AutoResponseType => 'some auto response type',  # optional
            From             => 'some from string',         # optional
            Subject          => 'some subject',
            Body             => 'some body'
            ContentType      => 'some content type',        # ContentType or MimeType and Charset is required
            MimeType         => 'some mime type',
            Charset          => 'some charset',
            TimeUnit         => 123,                        # optional
        },
        DynamicField => [                                   # optional
            {
                Name   => 'some name',
                Value  => 'Value',                          # value type depends on the dynamic field
            },
            # ...
        ],
         Attachment => [
            {
                Content     => 'content'                    # base64 encoded
                ContentType => 'some content type'
                Filename    => 'some fine name'
            },
            # ...
        ],
    },
};

Note

The invoker will return the newest article of the ticket if no article ID is given.

Note

The invoker will not return dynamic fields with undefined values, because the same named operations TicketCreate and TicketUpdate does not handle dynamic fields with undefined values.

Advanced Filtering for Outgoing Data

For outgoing data, it is possible to define what kind of ticket fields, article fields or dynamic fields the request should contain. Furthermore it is possible to filter by article type and article sender type.

The different filter options can be selected within every single invoker configuration and are listed in section Settings for outgoing request data.

Invoker Details Screen

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

General Invoker Data

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Description

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Invoker backend

This invoker back end module will be called to prepare the data to be sent to the remote system, and to process its response data. The field is read-only, it was selected in the previous screen.

Settings for Outgoing Request Data

Ticket fields

A multi-select menu containing the available ticket attributes (fields), that can be submitted to a remote system. Just the fields that are selected will be included in outgoing requests.

Article fields

A multi-select menu containing the available article attributes (fields), that can be submitted to a remote system. Just the fields that are selected will be included in outgoing requests.

Ticket dynamic fields

A multi-select menu containing the available ticket dynamic fields, that can be submitted to a remote system. Just the dynamic fields that are selected will be included in outgoing requests.

Article dynamic fields

A multi-select menu containing the available article dynamic fields, that can be submitted to a remote system. Just the dynamic fields that are selected will be included in outgoing requests.

Number of articles

A text field containing the maximum number of articles, that will be transmitted during an outgoing request. The articles will be selected from newest (latest) to oldest. If no number is given, just the latest article will be transmitted.

Communication channels

The outgoing request data will only consider articles of the selected communication channels. If left empty, articles created by all communication channels will be used.

Customer visibility

The outgoing request data will only consider articles created with the selected customer visibility.

Sender Types

The outgoing request data will only consider articles created by the selected sender types. If left empty, articles created by all sender types will be used.

Mapping

Mapping for outgoing request data

The data from the invoker will be processed by this mapping, to transform it to the kind of data the remote system expects.

Mapping for incoming response data

The response data will be processed by this mapping, to transform it to the kind of data the invoker expects.

Settings for Incoming Response Data

It is possible to automatically save certain data of incoming responses to local dynamic fields. The different filter options can be selected within every single invoker configuration.

Remote Ticket ID dynamic field

A drop-down menu containing the available ticket dynamic fields in the system. If such a dynamic field is selected, the received ticket ID from the remote system will be used, to be saved within the selected dynamic field.

Ticket dynamic fields

A multi-select menu containing the available ticket dynamic fields in the system. All selected dynamic fields, that also available in the response data and containing values, will be saved to the local dynamic fields.

The dynamic field values of the response data will be used from the following data structure:

<Ticket>
    <DynamicField>..</DynamicField>
</Ticket>

and/or

<Ticket>
    <Article>
        <DynamicField>..</DynamicField>
    </Article>
</Ticket>

The system configuration option GenericInterface::Invoker::Settings::ResponseDynamicField was added as a fallback for the dynamic fields that should contain the result ticket ID of the related response data. It shall be used, if the configuration was not added via the invoker GUI and both configurations should not be used at the same time!

Event Triggers

Event

This invoker will be triggered by the configured events.

Add Event Trigger

To add a new event select the event object and event name and click on the + button. Asynchronous event triggers are handled by the OTRS daemon in background (recommended). Synchronous event triggers would be processed directly during the web request.

