What is this 213RR?

The 213RR online request form, built with ServiceNow, is used to request and fulfill non-scarce goods and services. It is not used for requesting Disaster Service Worker (DSW) personnel, pharmacy, or scarce resources, such as personal protective equipment (PPE). For detailed instructions on emergency purchases and contracting, refer to the Citywide Guide. 

 

What do Designated Requestors and the Branch/Section Chief do in ServiceNow?

Designated requestors and their branch/section chiefs are responsible for creating 213 resource requests for non-scarce goods and services needed for the COVID-19 Response and approving these requests respectively. These requests can then be routed to the Request Team at the Department Logistics Section for further processing.


The overview document and job aid are attached below and outlines how to access the 213RR, creating and saving favorites, creating a PDF, navigating the pages, searching and creating a view, and notifications.

 

For general overview and instructions on how to use DT’s 213RR Approval & Tracking tool, refer to the online guide. 


OVERVIEW


Accessing the 213RR

1

Navigating to the DT ServiceNow 213RR
  1. The direct link to the 213RR Approval & Tracking tool is https://ccsfdt.service-now.com/nav_to.do?uri=%2Fhome.do%3F. You cannot access this using Internet Explorer or Edge. Use Firefox or Chrome instead. 
  • Click the link. This takes you to the authentication page where you will log into your CCSF employee account.
  1. Alternatively, go to the CCSF Employee Gateway (https://sfgov.org/sfc/employee-gateway).
    • Click the box “COVID-19 GOODS & SERVICES REQUESTS”.
    • Enter your login credentials.
    • The 213RR request page displays. 
    • For non-requesters, navigate directly to requests via the list view of ServiceNow.

 

Saving the 213RR Section as a Favorite

1

Saving the 213RR section as a favorite

Scroll down the menu bar on the left to “CCSF 213RR”. Select the star to the right to mark this entire section as a favorite. To access favorites, click the star icon at the top of the menu bar. 

 

Creating a PDF

1

Creating a PDF
  1. On the right side of the top blue bar, click the gear icon (Settings). A page pops up. 
  2. Click Printer friendly version, then Click to Print on the next popup. 
  3. This brings up a print dialog box where you can set the destination. To save as a PDF click the down arrow at Destination and select Save to PDF.

 

 

 

Navigating the Pages

1

Viewing all Requests or Tasks
  1. There are two links that will take you to Requests or Tasks: CCSF 213RR Requests-All and CCSF 213RR Tasks-All. Click on the Requests link as an example.
  2. All requests are visible from this page. The Number column is a unique, auto-generated number for each request. 

2

Moving from page to page
  1. In the upper right-hand section of the page there are arrows that will allow you to scroll forward or backward between pages. The double arrows take you to the first or last page.
  2. Click on a Request (Number column) to view a request. Note the back arrow in the upper left part of the page. This is an easy way to navigate back to the Requests-All page. 
  3. The up and down arrows on the right side of the individual request page will take you to the previous or next request. 

3

Buttons and Icons
  1. On the top left part of the page there is a gear icon, Personalize List. Click on this to change the default layout columns by moving Available to Selected and vice versa.
  2. On an individual request or task page at the top right below the blue bar there are various icons and buttons:
    1. Paperclip is a method of attaching documents
    2. Heartbeat icon is a way to view activities for that request
    3. Three dots display other options, including add a tag, email the DT ServiceNow service desk
    4. Follow changes the button to Following when you click, and means that you will receive email notifications when updates are made to the request 
    5. Update is when you have made changes to the page and want to save them
    6. Cancel Request/Cancel Task will permanently terminate the request or task. You will not be able to re-open the request or task
    7. Reject (Task level only) is for the initial approver only

 

Searching and Creating a View, Saving Views to Favorites

1

Searching for Requests or Tasks
  1. When on a Request or Task, click the magnifying glass in the upper left part of the page. This displays blank search boxes under each column.
  2. Enter search text (partial or complete) under specific columns. The more columns where text is entered, the greater the filtering. Depending on your role, you may want to filter on specific columns.
  3. Click Enter to view the filtered search results.

 

2

Saving search results to Favorites
  1. To save a search result (a view) as a favorite, click the “hamburger” icon (three lines) in the top left part of the page. 
  2. Select Create Favorite. 
  3. A screen pops up where you can rename the favorite, and change the color and icon of the favorite as it appears in the menu bar on the favorites tab.
  4. Click Done. The Favorite displays in the menu bar.

 

Notifications

1

Adding a person to the Watch List so they get email approvals.
  1. From either the Request or Task page, click the lock icon next to Watch List. This unlocks the watch list.
  2. To add CCSF employees, use the search field next to the magnifying glass to look up a user to add.
  3. To add a non-CCSF email, enter the email address next to the envelope icon.
  4. Click Update to save your work.