💡 Why Use AI Automated Ticket System

In daily project management, it is essential to constantly handle tickets, requirements, and bugs to keep the project on track. This process requires a lot of time and effort to collect, summarize, and urge handling, which can be interrupted by other tasks and may overlook important issues.

By using the "AI Automated Ticket System" template, the above problems will be solved. This template will help you automate the management of project tickets, requirements, and bugs without manual intervention, making your project management more efficient. You can automatically collect, summarize, and urge handling these tickets, and promptly feedback development progress to users.

👉 How the Template Works

This template includes a form, a database, and two automation tasks.

• Automation Task "Automatic Request/BUG Remind": Automatically triggers reminder notifications when requirements or bugs are submitted via the form.
• Automation Task "AI Automated Reporting": Executes once every Friday at 5 PM, summarizing all tickets collected during the week and sending an AI summary report.
• Database "Tickets Collection": Used to store user feedback and bug information and specify the status of each record.
• Form "Problem Feedback": Used for internal and external personnel to submit feedback tickets.

🎯 Usage Steps

1. Install the Template

Install this template into your Bika Space. If you need to manage multiple projects simultaneously, you can install this template multiple times. One template corresponds to one project.

2. Enter New Feedback

The template has created a database "Tickets Collection" and a form "Problem Feedback," you can directly submit data in the form, and the submitted data will be automatically recorded into the database.

The table includes fields such as Problem Description, Reproduction Steps, Expected Results, Related Attachments, Device Information (Computer Version), Device Information (Mobile Version), Contact, Type of Ticket.

3. Configure Automation Tasks

Enter the edit interface of the automation task "Automatic Request/BUG Remind," you can modify the trigger conditions and execution actions of the task.

4. Test Automation Task (Send Ticket Feedback Reminder)

We have already enabled the automation task for the Problem Feedback form by default. You can check if the reminder notification is sent successfully when submitting requirements or bugs via the form.

5. Test Automation Task (Send Report)

In the automation task edit interface, click the "Run Now" button to manually trigger the automation task and check if the reminder notification is sent successfully.

6. Start Automation Task

In the automation task edit interface, click the "Enable" button to start the automation task. The automation task will be automatically triggered when the form is submitted, sending request/BUG reminders. The task for sending reports will be executed automatically every Friday at 5 PM, sending the AI summary report.

👉 Suitable for

This template is ideal for:

• Project Manager: Need to efficiently manage project tickets, requirements, and bugs.
• Developer: Need to promptly understand and handle feedback.
• QA Engineer: Need to collect and track bug information.
• Product Owner: Need to understand project progress and user feedback.
• Customer Support: Need to collect user issues and requirements.
• Business Analyst: Need to analyze and summarize user requirements and project progress.

⭐ Main Features of This Template

• Efficient Management: Automate the management of tickets, requirements, and bugs, improving project management efficiency.
• Timely Feedback: Automatically send reminder notifications to ensure timely handling of issues.
• Summary Report: Automatically generate weekly summary reports to help the team understand project progress.
• Reduce Omissions: Automated processes ensure all issues are promptly handled and tracked.

🔧 Common Questions

1. How to Change Reminder Time and Frequency?

   You can modify the trigger conditions set time and frequency in the automation task edit interface. The automation task executes according to the set time and frequency and then sends reminder notifications.

2. How to Add New Feedback to the Database?

   Open the Tickets Collection database, click "Add Record" in the toolbar to add feedback. Alternatively, you can submit feedback in the Problem Feedback form, and the system will automatically add the feedback to the database.

3. What if I Want to Stop Automatic Reminder Sending?

   You can turn off the switch on the automation page to stop automatic reminder sending.

4. How to View and Manage Summary Reports?

   Every Friday at 5 PM, the automation task will generate and send summary reports. You can view all records in the database and understand the tickets collected and their processing status through the report.

5. How to Hide Form Fields?

   The form fields are associated with the views in the database. In this template, the form fields are default to be consistent with the fields in the Problem Feedback view in the database. If you want to hide form fields, you can hide the corresponding view fields in the database.