Set Additional Outbound Headers

Note

This functionality is only available in combination with STORM powered by OTRS™.

This functionality allows to set arbitrary HTTP headers for outbound communication of HTTP::REST and HTTP::SOAP based web services (Requester requests and Provider responses), superseding the additional response headers functionality.

Within the Transport configuration it is now possible to define common headers (which are set for every outbound communication of the web service Requester/Provider) and Invoker/Operation specific headers (which are only set if the respective Invoker/Operation is used).

Headers are only allowed to be used once within a configuration type and those from specific configuration override common configuration headers.

Some headers are blocked for safety purposes. If needed, the list of blocked headers can be changed in system configuration using the settings GenericInterface::Invoker::OutboundHeaderBlacklist and GenericInterface::Operation::OutboundHeaderBlacklist respectively.

Note

Headers defined using the previous additional response headers functionality will continue to work and will be upgraded to the new functionality when the Provider transport configuration is changed the next time.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ticket Queue Selection

This feature add-on makes it possible to automatically move a ticket to preferred queues on the basis of ticket and customer data when it is created. In the standard version of OTRS, some similar selection can be done by using several email addresses or moving tickets manually.

After installing the feature add-on, you can define in the system configuration on which data the queue selection should be executed. For example, it would be possible to define certain customer names, which causes their tickets to move into a special queue where the appropriate customer consultant can work on it immediately.

It would also be possible to define keywords, like problem or computer, for the ticket title so that those tickets are automatically routed to the first-level-support queue.

Benefits

Immediate handling of the ticket.

Automatic assignment in the correct queue according to individually definable keywords.

Saves time compared to a manual assignment.

Target Groups

External IT service

Call centers

Sales

Customer service

And many more

Available in Service Package

GOLD

Package Name in OTRS Package Manager

OTRSTicketQueueSelection

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface, but makes it possible to move tickets with specific ticket or customer user data into queues.

The package can be configured with the setting OTRSTicketQueueSelection::Configuration. Key is the queue name and value is a semicolon-separated list of ticket and/or customer user settings and their expected value as regular expression. The fields available for tickets and customer users have to match those available in OTRS.

Example Usage

This example shows how to configure a set of rules to move a ticket from any selected queue to a defined destination queue based on a ticket attribute, on ticket creation time.

To configure rules for newly created tickets with title Test to be moved to queue Junk:

Go to System Configuration screen.

Select OTRSTicketQueueSelection in the Navigation widget.

Navigate to Core → Ticket in the navigation tree.

Open OTRSTicketQueueSelection::Configuration setting for editing.

Enter Junk for key and Ticket::Title='^Test$' for content.

Create a ticket with title Test and check that the ticket is moved according to your configuration.

As seen in this example there is only one rule to that the ticket must match to be moved to the queue Junk. If more rules are needed, they can be added to the same content field with a ; character as a separator, like:

Ticket::Title='^Test$';CustomerUser::UserFirstname='^John$';CustomerUser::UserLastname='^Doe$'

Each rule is taken by the system as an AND condition, so for these new rules the ticket will need to match the title condition and the customer user condition in order to be moved to the Junk queue.

The rules can be based on ticket attributes Ticket::<Attribute> or on customer user attributes CustomerUser::<Attribute>.

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Agent Interface

This package has no agent interface.

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External Interface

This package has no external interface.

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Ticket Time Unit Dropdown

For service organizations that must meet strict service level agreements (SLAs), the documentation of time units is fundamental. For this purpose, the standard version of OTRS provides a field without any unit that can be filled in however you wish. However, the correct documentation of the working time with this field requires a company-wide understanding and knowledge of time and billing intervals. Unfortunately, and especially in global companies with several locations, this is not always the case. This can cause working times to be documented incorrectly and be a source of confusion for customers.

The problem can be solved by using this feature add-on. It makes it possible to set time units in a drop-down list like minutes or hours.

It is possible to define the following values:

Selectable values

Displayed name of value (e.g. hour or minute)

Set default value

These definitions allow you to take into account the individual time and billing charge needs of your company. For example, when a quarter of an hour has already started, it could be calculated as a 15-minute interval automatically.

