Base Template for maintenance communications out of Fresh Service
*This template can be modified for Release and any unplanned notices.
Date and Time format: Friday, 6/9/2023 12:00 PM CST
* Time should be in CST always
Subject Line: IT Planned Notice: <Application Name> Maintenance (<Date and Time>)
Body:
Hi Keeley'ns:
The Information Technology Group wants to make you aware of an upcoming <Application Name> maintenance. Here are additional details:
Application Name: <Application Name>
Application URL: <Application URL>
Start Date and Time: <Date and Time>
Potential Downtime: <# Hours> Hours
Affected Users: All <Application Name> users
Summary of Maintenance:
<Summary of Maintenance info to let end users know what is being updated>
Please feel free to contact the Information Technology Group with any questions. You can also respond to this email, and it will generate a ticket for you.
Ticket System: https://keeleycompanies.freshservice.com
Email: helpdesk@keeleycompanies.com
Phone: 314.655.1045 (M - F, 7am - 7pm)
Self-help Solutions Center: https://keeleycompanies.freshservice.com/support/solutions/
Copy/Paste the body of the template above into Word.
- Update each <Application Name> (Subject line and 2 in Body)
- Update <Application URL> if there is one (if none, remove line)
- Update <Date and Time> (Subject line and Body)
- Update <# Hours>
- Update <Summary of Maintenance>
In Word, select everything (Ctl+A), right click and choose Paragraph. Make sure the settings look like this:
- Spacing After: 0 pt
- Line Spacing: Single
- Don’t add space between paragraphs of the same style (checked)
Click OK
With everything still selected Change Font to Arial, 11 font size.
Copy the notice to be sent out.
Open Fresh Service: https://keeleycompanies.freshservice.com
Click the top option on the left (Dashboard)
Click Announcements (upper right)
Click New Announcement
Paste the announcement that was just modified in Word into the Description area.
Copy the Subject line and paste in Title.
Click Proceed
Change Start Date to the day/time you want the notice to be sent.
Change the End Date to the day/time at which you want the notice to stop showing in Fresh Service as an ongoing announcement (typical is 2-4 hours after the maintenance)
Click Proceed
Click None under Agents
Click None under Requestors
Click Proceed
Verify that Email is turned on.
Enter allkeeleycompanies@keeleycompanies.com in the Add additional email ids (Optional) area.
Click Publish to schedule the notification to be sent.