If you want finer control over integrations you can use the advanced options button on the Settings page beside your integration dropdown.
Once opened, your options will look something like this:
You can reset this field to default by submitting is as blank.
As of version 0.4.x.4 of the helpdesk buttons software, we support defaults for fields. As new integration features are added, this section will be filled with default data. These defaults allow you to set the normal operation of the integration and will depend on your PSA.
As of version 0.5.x.2 of the helpdesk buttons software, we support custom rules on tickets; which can modify the behavior of the ticket system integrations at a fundamental level. Custom rules are part of the Advanced Options and are added by using the custom_rules attribute
The basic premise of the design is that before we submit the ticket to your PSA, we give you access to the information and allow you to modify what actually gets submitted.
These modifications are made through series of if statements which use Python syntax. The commands you write are literally interpreted by Python 3 inside of a sandbox, so you have a full fledged programming language as your disposal to make your custom rules.
To show how powerful this can be and give you an idea of how to use it, we came up with a few example rules here.
The first thing you need to know when writing a custom rule is which variables you have available to you. This varies from from one ticket system to another, but for this example, we will be using Syncro. At the time of writing, we have the following variables available to Syncro rules:
Using this info, we can write some rules to modify tickets now. Here are some examples:
First off, “selections” is the text that makes up which radio buttons and checkboxes were selected by the user in the GUI. So let’s assume you have a checkbox that says “This is an emergency” and you want that check box to cause a high priority ticket. In Syncro, lower priority numbers mean higher priority, so priority ‘0’ is an emergency. Therefore, this is what that rule would look like:
if 'This is an emergency' in selections: priority = 0
As another example, let’s assume you want to draw extra attention to emergency tickets by prepending the text “**EMERGENCY**” to the front of any emergency tickets. Here is what that rule would look like:
if priority is 0: subject = '**EMERGENCY** ' + subject
Now lets say you have a VIP client named ‘Contoso Ltd.’ which sould always get a little bit more prioirty than the other companies you support. Here is an example rule that increases the priority of any Contoso by one point:
if business_name is 'Contoso Ltd.': priority = priority - 1
Dan Jump is the CEO of Contoso, So we want to make sure all his tickets are highest priority:
if name is 'Dan Jump': priority = 0
Now lets say you want to increase the priority if people are yelling in their message to you. Here is a rule that increases the priority if there is an exclamation point in the message:
if '!' in message: priority = priority - 1
You need to be careful with rules like these, because you might end up where the priory moves into a negative number at some point, which might cause the ticket to fail to go in altogether. To prevent that we should add a rule like this:
if priority < 0: priority = 0
You may have noticed that ‘append’ is one of the variables you have access to. This is data that got appended to the ticket from custom scripts. This means that your custom scripts can be made to impact your ticket attributes using rules. Let’s assume you have a custom script that was able to read through the logs of an MRI machine software and determine that there is a calibration issue with that machine. It has already appended the error to the ticket, and attached the log file, but now we want to take it a step further and set the ticket ‘problem_type’ attribute to ‘MRI’ so that it gets assigned to the team at your company that manages MRI issues. Here is a rule for that:
if 'calibration_issue' in append: problem_type = 'MRI'
There is another special purpose variable that is available for all integrations. This is the ‘exception’ variable. It is unset by default, and if you set it, then the ticket will fail to go in and will show an error message to the end user. But the error message it shows will have this exception text on the error page. We set this automatically for you if your python code throws an exception so that you know what went wrong, but you can also set it yourself if you want to halt a ticket submission using a rule.
On that note, let’s assume you have a customer, ‘Fabrikam, Inc.’, that has a past due balance and you want to stop tickets from that account from being able to come in and display the message “Ticket submission disabled until payment.”when anyone tries to put in a ticket. Here is what that rule looks like:
if business_name is 'Fabrikam, Inc.': exception = 'Ticket submission disabled until payment.'
Now let’s pretend that you have been instructed by management at Contoso to not accept tickets from Karen because she has not been following protocol and contacting internal IT first. Here is what that rule might look like:
if business_name is 'Contoso Ltd.' and name is 'Karen': exception = 'Sorry Karen, you are not allowed to put in tickets anymore.'
as you can see, using very simple Python syntax you can make very powerful and practical rules. But don’t let these simple examples fool you. As mentioned, you have the full power of Python at your disposal. You can take that as far as you would like to go. Here is an example rule that sets the priority of a ticket high if the ticket message is more than 75% capital letters.
if sum(1 for c in message if c.isupper())/len(message) > 0.75: priority = 0
Putting it all together, here is what those rules look like when put into the Advanced Options box as JSON:
To learn which variables you have at your disposal for your specific ticket system, visit the integration guide for that system
Practical Example 1: Impact/Urgency Priority Matrix¶
Here is a larger example that showcases some of the power of this system.
This example will assume your PSA does not already have a functional impact/urgency correlation to priority.
These choices represent a 3x3 matrix. This means we have 4-5 priority levels. In my example, I will use 5 levels and number them like so Critical = 0, High = 1, Medium = 2, Low = 3 and Very Low = 4
When the grid is filled out with these numbers it looks like this:
If we assign a number to each impact and urgency (High =0, Medium = 1, Low = 2)
We can simply use the sum of impact and urgency to find the priority. For example High Impact (0) + High Urgency (0) = Critical Priority (0) and Low Urgency (2) + Medium Impact (1) = Low Priority (3)
Now to code it up. Let’s use these values for the selection text on the GUI.
For each impact and urgency phrase, we want to set the numerical value so we can sum them at the end.
We will need a line of code for each option:
I = 2 U = 2 if 'Medium - Departments or large group of users are affected' in selections: I = 1 if 'High - Whole company is affected': I = 0 if 'Medium - Business is degraded, but there is a reasonable workaround' in selections: U = 1 if 'High - Critical - Major business processes are stopped' in selections: U = 0
Once we have all six lines set we can make our list of priorities:
This names of each vary based on your PSA, but we will go with the 5 listed above for this example.
pri_names = ['Critical', 'High', 'Medium', 'Low', 'Very Low']
Now all we have to do is set the variable for the priority, (priority) to be equal the correct entry in the priorities list.
priority = pri_names[I+U]
Here is what it would look like all together:
If you make a mistake and a rule or default changes a value to something invalid, the ticket will probably still be submitted. In these cases, a section will be added to the internal note of the ticket, displaying the Submission Errors.