Benefits

Reduction of error ratio when entering time units.

Unmistakable definition of intervals and default values reduces documentation time.

Target Groups

IT service management

Internal IT service

Customer service/support

Globally active companies

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSTicketTimeUnitDropdown

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

Note

For using this feature add-on, it is necessary to activate the drop-down lists via system configuration.

To activate the drop-down lists:

Go to System Configuration screen.

Select OTRSTicketTimeUnitDropdown in the Navigation widget.

Navigate to Frontend → Agent in the navigation tree.

Activate the settings for the first, second and third drop-down lists, if needed.

To use a custom time unit:

Change the value of the Name key to the custom time unit name.

Add possible values to Settings key, where the first entry is the time in seconds and the second entry is the label to be displayed in the drop-down list.

It is possible to set default value for each setting using the Default key and any valid value from the second entry of the Settings key. This default value will be pre-selected in the drop-down list on the ticket screens.

Now open the New Phone Ticket screen or any other screen using time units on the Agent Interface and use the drop-down lists for hours and minutes to set the time units instead of an input field.

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Agent Interface

This package transforms the Time units input field into drop-down lists. The drop-down lists can be configured in the system configuration of the Administrator Interface.

To use the configured time units drop-down lists:

Open the New Phone Ticket screen or any other screen using time units.

Scroll down to the bottom of the form and check the new Time units field.

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External Interface

This package has no external interface.

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Ticket Watchlist

This feature add-on allows you to manage several watchlists. A ticket agent defines watchlists and assigns tickets to a watchlist. Within the watchlist view, the agent gets an overview of all of his watchlists and can administer them.

The feature add-on has the following features:

Define notification events for each watchlist

The agent is able to administer the following events which trigger an email notification to himself:

new article

change of customer

change of owner

change of queue

change of ticket status to a defined status

This email notification is independent of the notification preferences of the current owner of the ticket – unlike the standard subscribe/watchlist feature add-on of OTRS.

Assign a watchlist to another agent

A watchlist can be handed over to another agent. The list will disappear in the overview of the former owner and appear in the overview of the new owner. This feature is typically used to hand the list over to another agent when the original agent goes on vacation.

Assign a deputy

One or more deputy agents can be assigned to a watchlist. A deputy then sees the new watchlist in his overview, and he is allowed to add or remove tickets to or from this watchlist. This feature is typically used to share a watchlist with colleagues to work on a ticket in a team.

Export to CSV

The list can be exported to a CSV file, e. g. to process it in Excel.

Benefits

Get a quick and easy overview about all relevant tickets.

Administration of several watchlists saves time.

Export function enables the processing in Excel sheets.

Target Groups

IT service management

Service providers

Call centers

Service manager

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSTicketWatchlist

Note

Not compatible with the following feature add-on:

Advanced Escalations

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

The feature can be turned off with Ticket::Watchlist setting. In order to restrict this feature to specific groups, verify the Ticket::WatchlistGroup setting in the system configuration. By default, all users will have access to this feature.

It is possible to customize the watch list notifications in the Ticket Notifications screen.

Contents

Communication & Notifications

Ticket Notifications

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Communication & Notifications

The watch list notifications are added to the system as regular ticket notifications.

Contents

Ticket Notifications

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Ticket Notifications

This package adds the following notifications to the system:

Watchlist agent article notification

Watchlist customer article notification

Watchlist move notification

Watchlist owner change notification

Watchlist queue change notification

Watchlist state change notification

Ticket watcher reminder notification

To view the notifications:

Go to the Ticket Notifications screen of the administrator interface.

Find the notifications start with Watchlist.

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Agent Interface

With this feature add-on the agents can create watch lists and they can be notified on various events.

A watch list can contain unlimited number of tickets and a ticket can be assigned to unlimited number of watch lists.

Contents

Tickets

Ticket Zoom

Ticket Menu

Watchlist Management

Manage Watch Lists

Watch List Settings

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Tickets

This package provides ticket watch lists and reminders for them in the Ticket Zoom screen, as well as adds management screen to watch lists.

