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Jetdocs Catalog Builder How-To

In this video, you will get a complete walk through of Jetdocs Catalog builder, if you would optionally want to read about individual features instead of a video. Here are the main components of Jetdocs Catalog builder:

Video Transcript:

Hey there, I’m Andrew and today we’ll be going through the Catalog Builder. So, the catalog builder is meant for both admins and editors who will have access to this tab at the top. And really, it’s an important tab to get right because this is what users in your organization will be submitting when they navigate to the catalog. Click on a category and the subsequent template that then gets routed to the proper expert in your company. So, jumping back into the catalog builder to get set up, all you have to do is click New Category and so you can get started with one of our prebuilt templates.

For example, if I clicked on Operations, you could see that Ops has been loaded with a short & long description as well as an avatar. Now after you actually click Save on one of those, in order to edit that information, all you have to do is click on the “Edit” icon as part of a card. So, if you click the Operations tab, it will go into the templates you have within Operations. You can click Back on Templates up here, but if you click this actual icon, it will open this modal where you can edit the information that you’ve already created. Now for example, if I click on the Facilities and Office Management card, you’ll be able to see this list of templates below.

And each one of these again are fully customizable and you can click New Template at the start, and you will be able to completely fill one out from scratch by getting started here. And then click Create Template at the top. Or you can click Get Started with the Template and choose from one of our 80 plus templates that come out of the box. So, for example, if I clicked on Facilities and Office Management, you could see that there is a list of templates here. And so, if I clicked New Employee Equipment you can see that the title gets filled, the short description, long description, different template fields with different response types here and we’ll go over those in just a second as well as you’ll have to fill out the template settings.

So, for example, if I clicked Create General queue, added in a few people from my organization as well as myself, and then we have audience as the only I’m going to leave that blank. And then for example, I can click Enable Approval Steps or not click Enable and I’m going to click Create Template. And, this New Employee Equipment template that was just grade, you can see that I have two of them here, but I’m going to just jump back down, make sure it’s the same one that I had created. But for example, say you didn’t want this one anymore. All you would have to do is click Delete Template and confirm.

And so that has been deleted. Now if you want to delete an entire category so when you see customize your catalog, this would be the main view. If you want to delete a grouping, all you have to do is click Delete category. Now when I click this, you’ll see you cannot delete a category with templates. Please delete all the templates first.

So that’s more of a safety mechanism. But if you’ve gone through each one of these and clicked Delete template, once this is empty, you’ll be able to delete the entire category. Or what oftentimes happens is people will just repurpose items that they’ve already built. Now jumping into the actual creation of one of these. So I mentioned the title, short description and long description.

And these are fields that help your users actually understand what they’re filling out. And then we also have the ability to add a default title to Ticket. You can see here that this is checked off. And when I jump into the catalog as a user filling it out and click on New Employee Equipment, that will be this title or short summary field. Additionally, on every single template that you create, we add in an additional comments field here.

And so that basically means it’s kind of serves as a catch all for users to submit additional information that your template might not have included when you created it. And this can be a good way to understand should you add a field in your template that might service the type of request people are putting into the additional comments field. If you find it’s happening frequently as well. We also default add attached file as well as attached link. And so how a cloud link works, you basically add a URL and add some text to show what the URL is named.

A couple of different items. I’m going to jump back into the catalog builder but before we do so, so we have the title and short description. This field here is just a general text field. This is a selection field. So you can see here that I have the ability to multi select different items.

Additionally, we have who will be their supervisor and this pulls a roster from your organization so you can actually reference one of these users. So for example, if I chose this general manager at Teams Jetdocs IO, I would be able to reference the selection here. So this user in the workflow builder afterwards, this is a general currency field. We have a date picker. This again would be an example of a multi-select option.

for example, someone might be remote and in their New York City office. Additionally, this would be an example of a multiselect item but one that has cascading options. This would be an example of just one layer deep. And if I clicked on headset for example, you could see that this is one layer deep, but then again it goes another layer deep after that. So, two layers deep total.

Finally we have our Table field. And so how this works is you get to specify the header or column names. And so, you can see we have name, ID tags and total as well as specify the number of rows or records that will be allowed. Now please note that when say for example, this one I think has posted ten fields or records listed here. If a user only filled in one of these rows and required for a table, basically means that at least one field has been filled in.

