Make All Ticket Comments Private By Default

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22 Comments

  • Indhu Rekha
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    Hi,

    We have this scenario- Agent A gets notified when Agent B from the same team makes a private comment and cc agent A, then Agent A replies to that e-mail and it is saved as public comment in the ticket and it gets sent to the user.
    What we want to happen is agent reply via e-mail should be made public if they are replying to a public comment (from a user or other agents) and it should me made private if they are replying to a private note from agents.

    I'm not sure how feasible this is but i hope you have a suggestion or workaround for me :)

    Thanks

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  • Graeme Carmichael
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    Indhu

    Agents can control the public\ private status of their comments when replying by email. Use the command #public as the first line of the email body for public comments or #note to make the comment private.

    See the following article for other commands and examples:

    https://support.zendesk.com/hc/en-us/articles/203691006-Updating-ticket-properties-from-your-inbox

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  • Sebastiaan Cools
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    Can I make all the email replies send by CC (Agent and non-agent) Internal Notes?

    We sometimes add an employe not linked to our zendesk instance in CC to ask them a question ineternaly, but when they reply it is always as a public note, which means that the customer can read that answer befor it is edited by our Agents. That is wy I want to set All CC replies as internal notes to make sure no proprietery info gets out by accident.

    Is this possible? And if yes, how?

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  • Jessie Schutz
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    I see that you're on the Plus plan, so you'd need to switch over Professional for this, but the easiest way to do this would be to get the Light Agents add-on, and add your non-agent employees to that role in your Zendesk. All Light Agent comments are internal automatically.

    Disclaimer: I'd recommend going over the differences between Plus and Professional with your account manager or a support advocate before switching, to make sure you know exactly what that change is going to mean.

    If you don't want to go that route, I'd recommend putting together a workflow using our Linked Ticket app, or the Project app. Each of these apps allow you to create a brand new ticket that's linked to the original in a parent/child type relationship, but your end user can't see any of the conversation in the child ticket. 

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  • Sebastiaan Cools
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    Hi Jessie,

    Thanks for the suggestion, we are using the project app, but it is not mandatory and creates a big extra load on tickets and mails... and they can still accidentally add someone in CC in the main ticket and have the internal answer mailed to the customer.

    Light agents is what we are going to use, but that's a workaround that’s also not fool proof. It means I need to add all our internal users as light agent (a lot of people) and have their normal flow as customer changed to that of an agent... not an Ideal situation... Hence my question to be able to have all CC comments as internal...

    PS: Why is a CC different from another requester or user?

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  • Jeremy Flanagan
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    Would enabling public by default (in web) also apply to macros when an agent creates a ticket? We have a macro that is supposed to set the comment to private, but when you create a new ticket, the macro applies as public and there is no option to change it to public. 

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  • Jessie Schutz
    Comment actions Permalink

    Hey Jeremy!

    The first comment when a ticket is created is always public; as of now there's no way to change that. It's not actually related to the public by default setting.

    If you need to apply a private macro right off the bat, your best bet would be to tweak your workflow so that the macro is applied after the ticket has been created and submitted (instead of at the same time). 

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  • Allison Crane
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    Can I make specific agents not be allowed to make public comments or replies to the customer within the ticket?

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  • Jessie Schutz
    Comment actions Permalink

    Hey Allison!

    If you're on the Professional plan or higher, you can purchase the Light Agents add-on. Light Agents are agent roles that are limited in what they're able to do in your Zendesk, and that includes only being able to post private comments on tickets.

    If you're on the Enterprise plan or higher, you already have custom roles available. This means that you can edit existing roles or create new roles to have the exact permissions you want.

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  • Jessie Schutz
    Comment actions Permalink

    Hey everyone!

    We're really excited to announce that, after a huge effort from our developers and Product team, we're finally live with this feature! You can enable it in your account by clicking the Gear icon, and going to Settings > Tickets > Comments

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  • Ellen van Beek
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    Hi,

    Would it be possible to have different settings for ZD desktop and for the ZD app. On desktop we prefer by default public comments for our support team. We have another team working remote using the mobile app and they would benefit having the comments as private by default.

    thank you! 

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  • Nicole - Community Manager
    Comment actions Permalink

    Hi Ellen - 

    The desktop and mobile versions both operate via the API, so those can't really be set differently. 

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  • Andy Broughton
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    Any idea why this setting has no effect on our Zendesk?

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  • Jessie Schutz
    Comment actions Permalink

    Hey Andy! Welcome to the Community, and apologies for the delayed response!

    Can you go into more detail about the problem you're experiencing here? We're going to need more information to identify the issue.

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  • Andy Broughton
    Comment actions Permalink

    Never mind. Looks like the page was cached and by the next day the setting started to work.

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  • Denise Trent
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    Hello,


    Is there a way to not print internal notes when i "Print ticket"?

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  • Benjamin Koehler
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    Hello Denise,

    Unfortunately, there's not a way to exclude the Internal Notes when printing a ticket within the User Interface.  You would have to manually remove those notes after generating the file. 

     

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  • Johann Löfflmann
    Comment actions Permalink

    Hi,

    recently I changed the default, but now there are some users who prefer the old setting again. Without a user property that can overwrite the global default, it will be difficult to satisfy both camps. Since a global default setting usually doesn't match the preference for all users, I am wondering whether there is a way for a user to set an individual default of the visibility for notes?

    1
  • Ben Chapman
    Comment actions Permalink

    Hi,

    Is there a way so that if an Agent created a Private Note and it goes to another agent's email via CC, that when that email agent responds it remains an 'internal note'?

    The way it is setup today, is that an agent responding via email to an internal note will post a public reply.  I'd like the email response from the agent to reflect the type of comment (public or private) that they are responding to.

    The global settings are of no help in this matter; they are ALL or NOTHING.  The system should be intelligent enough to be able to make email replies to private notes also private and vice-versa.

    If there is a way to do this with triggers please advise.

    Thank you!

    Ben

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  • Graeme Carmichael
    Comment actions Permalink

    Ben

    Agents can control the comment type using the Mail API.

    In your case Agents can place:

    #note

    ..as the first line on an email to make a private comment.

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  • Patrick Bosmans
    Comment actions Permalink

    Graeme,

    Thanks for the great recommendation!

    Ben,

    Hope that was the information you were looking for!

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  • Simon Klemm
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    Good Evening! :)

    This might be slightly off-topic, but one of my agents told me that in their old organisation using ZD they had the public reply and internal note fields stacked rather than tabbed.

    I was wondering if that is an App or a ZD standard feature. If its an App does anyone know of an App to achieve this.

    Current process for us: agent types public reply, updates ticket, agent types inter note with documentation and links to POs, updates ticket

    From time to time agents would forget to select "internal note" and send documentation to the customer which is not ideal.

    Also if they were stacked, the agent could type out the public reply and do their documentation simultaneously and update/solve the ticket in one go.

    Thank you!

    Simon

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