Contents

Ticket Zoom

Ticket Menu

Watchlist Management

Manage Watch Lists

Watch List Settings

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Ticket Zoom

Use this screen to add tickets to a watch list or to remove tickets from a watch list. The Ticket Zoom screen is available, if you click on a ticket in any other screens.

Ticket Menu

After installation of the package, two new menu items will be added to the ticket menu.

Watchlists

The ticket can be assigned to a watch list via this menu item. Additionally, the ticket can be removed from a watch list.

Ticket Watchlists Screen

Click on the Add link in the Action column to add the ticket to the selected watch list. The Add link will be changed to Delete and the ticket will be added in the background.

Click on the Delete link in the Action column to remove the ticket from the selected watch list. The Delete link will be changed to Add and the ticket will be removed in the background.

When you finish to edit the watch lists just close this window.

Watchlist Reminder

Use this menu item to set a reminder for the ticket in the watch list. For this, the agent has to be subscribed to the ticket or it has to be assigned to one of his watch lists.

Note

This menu item is visible only, if the ticket is already added to a watch list.

Ticket Watchlist Reminder Screen

Reminder active

Controls, whether the reminder is active or not.

Reminder Time

Set the date and time when the reminder should be displayed.

Reminder for

Select a watch list from the drop-down list.

Note

Add additional information to the reminder text.

This information will also be shown within the watch list overview.

A watch list belongs to the agent who created it. The list can be moved to another agent in the Watchlist Management screen. When moving a watch list to another agent, reminders will also be moved.

In this case, where the owner of the watch list is changed, the notification that is sent is different that the others. It can only be sent by the email notification method and it should not contain any ticket related OTRS smart tag (if so they will be removed before sending) as there is no ticket involved in the process that triggers the event.

The default Watchlist move notification is attached to the event WatchlistMoveNotification. This and any other ticket notification attached to the same event should prevent the use of these ticket related OTRS smart tags.

Reminders will only be sent if the assigned agent at this time still has access to the watch list containing the ticket and/or still is subscribed to the ticket.

There can only be one active reminder per agent and ticket. Notifications are only being sent every ten minutes.

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Watchlist Management

Use this screen to manage watch lists. The watch list management screen is available in the Watchlist Management menu item of the Tickets menu or via the eye icon from the toolbar.

Watchlist Management Screen

Manage Watch Lists

To add a watch list:

Click on the Create new watchlist button in the left sidebar.

Fill in the required field.

Click on the Submit button.

Add Watchlist Screen

To see the tickets in a watch list:

Click on a watch list in the list of watch lists.

See the tickets in the overview table.

Watchlist Details Screen

To edit a watch list:

Click on a watch list in the list of watch lists.

Click on the Edit watchlist button in the left sidebar.

Modify the field.

Click on the Submit button.

Edit Watchlist Screen

To assign deputies to a watch list:

Click on a watch list in the list of watch lists.

Click on the Assign deputies to watchlist button in the left sidebar.

Select deputy agents from the list.

Click on the Submit button.

Watchlist Deputies Screen

To change the watch list owner:

Click on a watch list in the list of watch lists.

Click on the Change watchlist owner button in the left sidebar.

Select an agent from the list.

Click on the Submit button.

Watchlist Owner Screen

Warning

The original owner agent will not have access to the watch list anymore.

To export the ticket list from a watch list:

Click on a watch list in the list of watch lists.

Click on the Export ticket list button in the left sidebar.

Select the output format.

Click on the Export button.

Save the file somewhere in the file system.

Watchlist Export Screen

To delete a watch list:

Click on a watch list in the list of watch lists.

Click on the Delete watchlist button in the left sidebar.

Click on the OK button in the confirmation dialog.

Delete Watchlist Screen

Tickets can be added to the watch list or removed from the watch list in the Ticket Zoom screen.

Watch List Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Watchlist Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

New Agent Article

Set to Yes, if the watch list owner should be notified, when an agent adds a note to a ticket added to the watch list.

