Generating tickets in a batch

Manual — Commissioning · chapter 4 of 10

With the phases set up, the test tickets do not need to be opened one by one. In the Commissioning tab of the project, Generate tickets creates at once a ticket (or a task) for each asset in each chosen phase, already with the test template, the asset, the technician and the due date, and already linked to the phase.

System rule

The Generate tickets button needs Edit in Projects and Create in Tickets, both on the project site. The Commissioning tab only shows when the project has at least one phase (chapter 3).

1 and 2 — Phases and assets

Figure 8. The Generate commissioning tickets panel with phases L3 and L4 of Cooling — North Room CRAC units selected and the three CRAC units selected. In L3, CRAC-01 and CRAC-03 are already in the phase; in L4, the column shows the template suggested by the routine and the Previous incomplete warning on CRAC-02 and CRAC-03.

1. 11 · Phases — select the phases. Those that still have an asset without a ticket come selected.
2. 2Filters: asset type (here HVAC), location (All locations) and search (here “CRAC-0”).
3. 3Codes box: paste names, serials or tags, one per line.
4. 4Select all (N), Clear and how many are selected.
5. 5The column of each phase: the template suggested by the routine, already in phase or no routine — pick a template.
6. 6Previous incomplete warning — only a warning, it does not prevent anything (chapter 6).
7. 7Task template — changes the template of this asset only; Suggested by routine uses the grid of chapter 2.

• The list shows all the assets in the project scope (chapter 3), with no limit, filtered by what you chose. Select all (N) selects those in the filtered list; you can filter by type, select all, change the filter and select more.
• The codes box finds the asset by its exact tag or serial, or by the name starting with the code (“CRAC-01” finds “CRAC-01 — Precision cooling, White Space”), regardless of case. Those that do not match appear in Codes not found.
• The template of each phase × asset pair is, in this order: the one chosen in the Task template column; otherwise the routine one (chapter 2). With neither, the pair is skipped (“no task template”).
• The template chosen on the row applies to every selected phase. With more than one phase selected and a template chosen, the panel warns: The template chosen on the row applies to every selected phase; leave “Suggested by routine” to use each phase’s template. For different templates per phase, use the routines or generate one phase at a time.

3 and 4 — Grouping, options and title

Figure 9. Steps 3 and 4: One ticket per asset, the technician Emily Carter, priority High, due date, and the title with the preview “L3 — Pre-functional checks and start-up — CRAC-01 — Precision cooling, White Space”.

1. 13 · Grouping — One ticket per asset or One ticket per system.
2. 2Technician, Technician group and Category — optional.
3. 3Priority and Due date.
4. 44 · Ticket title — the mask, with the placeholders.
5. 5Preview — how the title will look.

Grouping	What is created	When to use
One ticket per asset	one ticket per phase × asset, with one task	the default: each test has its own ticket, technician, service report and signature.
One ticket per system	one ticket per phase, with one task per asset	tests done together by the same team, such as the L5 (IST) of a system or the receiving inspection of a batch of equipment.

Option	Effect on the generated ticket
Technician	becomes the technician of the ticket and of each task. The list only brings those who can be assigned on the project site (who have a profile there); if someone is missing, they lack a profile on the site. With no technician, the default technician of the template applies to the task.
Technician group	technician group of the ticket and of the tasks.
Category	the ticket category. With no category, the ticket goes to the classification queue, like a ticket opened by hand.
Priority	from Very low to Critical. Blank = Medium.
Due date	becomes the solution due date of the ticket and the planned end of the tasks.

Placeholder	Becomes
{phase}	the phase name
{asset}	the asset name (in a ticket per system: “N assets”)
{system}	the name of the parent task of the phase (no parent: the project name)
{project}	the project name
{type}, {tag}, {serial}, {location}	type, tag, serial number and location of the asset (only in a ticket per asset)

Left blank, the title is {phase} — {asset} (per asset) or {phase} — {system} (per system). The hint below the mask shows the placeholders in the screen language — in Portuguese {fase} {ativo} {sistema} {projeto} {tipo} {patrimonio} {serial} {local}; in Spanish {fase} {activo} {sistema} {proyecto} {tipo} {patrimonio} {serie} {ubicacion} — and those of any language work on any screen.

Preview and Generate

Figure 10. Preview: the plan with the tickets to create and the skipped pairs, with the reason — nothing has been saved yet.

1. 1Preview — builds the plan without saving.
2. 2Plan: how many tickets, tasks and skipped.
3. 3Tickets to create (N) — the title of each one and how many tasks.
4. 4Skipped (N) — phase · asset — reason.
5. 5Generate — creates the tickets.

Skip reason	Why	What to do
already in phase	the asset already has a ticket task linked to this phase (a cancelled or deleted ticket does not count)	nothing: the batch never duplicates. To test again, use the retest (chapter 7).
no task template	neither a routine nor a chosen template	pick the template on the row or fill in the routine (chapter 2).
out of project scope	the asset is not on the project site (nor below it), or no longer exists	check the site of the asset.

• Generate creates everything at once (in blocks of 50 tickets). The panel shows Tickets generated with the link to each one and the list of skipped pairs; the matrix reloads by itself.
• If something fails midway, what was already created stays and the message says how many: The batch stopped: N of T ticket(s) created. Check the log and run again — tickets already created are not repeated. Generate again with the same selection: the pairs already created fall into “already in phase”.
• Shortcut from the matrix: on a row of an asset that is already in commissioning, clicking a No ticket cell opens the panel with that phase and that asset already selected.

Figure 11. The result: Tickets generated, with the number and title of each ticket created — here, phase L4 of Standby power — generator set and ATS generated with One ticket per system: one ticket with the tasks of GMG-01 and QTA-01.

1. 1Tickets generated; right below, the counts: tickets, tasks and skipped.
2. 2Each ticket created — click to open.
3. 3Close.

What each ticket is created with

Field	Value
Title	from the mask of step 4.
Modality	Comissionamento (the modality name comes from the environment catalog and is shown in Portuguese).
Site and location	the project site; the asset location (in a ticket per system, only when all the assets are in the same location).
Requester	whoever generated the batch.
Status	New; Assigned when there is a technician or technician group.
Description	“Commissioning — project … (#N) — phase …” and the list of assets.
Tasks	one per asset, with the template (the checklist comes from it at execution), the asset linked to the task and the to do state.
Material requests	with the Create material requests on the work order switch on in the template (the default), each material planned in the template becomes a material request on the ticket, in the planned quantity, through the usual approval flow. The requester is the task technician (without a technician, whoever generated the batch); the comment reads “Planned in template: <name>”, in the system language. With the switch off, nothing is requested.
Phase	the ticket is born linked to the phase: it appears under Tickets in the phase task and counts in its %.

Warning

The footer of the panel warns: Tickets generated in a batch do not send the new-ticket notification (no e-mail, no alert); technicians find them in the ticket list and in the app. The batch does not run the automatic ticket rules either — hundreds of e-mails at once help nobody. In the app, the tickets arrive with the sync. Tell the team through the usual channel.