Creating and Using Snippets in Ticket Responses - Online Help | Zoho Desk

Creating and Using Snippets in Ticket Responses

Support agents are always working hard to resolve customer inquiries that often require their immediate attention or acknowledgement. While every agent has their own style of responding, they have to follow some organizational standards to maintain consistency. 

Sometimes agents may have to use generic responses like "Thank you for contacting Zylker Corp. A support agent will call you soon" or more specific responses that include the customer name and ticket ID, like "Dear Martha, I'm getting in touch with you regarding support ticket number 116".

If agents have to look up every piece of information present in the ticket before responding or typing up a generic response, addressing and closing them all within the stipulated time frames can be extremely challenging and negatively affect the customer service experience.
To facilitate quick and easy responses, maintain consistency in replies, and save time, agents can use canned messages, or snippets. 
Benefits of using snippets  
  1. Send faster responses
  2. Offer more consistent customer service
  3. Avoid inadvertent errors while typing
  4. Include customer or ticket-specific information using placeholders

Availability
Permission Required
1. Agents and administrators can create snippets.
2. Users with Share Snippets permission in their profile can share snippets.
Check Feature Availability and Limits

Creating snippets

In Zoho Desk, agents can create snippets to respond to tickets quickly. A snippet may include pre-written text, videos, links to relevant documents, troubleshooting tips, and more to guide customers.
Snippets can include generic messages or specific details such as product names, purchase dates, item codes, customer names, and more. Using placeholders in the snippets will ensure message auto-populate with the exact field values.

Points to remember
  1. Users who create snippets can also delete them. A maximum of 200 snippets can be created.
  2. Images cannot be inserted into snippets.
  3. The snippet name must not contain a space (e.g. CustomerAcknowledgement).
  4. The snippet name is case-sensitive. While using the tab key in the reply editor, you should type the exact name.
  5. The snippet tab can be accessed while using the Radar App.
  6. Snippets created in the web application can only be accessed in android and iOS Radar app.
To create a snippet
  1. Navigate to theTickets module and open the desired ticket.
  2. In the Ticket details view page, click Reply All, Reply, or Forward to open the reply editor.
  3. On the reply editor's toolbar, hover on the Snippet icon ().
    The snippet menu will be displayed.
  4. Click Add New Snippet.
  5. In the New Snippet panel, do the following:
    1. Enter Snippet Name.
    2. In Snippet Content, enter the desired text.
      You can utilize placeholders here.
      1. Click Placeholder over Snippet Content.
      2. Click the type of placeholder that you want to add.
    3. Toggle Share Snippet.
    4. Add the required agents.
  6. Click Save.

Viewing snippets

Agents can view snippets they've created and those shared by others under the snippets tab. They're divided into two categories:
  1. My Snippets - Agents can view snippets they've created.
  2. Shared Snippets - Agents can view snippets shared by other users. These can be edited or deleted only by the agents who created them.

To view snippets
  1. Go to the Ticket details view page.
  2. Click Reply All, Reply, or Forward to open the reply editor.
  3. On the reply editor's toolbar, hover on the Snippet icon ().
    The snippet menu will be displayed.
  4. Click View All Snippets.

  5. In Search Snippets, write the snippet name and select the desired snippet from the displayed list.
    Alternatively, click either on My Snippets or Shared Snippets and select the desired one.

Sharing snippets 

Snippets can be shared with other users in the organization to maintain consistency in responses and ensure the customer support team follows a standard approach across the org.
For example, if an agent who's handling an order inquiry is unavailable and the ticket is reassigned to another agent, the new agent can use a snippet that includes the ticket ID, customer name, and other details to maintain consistency in the style of their response.
Administrators can provide users permission to share snippets with others in the organization. Users can share unlimited number of snippets.

To enable snippet sharing permissions
  1. Go to Setup > User Management > Profiles.
  2. Select a Profile.
  3. Under Administrative Permissions, toggle Share Snippet.

To share snippets
  1. Go to the reply editor.
  2. On the reply editor's toolbar, hover on the Snippet icon ().
    The snippet menu will be displayed.
  3. Click View All Snippets.

  4. In the search bar, type the required snippet name.
  5. Hover over More icon and click Edit.

  6. In the Edit Snippet panel, do the following:
    1. Toggle Share Snippet.
    2. Add the required agents.

  7. Click Save.

Working with Snippets

While drafting a response to a ticket, agents can search for the snippets according to their requirements. Snippets can be selected from the following lists:
  1. View all snippets - Contains snippets created by the user and those created by other users.
  2. Recently used snippet - Lists frequently used snippets for quick reference.

Agents can see how the snippet appears by clicking Preview. They can also view the user who created it and the last modified time of the snippet.

To use a snippet
  1. Go to the Tickets module and click on the desired ticket.
  2. In the Ticket details view page, click Reply All, Reply, or Forward to open the reply editor.
  3. On the toolbar, hover on the Snippet icon ().
  4. Click View All Snippets.
    The snippet menu will be displayed.
  5. From the menu, search for and select the required snippet.
     
