Agent Workspace: Keep content from internal note if changing to public reply
Post Title:
Keep content from internal note if changing to public reply in agent workspace.
Feature Request Summary:
Keep any text that has been typed in an internal note in the response box if the reply is changed to a public reply, rather than having to copy and paste it.
Description/Use Cases:
We have our agents use internal notes for the drafting of replies. This worked fine prior to the migration to agent workspace, but now when drafting an email in an internal note, the content is lost when you switch to a public reply.
Business impact of limitation or missing feature:
Drafting replies in internal notes has been encouraged as standard process to prevent internal notes from accidentally being sent as public replies. It used to be a simple click to change from internal to public, but now it is necessary to copy and paste. This opens up room for errors if the copy and paste is incomplete, and is an extra step that wasn't necessary before.
Please allow for the entered content to transfer between different types of replies.
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Offizieller Kommentar
Hello everyone, we're excited to announce the release of draft mode in the composer to solve the pain point discussed in this thread. Please provide your feedback here: https://support.zendesk.com/hc/en-us/community/posts/5706421005978-Draft-mode-in-composer-We-want-your-feedback-
Thanks!
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Hello Trudy Slaght - Thanks for providing feedback and sharing your feature request. We will look into the current behavior and think of solutions to improve this experience.
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Upvoting this request, but also wanting to check to see if anything else changed with this interface.
We switched to the Agent Workspace earlier this year and when we did, we could save Internal Notes and Public Replies at the same time. That seems to have changed within the last couple weeks.
Trudy Slaght - did you ever see the same thing?
Amisha Sharma - did something change or a setting get added?
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Hello Joshua Bentley - Do you mean you were able to save a draft in internal notes and a different draft in public reply at the same time?
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Amisha Sharma No, we were able to submit both an internal note AND a public reply at the same time. Not drafts, notes were actually published to the ticket and replies to the customer were actually sent.
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Joshua Bentley We only switched to agent workspace last week. We had delayed the implementation as there are a few things about agent workspace that are still pain points for our team.
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Trudy Slaght - gotcha! Thanks for letting me know.
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Big +1 to this.
The previous behavior, sharing the drafted text as you switched between public and internal, was both more intuitive and allowed for safer drafting of agent responses.
As teams, we've all had those stomach dropping moments where you send a public reply that was supposed to be an internal note. I always tell agents to draft in internal, then move to public only when you're ready to send it.
Amisha Sharma, any context on why this was changed and what the hoped for benefit was? I'm curious if I'm missing an advantage of this workflow.
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Chris O'Neill - Hello! Thanks for following up.
Since Agent Workspace unifies conversations on all possible channels, there were a couple of different reasons to change the behavior/architecture. Please see below:
- Multiple channel architecture - Zendesk support has multiple channels from where tickets can originate. As a result agents and end-users can have ticket conversations via various channels per ticket.
- Proper content treatment per channel type and audience - e.g. a chat ticket can have a plain text chat editor but at the same time provide an editor with rich text capabilities to post private notes. It is not possible to preserve the same content from the chat editor (plain text) to the internal note (rich text formatting) as switching between channels will lose the message formatting. Also semantically it doesn’t make sense to be the same as it targets different audiences. Same with public vs private note - the audiences are entirely different.
- Customized UI per channel - The different editors/composers per channel allow for providing a dedicated uniquely configured composer UI to accommodate the type of content each channel requires.
- Unlimited UI scalability and unification - This separation of channels allows for the omnicomposer UI to scale to unlimited number of communication channels combinations along with their associated composers. This allows for great channel scalability in a streamlined unified way.
However, I do see the pain point here.
I'd love to understand the underlying need here. I'm thinking of a couple of options to solve this:
1. How would you feel if an undo send button is introduced and you can choose in settings the amount of time you'd like to wait before an email is sent to the end user?
2. How about we introduce a button in internal notes composer that lets you either move content to the public email composer or directly send your content to the end user?
We could even consider changing the architechture. We do have plans to look into this in Q2 and explore some options. All of your engagement here is super helpful and I'm tracking your comments and feedback. Thanks!
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Amisha Sharma of the options you mentioned, #2 would be the preferred way I would like to see. With option 1, it would create a barrier for the times when you have a customer on a call and want to confirm they received the email response while you're still on the phone. Additionally, I could see #1 being a pain point when training new agents.