So if this was required and tried to submit with nothing in it, it shouldn’t be allowed to go through. Now if something is listed here and say sorry about ABC and B and say for example, I submitted this form in my requests, after the user has submitted it up here, they will be able to see this full table because that’s what they submitted through. However, in the ticketing center we strip the remaining rows and so only the data filled out will show. Say for example, this one has C in it, it would basically strip out the unneeded rows that are not available.

So how do you actually build something like that in new employee equipment? You can see that we’ve already gone through the top section. This big blue button Add Request field will add something to the very bottom. You can navigate these fields, move up or move down, as well as delete these fields. And then in terms of the most important piece to understand is the different response types that we have.

So text checkbox, select date, company user, currency and table. So text, checkbox, date and currency are all very selfexplanatory. The three that I focus on are select, Company, user and table. So let’s jump down into one that has a few different layers for the field type of select. So after you’ve chosen your response type, all you have to do is click Edit and you can see that you have the ability to create nested options.

So in this particular case under key Fob, if I click Add sub-option you can see that this goes one layer deep. Again, if I click Add Sub option here, this will go two layers deep and so that’s how you created, or I created the headset to Apple with two different options underneath. Now you can quickly remove these and you can also add them in line. So, if I’ve added an additional field below, I can then quickly select Add Sub-option and then you have the first field plus the nested option here. And so you can do that anywhere alongside depending on which nested row you’re in.

So I’m just going to get rid of these and click Save. Now the next option is the table field that I had just shown you. So if I click Edit you can specify the number of rows as well as the table headers here and choose if that field is required. And then lastly is the field type of company user. And so if I click edit, we just have a required field for this right now.

However, what this does is it pulls a roster of your company or fetches it and so the user will be able to select the email address of that particular user. Now, jumping down into the template settings, we have four main sections. So, we have the first point of contact which basically means who is responsible for receiving the request once it’s submitted through. And so this is where you get to determine who’s actually going to be notified when a request is submitted. And so, you can either click this button here which says create general queue which will make one of these members selected.

Who else is involved for queue and reassign? Anyone listed here will be notified that a new item has been entered into their queue and they’ll be able to action on a first come, first serve basis. If this is unchecked, this section will just be used for reassigning. A queue will not be created, and you will have to specify which user you’d like it to go to. So you can select an individual person like myself here, or you can actually select the user response to three.

Again, as a reminder. User response to three. If I went up to input three you can see this is a company user field like so and so depending on what the user selects when they fill out that request, it will then get routed to this person. So, I’m going to just select create general queue and that will nullify this box here. We recently added the ability to have view only access.

And so this is really helpful for managerial or executive functions that they don’t want to be notified every time a new request comes in, but they would like the ability to check in on all related tickets in the ticketing center or have the ability to add a comment. But users listed here, for example, if I listed a couple of users, they would not have the ability to actually go in and click approve, reject, complete reassign, etc. And now how will you know if you’re actually in this view only access when you go into the actual details page, very similar to the archive tag that we show on the details page. It will show that you have a view only active. So we try and make that quite apparent.

And then lastly, we have the approval steps. Yyou don’t have to have these enabled. If they’re not enabled, there obviously won’t be multiple steps but you will have the ability to infinitely reassign to different users listed right here. Now if you do have these enabled then the approved reject buttons will appear for the user in the ticketing center who is filling it out. And again, you have the ability to select a specific user, or you can again select the user response to the field listed above.

So a great example might be for an expense approval where you need your supervisor to approve it. It might go to the first point of contact, which might be the user response to three as a supervisor. And then after that it might go to finance to actually approve the budget. And then lastly maybe the operations to order. And then the last piece in the catalog builder is the preview display.

So depending on what you would like to see in the ticketing center, we have this preview display field and so you can specify on a per template basis what field in that template will appear. So again you could choose we default the title but you could choose the response to what gets input above here. And then lastly we have our Zapier integration which you can view in other tutorials. So I hope this was helpful and if you have any questions, feel free to write to us at onboarding at jetdocs IO or message us in the chatbot. Thanks a lot and have a great day.