Manage Service Options

Service Options allows you to configure options for the Service module.

To access Service Options, navigate to Tools > System Options and then click the Service Options button.

Service Options button

Service options enables you to configure:

Use the General tab to define service options used throughout K2.

Service Options General tab

The fields on the General tab are described in the following table.

This field Holds this information...
Caller Source Mandatory Whether the caller source is mandatory.
Caller Location Mandatory Whether the caller's location is mandatory.
Show Functional Area Whether to display the functional area in the Service Request header.
Enable Cancellation Reason Whether to force the user to enter a reason when cancelling a Service Request.
Allow All Locations For Service Request Header Whether to enable all locations for the Service Request header.
Service Request View Refresh (mins) The number of minutes between refreshes on the Service Request View.

Back to top

Use the Maintenance tab to define the service options for maintenance requests.

Service Options Maintenance tab

The fields appearing on the Maintenance tab are described in the following table.

Section This field Holds this information...
Maintenance Overview Maintenance Overview Refresh (mins) The number of minutes between refreshes on the Maintenance Overview.
Maintenance Overview Closed Request Colour The colour applied to the Response Date and Resolve Date columns on the Maintenance Overview grid.
Authorisation Authorisation Expiry The number of days after an unapproved or rejected maintenance request is submitted before the authorisation request expires.
Maintenance Auto Create Job For Service Request Maintenance Whether to automatically create a job for maintenance service requests.
Maintenance Contract Mandatory Whether a maintenance contract is mandatory.
Show Functional Area or Location Details Whether to display the Location, or Functional Area fields, or both.
Show Room Whether to display the Room search field.
Populate Maintenance Request Location From Caller Location Whether to populate the Maintenance Request Location From the default location information associated with the caller.
Allow Business Unit as Maintenance Location Whether to allow a business unit to be selected as a Maintenance request location
Reference Number - Padded Zero

Whether to affix the specified number of zeros to the maintenance request reference number.

Note: Padded Zeros are only applied when Unique Numbering is enabled.
Auto Unique Reference Number Whether to automatically generate unique reference numbers for maintenance service requests.
Related PPM Period The number of weeks that Planned Preventative Maintenance (PPM) tasks are displayed against open maintenance service requests.
Resolve Time Calculation

The resolve time calculation.

Note: If selected, the resolve time is calculated from the response time and fault resolve time values. If deselected the resolve time is calculated form the maintenance date logged and fault resolve time values.
Use Financial Year Code

Whether to affix the financial year code to the maintenance request reference number.

Note: The financial year code is only applied when Unique Numbering is enabled.
Service Request Maintenance Recharging Whether to show recharging for maintenance service requests.

Back to top

Use the Portering tab to define the service options for portering requests.

Service Options Portering tab

The fields on the Portering tab are described in the following table.

This field Holds this information...
Recurring Service Request Limit (days)

The number of days before and after the current date that the recurring service request generator will examine when generating a new Recurring service requests.

Note: The limit can be set from 1 to 365 days.
Portering Request Manager Closed Call Limit (days)

The number of days set for the closed call limit.

Note: The limit can be set from 0 (no limit) to 365 days.

The fields on the second Portering tab are described in the following table.

This field Holds this information...
Auto Create Job For Service Request Portering

Whether the selected Job will be automatically created for each and every Portering Request.

Note: This does not include recurring requests.
Maintenance Contract Mandatory Whether make a maintenance contract mandatory for portering service requests.
Search Closed Calls Limit (days)

The number of days that closed portering requests are included in the portering request search.

Note: The limit can be set from 0 (no limit) to 365 days.
Show Functional Area or Locations Details Whether to show Location, Functional Area or both on portering service requests.
Show Room Whether to enable room search field.
Subject Mandatory Whether the user raising the request is forced to specify a subject.
Enable Auto Unique Recurring Request Reference Number

Whether to enable automatic, unique reference numbers consisting of up to three parts:

  • Contract Task Prefix – when defining a maintenance contract, it is possible to set a short hand code which can be used to quickly identify the Contract, for example; Mechanical and Electrical contract is shortened to M&E. When this option is selected the ‘Prefix’ of the Contract linked to the Recurring Request will be used when generating the Auto Unique Reference Number
  • Portering Request Reference Number – a unique number automatically generated by K2 each portering task instance
  • Recurring Schedule Reference Number – a unique number automatically generated by K2 each recurring task instance
Auto Unique Reference Number Format Part 1 The first part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).
Auto Unique Reference Number Format Part 2 The second part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).
Auto Unique Reference Number Format Part 3 The third part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).

The fields on the Portering Request tab are described in the following table.

This field Holds this information...
Auto Create Job For Service Request Portering

Whether the selected job will be automatically created for each and every Portering Request.

Note: Does not include recurring requests.
Maintenance Contract Mandatory Whether make a maintenance contract mandatory for portering service requests.
Search Closed Calls Limit (days)

The number of days that closed portering requests are included in the portering request search.