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Amisha Sharma I believe option 2 but with a slight alteration would make the most sense:
Introducing said button not only in the composer, but also when the internal note has already been posted. We use internal notes in a similar way, to train new agents and have higher TIER agents check over their internal notes. Being able to quickly move an internal note into the composer and/or send that internal note, would be really handy here as well. Even when said internal note has already been posted.
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Hello All,
Thanks for providing feedback and engaging in this post. As we work on redesigning the reading and writing experience, your feedback is very valuable. I'm looking to meet with you 1:1 or in a group to get feedback on the new designs.
Please do not post your personal information when responding to this request, but please let us know if you're open to meeting 1:1 or in a group setting to provide feedback on a few new designs. Thanks! Once we hear back from you, we'll coordinate time with you and send a calendar invite for a 30-minute session.
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Amisha Sharma - definitely willing to meet to share thoughts.
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Thanks, Joshua Bentley. Sending you an email :)
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Amisha Sharma would be open to chatting as well!
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Hello @Amisha Sharma,
I would definitely be open to meet and discuss these concerns further. Overall we have been using the Agent Workspace for a few months now and the Agents still have some major problems that it has compared to the standard agent interface. The internal note functionality is a part of that.
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Thanks Chris O'Neill & Shayan M - Sending you an email.
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Hello,
I am interested in meeting to discuss some of the pain points that our reps have been experiencing, along with some UI changes that could be useful to other ZD users.
Thanks.
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Amisha Sharma I would be willing to meet either 1 on 1 or in a group setting to provide additional feedback. Thanks!
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Upvoting this as there are requests from our team as well!
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We believe the functionality of being able to work on a internal note while also working on a public reply is much more valuable than keeping the content when switching between public and private.
We'd have much more value on being able to submit both the Public and Internal note on the same submission of the ticket update, instead of having to do this twice.
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Thanks, Simon Boe Blouner for providing additional feedback. What are some situations where you send the internal note and public reply at the same time?
Tino R. & Trudy Slaght - Sending an email. Thanks!
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Amisha Sharma, it's most frequently when a call is done, and there is a need to both inform/follow up the customer and post information to the other agents in the team who might end up on the ticket as the next ones.
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This is a HUGE pain-point for my team. We generally draft in the internal note, and then switch it to public once we're satisfied with it. We have many macros that are formulated to be customizable based on the user's need, and we need to keep it internal until we are able to fully work through the customization for that particular user.
Could we have an option instead? So that those companies/businesses who need to keep the content while switching between internal and public notes can keep it, and those who prefer it to be separate, can keep it separate?
I understand changes need to happen, but as a medical company, we need to have this functionality. We upgraded so that we could have easier access to the Knowledge base for agents as we are growing our team, but now it's a hindrance. -
Our team just recently switched over to the new Agent Workspace and this was an immediate headache. We also used to use the Internal Notes with the old workflow to draft responses before making the replies public. Having the replies not carry over plus the additional click to toggle between an Internal Note and Public Reply is a big pain point for us.
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I agree with this but it is a design limitation defect and not a feature request. This was a basic workflow functionality of classic workspace and now it's super inefficient. Not only to agents have to copy/paste stuff across but they can also get private note drafts stuck in there and see save errors. Thanks.
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Hello All, thanks for engaging. We are currently working on improving this experience and looks like we'll be able to release an enhancement in a couple of months. I'll provide more updates as we get closer to the release.
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Dear Amisha,
Any updates on this improvement experience stretch?? Are we still 1X month out from a fix for this issue.
We were just forced to make switch to the new Agent workspace and this has been a major pain point for my team.
Like other businesses mentioned above... our business valued the ability to compose a message in draft and then revert to "Public Response" .
We would accept a feature like you suggested in your April 6th post.
2. How about we introduce a button in internal notes composer that lets you either move content to the public email composer or directly send your content to the end user?
-Luke
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Unfortunately, we haven't been able to work on this project this quarter due to taking up a higher priority project to improve the overall stability of the ticket UI. We plan to work on this project early next year. Thanks for your patience.
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Really hope this is something that can be implemented very soon!!
As others have mentioned, we tend to use Internal Reply to draft out a response and then convert to Public Reply once ready to send.
This is a massive bugbear for us to have lost this functionality after enabling the Agent Workspace.
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