    Note: The placeholders used in snippets will be auto-populated. For example, if the contact's name is Sarah, Sarah's name will be displayed in the snippet.
  6. Click on the required Snippet.
Using tabs to quickly insert snippets
  1. Users can use the Tab key to quickly insert the snippet content in the reply editor. After writing the snippet name, they can click tab on their keyboard to automatically populate the content. 
  2. Users can sort the snippets using the Modified Time to insert the recent or Latest snippet using the Tab key.

Editing and deleting a snippet 

Agents can edit the content of a snippet as needed, or delete them if they're no longer in use. They can only edit or delete the snippets they've created. If an agent deletes a shared snippet, it will be deleted for other users as well.
To edit or delete a snippet
  1. On the toolbar, hover over the Snippet icon ().
  2. Click View All Snippets.
  3. Hover over the required snippet.
    1. More icon will appear only for snippets in My Snippet list. 
    2. Click Edit or Delete as required.

  4. Click Yes, Delete in the warning message.

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsRetailOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceForms for Solopreneurs
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Forms for Government
                              Intake FormsLegal
                              Mobile App
                              Form DesignerHR
                              Mobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic FormsInsurance
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsWufoo alternativeEncrypted Forms
                              Accessible FormsTypeform alternativeSecure Forms

                              WCAG

                                          Create. Review. Publish.

                                          Write, edit, collaborate on, and publish documents to different content management platforms.

                                          Get Started Now






                                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                                Manage your brands on social media

                                                                  Use cases

                                                                  Make the most of Zoho Desk with the use cases.

                                                                   
                                                                    

                                                                  eBooks

                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho Desk.

                                                                   
                                                                    

                                                                  Videos

                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho Desk.

                                                                   
                                                                    

                                                                  Webinar

                                                                  Sign up for our webinars and learn the Zoho Desk basics, from customization to automation and more

                                                                   
                                                                    
                                                                  • Desk Community Learning Series


                                                                  • Meetups


                                                                  • Ask the Experts


                                                                  • Kbase


                                                                  • Resources


                                                                  • Glossary


                                                                  • Desk Marketplace


                                                                  • MVP Corner



                                                                    Zoho Sheet Resources

                                                                     

                                                                        Zoho Forms Resources


                                                                          Secure your business
                                                                          communication with Zoho Mail


                                                                          Mail on the move with
                                                                          Zoho Mail mobile application

                                                                            Stay on top of your schedule
                                                                            at all times


                                                                            Carry your calendar with you
                                                                            Anytime, anywhere




                                                                                  Zoho Sign Resources

                                                                                    Sign, Paperless!

                                                                                    Sign and send business documents on the go!

                                                                                    Get Started Now




                                                                                            Zoho TeamInbox Resources





                                                                                                      Zoho DataPrep Demo

                                                                                                      Get a personalized demo or POC

                                                                                                      REGISTER NOW


                                                                                                        Design. Discuss. Deliver.

                                                                                                        Create visually engaging stories with Zoho Show.

                                                                                                        Get Started Now









                                                                                                                            • Related Articles

                                                                                                                            • FAQs: Working on Tickets

                                                                                                                              What are Tickets Tabs in Zoho Desk? Tickets Tabs in Zoho Desk are designed to organize and provide contextual information about support tickets within the help desk system. These tabs enable users to connect tickets with other standard modules of ...
                                                                                                                            • Replying to Tickets

                                                                                                                              Agents can reply to tickets either from the More icon using the Reply icon in the ticket page. <br> Templates, articles, and snippets Effective communication is important for businesses. Zoho Desk provides a ...
                                                                                                                            • Creating Buttons for Tickets

                                                                                                                              Buttons allow users to perform a specific action with a click, such as create, edit, delete, or notify. In Zoho Desk, default buttons facilitate common actions such as sharing tickets, creation of records, selecting views, cloning records, or ...
                                                                                                                            • Actions in the Ticket Detail Page

                                                                                                                              Once a ticket is assigned to an agent, there are several actions they need to perform in order to resolve the issue and eventually close the ticket. Sometimes, agents have to edit the ticket to include missing information that the customer shared ...
                                                                                                                            • Sharing Tickets Across Departments

                                                                                                                              In customer service, some tickets require the collaboration from multiple departments to provide a quick and complete resolution. Being able to share the ticket with the respective team or agent, rather than relying on informal ways of conveying the ...
                                                                                                                              Wherever you are is as good as
                                                                                                                              your workplace

                                                                                                                                Resources

                                                                                                                                Videos

                                                                                                                                Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                                eBooks

                                                                                                                                Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                                Webinars

                                                                                                                                Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                                CRM Tips

                                                                                                                                Make the most of Zoho CRM with these useful tips.



                                                                                                                                  Zoho Show Resources