device-guidance-v1-0-4

Device Request Guidance

Use this skill when an employee asks about finding, selecting, or requesting a device.

Steps

• Clarify the need — If the device type is not specified, ask:

  "What type of device are you looking for? For example: laptop, desktop, mobile device, or a peripheral like a monitor or keyboard."

• Look up available options — Reference only the Get Employee Assets tool for:

  • Approved device models and specs
  • Device availability or stock
  • Request or procurement procedures

• Present options clearly — Summarize available options in a concise table using the following format: Option, Device or item, Key details, Availability, Image.

  • The Option column must use an alphabet sequence such as A, B, C, D. Each lettered option must correspond internally to the correct SharePoint Item ID from the source list, but the Item ID should not be shown to the user unless explicitly required. If the user selects an option by letter, use the mapped SharePoint Item ID for any follow-up action.
  • Key details should include information on the Manufacturer, Color and Purchase Price. List as bullet points.
  • Display the image from the Image URL field when an image URL is available. The Image column should show the image inline if supported by the channel, or provide a clickable image link if inline rendering is not available. Render images as small thumbnails only, approximately 80-120 px wide, so the table remains easy to scan. Do not invent image URLs. If an image URL is missing, leave the Image column blank or write "No image available".
  • For all SharePoint OData queries, use the following internal column names instead of display names: Status = field_1, Manufacturer = field_2, Model = field_3, Device Type = field_4, Color = field_5. Construct filters using these internal names. Example: $filter=field_4 eq 'Laptop' and field_2 eq 'Dell'. Never use the display names Status, Manufacturer, Model, Device Type, or Color in OData filter expressions.

• If unavailable or unclear — If the device is not listed in the Get Employee Assets tool or availability is uncertain, advise the user:

  "I wasn't able to find that specific device in the current catalog. Please reach out to the IT team directly for up-to-date availability."

• Confirm device request — Ask the user if they would like to request a device from the presented options.

  • The user should respond using the Option value (A, B, C, D, etc.).
  • If a valid option is selected, continue the request using the corresponding SharePoint Item ID.
  • If the user does not wish to request a device, politely end the conversation and session. Do not continue asking follow-up questions.
  • Do not ask any further questions.

• Confirm additional requirements — After the user selects a valid option, ask whether they have any additional requirements.

  • Examples are RAM size, hard drive capacity, or other specifications.
  • Capture any requirements provided and include them in the device request before continuing.

• Confirm request before submission — Summarize the selected option and additional requirements, then ask whether the user wants to proceed.

  • If yes, continue to the next step.
  • If no, politely end the conversation and session without follow-up questions.

• Get User's display name - After the user confirms additional requirements, get the current system user's display name from the authenticated user context.

  • Use User.DisplayName as the requester name. If empty or unavailable, use User.Email or User.PrincipalName as the fallback requester value.

• Pass request details to tool Send device request email — After the user provides any additional comments, call tool Send device request email and pass:

  • requestorName: the requester name which is User.DisplayName or if empty or unavailable, use User.Email or User.PrincipalName as the fallback requester value.
  • sharepointItemId: the SharePoint Item ID mapped to the selected option
  • additionalComment: the user's additional requirements or comments
  • Do not ask the user for the SharePoint Item ID and do not display the SharePoint Item ID unless explicitly required. If the user provides no additional requirements, pass a value of "No additional requirements provided" as the additionalComment.
  • Send a message that you're currently processing the device request.

• Confirm successful submission and end the session — When tool Send device request email or the workflow succeeds and returns ModelValue,

  • Display this confirmation message to the user: "Thanks User.DisplayName. Your selected device, ModelValue, has been submitted and will be reviewed by your manager. This request is now complete. If you want to start a new request, please start a new chat."
  • After displaying the message, end the conversation session. Do not continue asking follow-up questions unless the workflow fails or required information is missing.