Overview
Saved Replies enable agents to:- Respond faster to common questions
- Maintain consistent messaging
- Reduce typing and errors
- Share best practice responses
- Customize templates for specific situations
Saved Reply Components
Each saved reply contains:Basic Information
- Title: Short, descriptive name for the template
- Message: The response content (rich text)
- Scope: Who can use this reply (Global, Team, Personal)
- Teams: Which teams have access (for Team scope)
Scope Types
Global
Available to all agents across all teams
Team
Restricted to specific team(s)
Personal
Only visible to the creator
Creating Saved Replies
Using Saved Replies
Agents can insert saved replies when responding to tickets:In the Reply Editor
Saved Replies Modal
The selection interface provides:- Search: Quickly find replies by title or content
- Filter by Scope: View Global, Team, or Personal replies
- Preview: See full message content before inserting
- Quick Insert: Click to add to your current reply
Rich Text Formatting
Saved replies support full rich text formatting:- Text Formatting
- Links & Media
- Structure
- Bold, italic, underline
- Headings and subheadings
- Bullet and numbered lists
- Blockquotes
Scope Management
Global Replies
Best for:- Company-wide messaging standards
- Legal disclaimers
- Common troubleshooting steps
- Product-wide FAQs
Team Replies
Best for:- Team-specific workflows
- Specialized knowledge
- Regional variations
- Department-specific responses
Personal Replies
Best for:- Individual agent preferences
- Personal templates
- Work-in-progress drafts
- Customized signatures
Personal replies are great for agents to experiment with templates before suggesting them as team or global replies.
Example Saved Replies
Password Reset
Account Activation
Bug Report Acknowledgment
Feature Request Response
Team Collaboration
Sharing Best Practices
When an agent writes an effective response:Template Governance
Review Regularly
Audit saved replies quarterly to remove outdated content
Maintain Quality
Ensure templates are accurate and helpful
Update Product Changes
Modify replies when features or processes change
Gather Feedback
Ask agents which templates are most useful
Managing Saved Replies
Editing Replies
- Navigate to Settings > Saved Replies
- Find the reply to edit
- Click to open
- Make changes to title, message, or scope
- Save updates
Changes to saved replies affect all future uses but don’t modify already-sent messages.
Deleting Replies
- Only the creator or admin can delete
- Deletion is permanent
- Already-sent messages are unaffected
- Consider archiving instead of deleting
Searching Replies
Find saved replies quickly:- Search by title
- Search message content
- Filter by scope (Global/Team/Personal)
- Sort by date or name
Best Practices
Use descriptive titles
Use descriptive titles
Title should clearly indicate what the reply is for. “Password Reset” is better than “Help001”.
Keep replies focused
Keep replies focused
Each template should address one specific scenario. Don’t try to cover too much in one reply.
Leave room for personalization
Leave room for personalization
Include placeholders like [CUSTOMER NAME] or [DETAILS] that agents fill in.
Use friendly tone
Use friendly tone
Templates should be professional but warm. Add personality while maintaining professionalism.
Include next steps
Include next steps
Tell customers what happens next or what they should do.
Link to resources
Link to resources
Reference knowledge base articles or documentation for more details.
Test before sharing
Test before sharing
Use templates personally before making them team or global.
Version control important replies
Version control important replies
For critical templates, track changes in description or external docs.
Advanced Features
Placeholders & Variables
While Frappe Helpdesk saved replies are static text, agents can use placeholders to indicate customization points:Linking Knowledge Base
Include links to related articles:Multi-step Processes
Use numbered lists for clear instructions:Metrics & Analytics
Track saved reply effectiveness:Usage Metrics
- Most frequently used templates
- Templates by agent
- Templates by team
- Unused templates (candidates for deletion)
Effectiveness Indicators
- Tickets resolved after using template
- Average resolution time with vs without templates
- Customer satisfaction for templated responses
Common Use Cases
Onboarding
Welcome messages and getting started instructions
Troubleshooting
Step-by-step diagnostic processes
Acknowledgments
Confirming receipt of requests or reports
Status Updates
Standardized progress notifications
Closures
Ticket resolution confirmations
Escalations
Explaining next steps when escalating
Template Library Organization
Organize saved replies for easy discovery:Naming Conventions
Logical Grouping
Use scope strategically:- Global: Company-wide standards
- Team - Support: General customer inquiries
- Team - Technical: Technical troubleshooting
- Team - Billing: Payment and subscription
- Personal: Agent-specific variations
Troubleshooting
Can't find saved reply
Can't find saved reply
- Check you’re looking in the right scope (Global/Team/Personal)
- Verify you’re a member of the team (for Team scope)
- Use search to find by title or content
- Check if reply was deleted
Can't edit saved reply
Can't edit saved reply
- Global replies may require specific permissions
- Team replies require team membership
- Personal replies can only be edited by creator
Reply not showing in selector
Reply not showing in selector
Formatting lost when inserting
Formatting lost when inserting
- Rich text formatting should be preserved
- If issues occur, report as a bug
- Check browser compatibility
Migration from Other Systems
Moving saved replies from another platform:API Access
Manage saved replies programmatically:Bulk import is useful when migrating from another system or setting up standard templates for new teams.