New Customer Article

Set to Yes, if the watch list owner should be notified, when a customer user creates an article in the external interface.

New Owner

Set to Yes, if the watch list owner should be notified, when a ticket added to the watch list has a new owner.

New Queue

Set to Yes, if the watch list owner should be notified, when a ticket added to the watch list has been moved to an other queue.

New State

Set to Yes, if the watch list owner should be notified, when a state is changed for a ticket added to the watch list.

Target States

The states selected here will activate the New State notification above. Notifications for status changes are only being sent if the new status matches the configured destination status.

If the New State notification is set to Yes, this field becomes mandatory.

Watch list owners and their deputies can configure the notifications separately. The configuration of the destination status is only allowed for the watch list owner and therefore also affects the deputies.

Notifications are not being sent to the agent who triggered the action.

See also

The content of the notifications can be edited in the Ticket Notifications module of the administrator interface.

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External Interface

This package has no external interface.

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Ticket Workflow

The feature add-on allows one to easily define business workflow templates for common tasks. Workflow task tickets can be dependent on any other task in that workflow, giving a high level of control over the order in which tasks are completed. A task that is dependent on preceding tasks will not appear in the queue until the preceding tasks are closed.

Each task ticket within a workflow can be predefined using these fields:

Queue

Subject

Body

Owner

Priority

Attachments

Individual tasks can be made dependent on another corresponding task within a workflow. This dependence means that tickets will only be shown in a queue when the dependent preceding ticket has changed to the status closed.

An agent can start a workflow through an existing ticket. The content of the original ticket will then be copied to all task tickets. All agents will have a quick overview of their tasks in their personal dashboard widgets.

Distinctive criteria:

No further workflows can be started within an existing workflow.

A task can be dependent on another task within a workflow.

Workflows can only be started in the agent interface.

Benefits

Enables the improvement of handling processes.

Relieves agents.

Simplifies data collection.

Reduces error sources.

Target Groups

IT service management

Human resources

Finance

Internal IT

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSTicketWorkflow

Note

This feature add-on is also available for the OTRS::ITSM module.

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

After installation of the package a new ticket state and a new administrator module will be added to the system.

Contents

Ticket Settings

States

New State

Ticket Workflows

Manage Ticket Workflow Templates

Ticket Workflow Template Settings

Ticket Workflow Task Settings

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Ticket Settings

After installation of the package a new state will be added to ticket states, as well as a new module Ticket Workflows will be available in the Ticket Settings group of the administrator interface.

Contents

States

New State

Ticket Workflows

Manage Ticket Workflow Templates

Ticket Workflow Template Settings

Ticket Workflow Task Settings

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States

After installation of the package a new state is added to the system for the task tickets.

New State

task pending dependency

Tickets with unresolved dependencies are put into this state which is a type of removed. A removed indicates that the ticket is not viewable and will not appear in the usual views. A removed does not prevent the display in the linked ticket boxes.

When the task tickets are created, the master ticket is put into the state defined as initial state in the system configuration or into new.

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Ticket Workflows

Use this screen to add workflows and tasks to the system. The ticket workflow templates management screen is available in the Ticket Workflows module of the Ticket Settings group.

Ticket Workflow Templates Screen

Manage Ticket Workflow Templates

To add a ticket workflow template:

Click on the Add workflow button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Ticket Workflow Template Screen

Warning

Ticket workflow templates can not be deleted from the system. They can only be deactivated by setting the Validity option to invalid or invalid-temporarily.

To view the details of a ticket workflow template and go to the management screen:

Click on a ticket workflow template in the list of ticket workflow templates.

Ticket Workflow Template Details Screen

To edit a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on the Edit workflow button in the left sidebar.

Modify the fields.

Click on the Save or Save and finish button.

Edit Ticket Workflow Template Screen

To edit the task dependencies:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on the Edit task dependencies button in the left sidebar.

Add or remove task in the Dependencies column.

Click on the Save or Save and finish button.

Edit Ticket Workflow Task Dependencies Screen

To add a task to a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on the Add task button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Add Ticket Workflow Task Screen

To view the details of a task in a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on a task in the list of tasks.

