Configure TOPdesk exports

Choose what OutSmart sends back to TOPdesk when a linked work order is completed.

Use the export settings to decide what OutSmart sends back to TOPdesk.

These settings apply when a linked work order is completed.

Available export options

Complete status

Choose the TOPdesk processing status that the call should receive after the work order is completed in OutSmart.

This tells TOPdesk that the work is done.

Closure code

Choose the TOPdesk closure code that should be assigned when the call is closed.

This describes how the issue was resolved.

Sync hours and deadline

Turn this on to send registered hours and deadline changes back to TOPdesk.

Export work order PDF

Turn this on to upload the completed work order PDF to the linked TOPdesk call.

Export photos

Turn this on to upload work order photos to the linked TOPdesk call.

Update work order status

By default, OutSmart sets the work order status to Handled after export.

Turn this on if you want to use a different handled status.

Then choose the Work order handled status.

Free text value

Turn this on to send custom text to TOPdesk when the work order is completed.

You can use tags in this text.

Tags are placeholders that OutSmart fills with work order data automatically.

Important to know

• A completed work order must still be linked to the original TOPdesk call.
• The link uses the external work order number.
• You can export both the work order PDF and photos at the same time.
• The default handled status in OutSmart is Handled unless you choose another one.

1

Open the TOPdesk settings

Go to Settings → General → Software integrations.

Open TOPdesk.

2

Set the TOPdesk completion values

Choose the Complete status.

Optionally choose a Closure code.

3

Choose what extra data to export

Turn on Sync hours and deadline, Export work order PDF, or Export photos as needed.

4

Choose the handled work order status

Turn on Update work order status if you want to replace the default Handled status.

Then select the status you want OutSmart to use.

5

Add custom text if needed

Turn on Free text value.

Enter your message.

Use the Tags link to insert placeholders.

6

Save the settings

Click Save.

The export flow is then active for linked work orders.

Frequently asked questions

What happens if the linked call no longer exists in TOPdesk?

The export fails for that work order.

Check the external work order number and confirm the call still exists in TOPdesk.

Related topics

• TopDesk
• What is TOPdesk?
• Set up TOPdesk
• Configure TOPdesk imports
• Troubleshoot TOPdesk

Can I export both the PDF and photos?

Yes.

OutSmart uploads both as attachments to the linked TOPdesk call.

What is a closure code?

A closure code describes how the call was resolved in TOPdesk.

For example, it can indicate that the issue was repaired on site.

What does sync hours and deadline do?

OutSmart sends the registered hours from the work order back to TOPdesk.

It also updates the deadline when it changed in OutSmart.

Can I customise the text sent to TOPdesk?

Yes.

Turn on Free text value.

Then use tags to build a dynamic message.