Note: The limit can be set from 0 (no limit) to 365 days.
Show Functional Area or Locations Details Whether to display location, functional area or both on portering service requests.
Show Room Whether to enable room search field.
Subject Mandatory Whether the user raising the request is forced to specify a subject.
Enable Auto Unique Recurring Request Reference Number

Whether to enable automatic, unique reference numbers consisting of up to three parts:

  • Contract Task Prefix – when defining a maintenance contract, it is possible to set a short hand code which can be used to quickly identify the Contract, for example; Mechanical and Electrical contract is shortened to M&E. When this option is selected the ‘Prefix’ of the Contract linked to the Recurring Request will be used when generating the Auto Unique Reference Number
  • Portering Request Reference Number – a unique number automatically generated by K2 each portering task instance
  • Recurring Schedule Reference Number – a unique number automatically generated by K2 each recurring task instance
Auto Unique Reference Number Format Part 1 The first part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).
Auto Unique Reference Number Format Part 2 The second part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).
Auto Unique Reference Number Format Part 3 The third part of the Auto Unique Reference Number (for example: Contract Task Prefix, Portering Request Reference Number, or Recurring Schedule Reference Number).

Back to top

Use the Equipment Booking tab to define the service options for equipment booking requests.

Service Options Equipment Booking tab

The fields on the Equipment Booking tab are described in the following table.

Section This field Holds this information...
Delivery Request Auto Create Delivery Portering Request

Whether to automatically create a portering request when an equipment booking request is saved.

Note: The Request Time is the Booking Time minus the Lead Time.
Lead Time The amount of time (in minutes) that the portering request is scheduled before the equipment booking.
Default Task The default delivery task. Choose from the drop-down list.
Collection Request Auto Create Collection Portering Request

Whether to automatically create a portering request when an equipment booking request is saved.

Note: The Request Time is the booking time plus the Delay Time.
Delay Time The amount of time (in minutes) that the portering request is scheduled after the equipment booking.
Default Task The default collection task. Choose from the drop-down list.

Back to top

Use the Key tab to define the service options for key requests.

Service Options Key tab

The fields on the Key tab are described in the following table.

Section This field Holds this information...
Authorisation Key Authorisation Reminder The number of days after the creation of a Key request before a reminder email is sent to the authoriser.
Key Authorisation Expiry The number of days after the an email reminder that the authorisation email expires.
Controlled Key Authorisation Reminder The number of days after a controlled Key request is approved before a reminder email is sent to the second level authoriser(s).
Controlled Key Authorisation Expiry The number of days after a reminder email the second level authorisation email expires.
Collection Key Collection Reminder The number of days after a Key request before a reminder email is sent to the requester.
Key Collection Expiry The number of days after a reminder email that the key collection expires.
Refresh Key Request Manager Refresh The key request manager refresh period in minutes.
Requests Enable Key Request Editor

Whether to enable editing.

Note: If unchecked, authoriser information on the Key Request editor and all fields, except Status, on the Key item cannot be changed once the request is saved.

Back to top

Use the Taxi tab to define the service options for taxi requests.

Service Options Taxi tab

The fields on the Taxi tab are described in the following table.

Section This field Holds this information...
Taxi Interface Server Name The name of the server used for the Taxi Interface.
Report Server Name The name of the report server used for the Taxi Interface.
Company Code The company code used for the Taxi Interface.
File Path The default file path for the Taxi Interface.
Taxi Enforce Taxi Cost Centre Whether a cost centre is mandatory for taxi service requests.
Department Mandatory Whether a department is mandatory for taxi service requests.
Default Taxi Company The default taxi company for taxi service requests.
Failed Validation Reason Required Whether a reason for Failed Validation is mandatory.

Back to top

Use the Dispatcher tab to define the service options relating to dispatchers.

Service Options Dispatcher tab

The fields on the Dispatcher tab are described in the following table.

This field Holds this information...
Pending Lead Time (mins)

The number of minutes remaining before a service request is due to appear in the Pending list.

Note: The limit can be set from 1 to 1440.
Completed Record Time (Days)

The number of days prior to the current date that a completed record will appear in the Completed Panel.

Note: The limit can be set from 1 to 7.
Prebooked Record Time (hours)

The number of hours prior to the current time that a pre-booked record will appear in the Prebooked Panel.

Note: The limit can be set from 1 to 24.
Visible Action Amount

The number of actions displayed in the Action Panel.

Note: The limit can be set from 1 to 10.
Log Off Radio Notification Whether to populate the Actions Required panel and add a notification to the Outstanding Panel when the dispatcher logs off their radio without a job assigned.
No Dispatcher actions based on Dispatcher own updates Whether to display the dispatcher's own updates on an active job.
Predefined Message Prefix The text added to all messages from the dispatcher.

Back to top