Ticket Workflow Task Details Screen

To edit a task in a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on a task in the list of tasks.

Click on the Edit task button in the left sidebar.

Modify the fields.

Click on the Save or Save and finish button.

Edit Ticket Workflow Task Screen

To delete a task from a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on a task in the list of tasks.

Click on the Remove task button in the left sidebar.

Click on the OK button in the confirmation dialog.

To clone a ticket workflow template:

Click on a ticket workflow template in the list of ticket workflow templates.

Click on the Clone tasks button in the left sidebar.

Fill in the required fields.

Click on the Save button.

Clone Ticket Workflow Template Screen

Note

If several templates are added to the system, use the filter box to find a particular template by just typing to filter.

Ticket Workflow Template Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

Validity *

Set the validity of this resource. Each resource can be used in OTRS only, if this field is set to valid. Setting this field to invalid or invalid-temporarily will disable the use of the resource.

Comment *

Add additional information to this resource. It is recommended to always fill this field as a description of the resource with a full sentence for better clarity, because the comment will be also displayed in the overview table.

Clone tasks from

Select an other workflow to clone its tasks from. This field is only available when using the Clone tasks button.

Workflow templates can inherit attributes and dynamic fields from the master ticket. Each ticket attribute or dynamic field to be copied from master ticket to task has to be defined in system configuration.

Ticket Workflow Task Settings

The following settings are available when adding or editing this resource. The fields marked with an asterisk are mandatory.

Name *

The name of this resource. Any type of characters can be entered to this field including uppercase letters and spaces. The name will be displayed in the overview table.

To queue *

The queue, where the new ticket will be placed to.

Owner

The owner is an agent, who actually works with the new ticket.

Depends on

Select an other task from which the current task depends on. The dependency task must be finished before starting the current task.

Description

Longer text description of the ticket.

Note

It is not possible to use images within the description of a task. If there is a need for images within tasks, they can be uploaded separately as attachments.

Attachments

It is possible to add attachments to the ticket. Click on the field to add an attachment, or just drop some files here.

Priority

New tickets have 3 normal priority by default. Select an other priority if you want to change it.

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Agent Interface

This package provides support for workflows based on master and task tickets.

Contents

Tickets

Ticket Zoom

Ticket Menu

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Tickets

After installation of the package a new menu item Workflows will be available in the ticket menu in the Ticket Zoom screen.

Contents

Ticket Zoom

Ticket Menu

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Ticket Zoom

Use this screen to add workflows to tickets. The Ticket Zoom screen is available, if you click on a ticket in any other screens.

Ticket Menu

After installation of the package, a new menu item will be added to the ticket menu.

Workflow

When the ticket is neither a master nor a task, then a selection of workflow templates is shown. When a template is selected and submitted, then the appropriate task tickets are generated. The generated task tickets are linked to the master ticket.

Ticket Workflow Screen

The task tickets are linked with Task link to their master ticket. The dependent task tickets are linked with Depends On link to the required ticket.

The deadline notice in the ticket workflow task is the solution time for the ticket. It is necessary to set an SLA escalation for this. If a defined service level agreement (SLA) is in danger of being breached, the system sends out an automatic warning message via email.

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External Interface

This package has no external interface.

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Time Accounting Quota

This feature add-on is perfect for call centers and IT service providers or any company that wants to assign time quotas to its customers and manage them in OTRS.

This feature add-on provides a new dashboard widget in the customer information center where time quotas and reference numbers, such as purchase order numbers, can be assigned to customers and where the current status of the quota is shown.

Additionally, agents can record the working time for the customer in the ticket view, and the customer can see the status of the quota in the external interface. With this feature add-on, OTRS can be used as a time accounting software.

Benefits

Simple time recording and transparent documentation in one system.

Overview of current quotas facilitates the planning and implementation.

Target Groups

IT service management

Call centers

Service providers

All companies

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSTimeAccountingQuota

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This module adds additional functionality to set time contingents for customers.

Contents

Users, Groups & Roles

Customers

New Field

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Users, Groups & Roles

It is possible to set working hours per day to set a different value for the calculation of the new contingent.

