Ordering services for a group of users

Overview

Managing multiple service requests for a team or group can be cumbersome when each request needs to be handled individually. Starting from v.12.1.1 with the introduction of multi-recipient order feature it is possible to order the same services for a group of users by submitting only one request. 

Example Use Case: A manager purchasing the same device for all their subordinates can now complete the process in a single order instead of creating multiple requests.

To order a service for multiple recipients

1. Open Catalog: go to the Matrix42 Self Service Portal and click Catalog in the navigation area
   
2. Specify Recipients: under Recipient, you are entered as a default recipient of services. To order service(s) for other users, enter their name in the Recipient field accordingly or click on the browse icon to see a list of available for the current user other recipients:
   
   The list of possible Recipients depends on the current user role and Technical Target and Recipients Restrictions settings in the Service Catalog.
   Starting with ESM v.12.1.2, in case there are additionally configured Recipients filtering options in the Service Catalog Settings, the system verifies if the selected Recipients have the same values in the specified attributes, e.g. Recipients are from the same Organizational Unit, and if not shows the following message: 
   
   When you click Cancel, the user that you just tried to add is automatically removed from the selected Recipients field.
3. If you change the service recipient, the content of your shopping cart is deleted. In addition, only catalogs that are assigned to the selected persons are displayed. 
4. Search for Service(s): if you cannot find the required service, enter your search criteria into the Search Text field at the top of the screen and press <Enter>. The search results will be displayed. If it's not there, most likely it's not available for one of the selected Recipients and therefore not suggested. 
   • Add to Cart: click Details to view information about the service or click Add to Cart. On this page, you will see the price for a single Recipient.
   • Choose optional components: If the service involves a set, a bundle, or a group, you can select optional components.
   • Specify Technical Targets: If a service requires a technical target, e.g., an AD account or a computer, you will be prompted to specify this technical target for each of the Recipients separately.
     
     As a result, you will see a technical target icon near the service ID in the shopping cart and on the approval page. Fill out the required fields and click Add to Cart.
   • If the shopping cart contains any services that:
     • can provide a technical target;
     • with the instance type equal to the one that is required by service, e.g., Required Technical Target = Computer and Instance Type = Computer; 
       then you will be prompted to select one of these services as a target.
5. Service Form: if the Service Provisioning requires a Service Form, only one Service Form is created, for instance, a service with a Ticket Service Form. When such form is filled only one Ticket is created. If you need a unique Service Form for each order, place the orders for each Recipient separately:
   
   To proceed, click Add to Cart.
6. Shopping Cart: the place order summary section displays the name, ID, quantity, payment details of the service, and price for the service in the catalog currency. Besides, it displays the summary information in the currency of the user that was defined on the Personal Data page (Profile). 
   • Shopping Cart Items: the shopping cart preview shows the number of Shopping Cart Items in each order that will be created for each Recipient, but the Total Price is calculated as the price of the item(s) in the order multiplied by the number of Recipients: 
     
   • Cost Center Information: choose from the following options
     • Prefill the Cost Center from Recipients (default): each Recipient can have its own Cost Center assigned which will be taken from the Person's information.
     • Explicitly set Cost Center: if you choose this option, select one of the available in the system Cost Centers. The same Cost Center will be applied for each of the Recipients.
       
   • Recipient Information: choose from the following options 
     • Delivery to the recipient(s) (default): each order item will be delivered to the respective Recipients enumerated in the not editable Recipient Information field.
     • Delivery to the another named person: all ordered items for all selected Recipients will be delivered to the same person that is specified in this field. Select the Person in the Recipient Information field and additionally modify the Location, if necessary:
       
        
     • Delivery to the following address: with this option, all the items from the shopping cart for all Recipients will be delivered to the specified address
       
7. Order Service(s): to order service(s), click Place Order.
8. Order Summary: on the order summary you can see all orders placed per each Recipient and browse order details