Simplify ticket replies with intelligent writing and content analysis tools

Simplify ticket replies with intelligent writing and content analysis tools

Introducing a smarter, faster way to handle ticket responses with generative AI-powered capabilities, now available in the ticket detail view. These enhancements are designed to reduce agent effort, improve clarity, and elevate the overall support experience.

Draft better replies with writing assistance

Agents can now refine their responses by using the writing assistance tool to rewrite sentences by adjusting tone, length, or language, directly within the reply editor. Whether it’s making a reply more concise, softening the tone, or translating a closing message, writing assistance helps agents communicate clearly.

For example, when following up on a technical support query, the agent might use a professional tone to explain the troubleshooting steps. However, they can adjust the tone of the closing sentence to be more encouraging and friendly, such as saying, "Feel free to reach out if you need any more help." They can also translate this part into the customer’s regional language to add a personal touch. 


Ensure clarity with content analysis

Agents can analyze the quality and readability of their reply, including spell check, grammar suggestions, readability scores, and complexity alerts. This allows the agents to send responses that are both well drafted and easy to understand.

For example, if an agent is responding to a billing query, the Content Analysis tool can help them identify long or confusing explanations about charges or invoice breakdowns and recommend clearer, concise alternatives. This helps ensure the customer fully understands the response without needing further clarification.

Generative AI services: 

To meet the growing demand for fast, accurate, and personalized support, Zoho Desk offers generative AI services that enhance agent productivity. Businesses can enable either of the services as needed.


Contextual placement of Zia features to support ticket handling

To further support agents in handling tickets more effectively, AI-powered services are strategically placed to promote convenience and discoverability, in ticket detail view display:

Insights

  • Sentiment: Instantly see if a conversation carries a positive, neutral, or negative sentiment to prioritize tickets and respond appropriately.
  • Tone: Understand how the customer is communicating—formal, casual, or otherwise—to match their style for better personalization.
  • Key topics: Direct the discussion by analyzing the user's ticket with the help of key topics. It highlights keywords such as product names and issue types, so agents can get the context before diving into details.
 

Ticket summary 

Ticket summary lets agents quickly get an overview of multi-threaded conversations with bullet-point summaries. Agent can summarize up to 30 conversations at a time and even select the type of conversation to be summarized. 

When Zia is enabled:
  • A summary is generated from the most recent 30 conversations, which by default includes incoming, outgoing, forwarded, public comments, and private comments.  
  • Each conversation should have a minimum of 50 words to generate a summary.
When ChatGPT is enabled:
  • Summary is generated with the most recent 5 conversation.
  • There is no minimum word limit to generate a summary. 

Summarize threads

When a customer reaches out with multiple issues, details, or questions at once, the agent can summarize threads to condense the information, highlight key points, and identify concerns for quick understanding. A thread-level summary ensures that the agent can cover all important points without missing any information. 

For example, if a customer writes in about a recent order delay, a product defect, and a billing issue all in one message, the agent can use the summarize thread to address each concern efficiently.

Reply assistant

Every time a query is raised, the agent can use the Reply Assistant to generate accurate and relevant responses. When Zia is enabled, Desk's reply assistant can make use of information available in the knowledge base to generate accurate responses. If ChatGPT is enabled as the generative AI service, reply assistant makes use of information available in knowledge base and OpenAI to draft accurate response.

Reply assistant even simplifies jargon to ensure that each response is easy to understand. The agent can further regenerate or edit the draft to tweak the tone, length, or language as per required. 


Generate content on demand

For situations beyond support resolutions, like follow-ups or making announcements, agents can use prompts to retrieve information or create custom content as needed. The agents can also adjust the tone, length, and language using the regenerate option. 
For example, an agent can use a prompt like, "Generate an apology email for the inconvenience caused due to the overheating of the phone." The feature then uses information from the knowledge base and open domain to craft content that fits the request.



These features are available in US, IN, AU and EU DCs. For more details, refer to the respective help docs linked alongside the descriptions. 

PM: @Anonymous User 

Regards,
Raveena
User Ed | Zoho Desk




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