Contents

Customers

New Field

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Customers

After installation of the package a new field is added to the Add Customer and Edit Customer screens.

Add Customer Screen

New Field

Workhours per day

Add the working hours per day if it is different from the normal working day. If the field is left empty, 8 hours par day is calculated.

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Agent Interface

This package extends the quota functionality to be able to set different quota for each customer.

Contents

Customers

Customer Information Center

Tickets

Ticket Zoom

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Customers

This package extends the Customer Information Center screen with quota management.

Contents

Customer Information Center

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Customer Information Center

After installation of the package two new widget will be displayed in the customer information center to set a quota for your customers. You can also set a reference number to recognize the purchase number of this contingent.

To set a quota for a customer:

Search for a customer in the Customer Information Center.

Add a reference number and new quota to the customer in the Add quota to customer widget in the right sidebar.

Add Quota to Customer Widget

Check the entered data in the Quota list widget below.

Quota List Widget

You can set the quota in hours or days. The quota will be recalculated into days and hours in the Quota list widget.

A working day contains 8 working hours by default. The working hours per day can be changed in the Customers management screen.

The quota can be reduced by adding tickets or by adding articles to existing ticket in the Ticket Zoom screen.

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Tickets

Use the Ticket Zoom screen to reduce the quota set for a customer.

Contents

Ticket Zoom

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Ticket Zoom

For each ticket you can set a time to reduce the quota of the customer. It is based on the work time units and there is a new drop-down field to reduce the contingent in hours or minutes.

To reduce quota in a ticket:

Create a ticket based for the customer.

Open the ticket in the Ticket Zoom screen. A new Quota list widget is also displayed in the right sidebar.

Add a note or any other communication article that has quota field.

Add a new time unit based on hours or minutes to reduce the quota.

Add Article Screen

Note

The quota can be also reduced in any ticket create screens.

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External Interface

The quota of each customer is also displayed in the head of the external interface.

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VIP Customer

Service organizations who have to meet strict service level agreements (SLA) or those who want to react faster to requests from their most important customers should use this feature add-on.

Specific customer users can be defined as VIP customer users, which is shown in the customer information widget when a new ticket is created for him or the service staff is working on one of his existing tickets.

An additional list in system configuration allows an agent to assign the VIP status to several customer users.

Furthermore, SLAs can be restricted to be available to VIP customer users only. Keep an eye on your most important customers and deliver excellent service to them.

Benefits

Respond faster to requests of specific customers.

Facilitates SLA management.

Target Groups

IT service management

Call centers

Service providers

All companies working with SLAs

Available in Service Package

SILVER

Package Name in OTRS Package Manager

OTRSVIPCustomer

Note

Not compatible with the following feature add-on:

Restrict Customer Data View

Contents

Administrator Interface

Agent Interface

External Interface

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Administrator Interface

This package has no administrator interface.

System Configuration

The package has no default configuration for customer users and SLAs available only for VIP customer users. Customer users and SLAs have to be added in the system configuration.

To set VIP status for a customer user:

Go to System Configuration screen.

Select OTRSVIPCustomer in the Navigation widget.

Navigate to Core → OTRSVIPCustomer in the navigation tree.

Add the customer user IDs (login names) to setting VIP::UIDs.

To set an existing SLA only available for VIP customer users:

Go to System Configuration screen.

Select OTRSVIPCustomer in the Navigation widget.

Navigate to Core → OTRSVIPCustomer in the navigation tree.

Add the SLAs to setting VIP::SLAs.

Note

If a customer user is configured as a VIP, the internal customer record will have the attribute UserVIP set to TRUE. This allows to access the customer user’s VIP status through other technical facilities, such as ACL definitions.

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Agent Interface

If a customer user is configured as a VIP, the Customer Information widget will show the VIP status of the user with a big red VIP Customer badge.

Customer Information Widget

The extended Customer Information widget is available in all ticket create screens as well as in the Ticket Zoom screen.

If an SLA is configured to be only shown for VIP customer users, it will not be available anymore to regular users.

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External Interface

This package has no external interface.

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Index