Reason Codes

The Logbook module uses reason codes to populate drop-down menus on the Request Details page. The following types of reason codes can be defined:

  • Completion Reason – If a request is completed after the specified Complete By date, the completion reason indicates why the request was completed late. If Completion Reason codes are created, users cannot close a late request without specifying a completion reason.

  • Reassign Reason – If a request is reassigned to another user, either through the Assigned To field or the Advanced Reassign link, the reassign reason indicates why the reassignment was made.

The Completion Reason and Reassign Reason fields are not displayed on the Request Details page until the appropriate reason codes have been created.

To open the Reason Codes page:

  1. Open the Administration Menu page.

  2. Under the LOGBOOK ADMINISTRATION heading, click Reason Codes.

    The Admin – Reason Codes page opens. If you select a reason type, all defined reason codes of that type are displayed.

ClosedCreate a Reason Code

Creating a reason code allows you to define values that are included in the Completed Reason or Reassign Reason drop-down menus when modifying a request. To create a reason code:

  1. In the Reason Type field, select the type of reason code you want to create.

  2. Click the Create New link.

    The Reason Code dialog box opens, allowing you to define the new code.

  3. In the Reason Code field, enter the name of the reason code.

  4. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  5. In the Active field, select Yes to make the reason code active.

    Inactive reason codes remain in the system, but do not display to users.

  6. Click ADD.

ClosedEdit a Reason Code

Reason codes can be modified. For example, if you want to change a reason code's position in drop-down menus, you can modify the tab order. To edit a reason code:

  1. In the Reason Type field, select the type of reason code you want to edit.

    The existing reassignment rules of that type are displayed in a gray box.

  2. Click the Edit link to the right of the reason code you want to edit.

  3. Modify any of the following values:

    • Reason Code – the value that users will see
    • Tab Order – the position in which the code will be displayed in the list
    • Active – Yes indicates that the code is active (displayed to users)

  4. Click UPDATE.

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