Note: On November 9, 2020, Atlassian announced Jira Service Management, the next generation of Jira Service Desk. Jira Service Management is an ITSM solution built on Jira to help IT, operations, development, and business teams collaborate at high velocity. It empowers teams to respond to business changes rapidly and deliver great customer and employee service experiences.
While service desk agents do everything they can to avoid firefighting, they are often focused on extinguishing one fire and moving to the next. This usually causes tickets to smolder in some status of "not quite done" until months later when they will finally be closed out (thanks bulk edit!). The good news: there is a way to keep things moving using out-of-the-box functionality. No longer will your metrics be inaccurate because people aren't "moving their tickets through the system." Jira Service Desk can help do the moving for you with automation.
Putting out Smoldering tickets
Many workflows offer customers a chance to review the ticket before closing. But, replying to the work request isn't always the top priority of the customer, which in turn, leaves the ticket to smolder in an almost done state. Instead, Jira Service Desk can help you do a fully extinguish the request by doing a couple of things, messaging the customer on impending closure and auto closing the ticket with no response. Just follow these steps below.
Step 1: Create SLAs
While this may seem odd, SLAs can be used for more than just metrics, they are a great trigger for automations due to the extended functionality SLAs bring in Jira Service Desk. Start by creating two SLAs, call them Time in Resolved - Customer Notification and Time in Resolved. Set Time in Resolved - Customer Notification to the parameters shown in the screenshot below. Note, the SLA time can be changed depending on the amount of time you want to elapse before notifying the customer that their ticket will be closed. The SLA for Time in Resolved will have the same start and stop conditions, but put the goal time to be more than the goal of the notification trigger (for example, if the notification is set to send 120 hours after entering the status, than set the goal for the auto close to be 168 hours as this will give 48 hours for the customer to respond).
Step 2: Create Jira Service Desk Automations
Great, now that these SLAs are in place, let's use them to trigger Jira Service Desk Automations.
Step 2a: Time in Resolved - Customer Notification
For this Automation, you will want to set the When to trigger off of the Time in Resolved - Customer Notification SLA when the SLA has been breached. Feel free to add an optional If statement should there be situations in which the SLA should not be executed. Lastly use the Public Comment option for the Then statement to send a message that the customer will receive. Included is a screenshot of this automation.
Step 2b: Auto Close Resolved Ticket
For this Automation, you will want to set the When to trigger off of the Time in Resolved SLA when the SLA has been breached. Feel free to add an optional If statement should there be situations in which the SLA should not be executed. Lastly use the Transition Issue option for the Then statement to move the issue to the final status. Note that it is best to use a hidden transition which does not require any fields or info as this is done through an automation. Included is a screenshot of this automation.
Step 3: Find other small fires to put out using automations
This is just one example of how automations can be used to keep customers engaged on the ticket and closing out issues that have been resolved. This same logic can be applied to many different areas in Jira Service Desk and can keep your front line firefighters focused on the hot spots and less time doing clean up!
If you still want to learn more about Jira Service Desk automations in action, join us for our next webinar on September 12, 11 a.m. CST: Automation with Jira Service Desk.