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Issue multiple spare devices together?

  • December 12, 2023
  • 6 replies
  • 127 views
sbattis
Contributor
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For tracking purposes, we need to be able to track, for example, an iPad, an iPad charger, and an iPad stylus separately. Essentially: it’s way lower overhead for everyone involved -- and therefore we can get humans to do it -- to not have specific “sets”, but just to grab one of each, as-needed. And not everyone needs the entire set.

This is all fine, until it gets to managing those loans. Right now, we have three tickets for someone who checks out an iPad with a stylus and a charger. On the up side, it means that when a device is missing from a cart, we know who has it, and when it is supposed (or was supposed) to come back. On the down side, it’s a tedious mess getting those tickets set up.

My current solution is a Google Form that users submit (they scan a QR code on the cart to get to it), and they just punch in the the numbers of the devices that they’re taking. From those numbers, I’m able to generate links to create new tickets for each of the devices that are being issued as spares.

But…

There has got to be a better way.

My dream would be starting a _single_ ticket for a user, and then just issuing as spares each of the up-to-three devices on the same ticket.

Anyone have anything that even remotely resembles this or helps me get closer to it?

Best answer by EStapf_iiQ

Hi @sbattis I also wanted to give you another option using Advanced Ticketing. You could take your ticket type (which you can already issue a spare device from) and then write a rule that creates subtasks automatically when that ticket type is created. It would look something like this:

When the ticket is generated the list of subtasks will be generated inside the Subtask Widget:

From there when you click on the wrench, you can create a ticket directly from the subtask:

This would give you the flexibility to only create the ticket(s) for the items needed by each student.

I hope this helps!

6 replies

sbattis
Contributor
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  • sbattis
  • Author
  • Contributor
  • December 12, 2023

I should mention that we have a different solution where we do have “sets” of devices (as in our happily-not-so-frequently-used hybrid classroom carts. In that case the solution of linking assets together and having a single base asset that we check in and out makes sense. Although it’s still not _as smooth_ as I would dream of if we need manage trouble tickets.

Kathryn Carter
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  • Kathryn Carter
  • Community Manager
  • December 14, 2023

@sbattis Thank you for submitting your question to our community! 😄 I love how you were innovative in creating all these different workflows within your spares. 

So, I spoke with @EStapf_iiQ about the best workflow for this question. We came up with creating a ticket type for the spare checkout. From there, you could add a subticket for each additional item (charger and stylus), depending on whether they take those.

In the end, one parent ticket will issue the spare iPad, then subtickets as needed for the additional supplies they can check out. You cannot close the parent ticket until the other items are returned. Just some additional thoughts for you! 😄

 

Kathryn Carter - Community Moderator /// Did you ask a question? Don't forget to mark the correct answer!
sbattis
Contributor
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  • sbattis
  • Author
  • Contributor
  • December 14, 2023

@Kathryn Carter Very interesting. I’ll get with our help desk tech and we’ll play around with that configuration. We’ve got the first part of it already (the ticket type for spare checkout), and I know that he’s done some other work with subtickets.

Thank you!

Kathryn Carter
EStapf_iiQ
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  • EStapf_iiQ
  • Employee
  • Answer
  • December 15, 2023

Hi @sbattis I also wanted to give you another option using Advanced Ticketing. You could take your ticket type (which you can already issue a spare device from) and then write a rule that creates subtasks automatically when that ticket type is created. It would look something like this:

When the ticket is generated the list of subtasks will be generated inside the Subtask Widget:

From there when you click on the wrench, you can create a ticket directly from the subtask:

This would give you the flexibility to only create the ticket(s) for the items needed by each student.

I hope this helps!

Kathryn Carter
Kathryn Carter
Forum|alt.badge.img+18
  • Kathryn Carter
  • Community Manager
  • December 15, 2023

@EStapf_iiQ Thank you for including the step-by-step here. I love the subtask of creating it as a ticket if they check it out. Teamwork makes the dream work! 😄

Kathryn Carter - Community Moderator /// Did you ask a question? Don't forget to mark the correct answer!
EStapf_iiQ
sbattis
Contributor
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  • sbattis
  • Author
  • Contributor
  • December 15, 2023

Thank you both! I’ll pass this on to our helpdesk tech to see where he lands on configuration.

Kathryn Carter
EStapf_iiQ
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