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Saved Replies are reusable message templates that help agents respond quickly and consistently to common customer questions.

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

1

Navigate to Settings

Go to Settings > Saved Replies
2

Click New

Create a new saved reply
3

Enter Title

Add a descriptive title (e.g., “Password Reset Instructions”)
4

Choose Scope

Select Global, Team, or Personal
5

Select Teams (if Team scope)

Choose which teams can access this reply
6

Write Message

Compose the response using the rich text editor
7

Save

Save to make the reply available

Using Saved Replies

Agents can insert saved replies when responding to tickets:

In the Reply Editor

1

Open Reply

Click “Reply” in any ticket
2

Click Saved Replies Button

Look for the saved replies icon in the editor toolbar
3

Search or Browse

Find the appropriate template by searching or browsing
4

Select Template

Click to insert the saved reply into your message
5

Customize

Edit the inserted text as needed for the specific situation
6

Send

Send the reply as usual

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
Use keyboard shortcuts to open saved replies even faster during ticket responses.

Rich Text Formatting

Saved replies support full rich text formatting:
  • 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
Who can create: Agents, Agent Managers, System Managers

Team Replies

Best for:
  • Team-specific workflows
  • Specialized knowledge
  • Regional variations
  • Department-specific responses
Who can create: Team members and managers Configuration:
Scope: Team
Teams:
  - Technical Support
  - Engineering

Personal Replies

Best for:
  • Individual agent preferences
  • Personal templates
  • Work-in-progress drafts
  • Customized signatures
Who can create: Any agent (only they can see it)
Personal replies are great for agents to experiment with templates before suggesting them as team or global replies.

Example Saved Replies

Password Reset

Title: Password Reset Instructions
Scope: Global

Message:
Hi there,

To reset your password:

1. Go to the login page
2. Click "Forgot Password"
3. Enter your email address
4. Check your email for the reset link
5. Follow the link and create a new password

The reset link expires in 24 hours. If you need further assistance, please let me know!

Best regards

Account Activation

Title: Account Activation Confirmation
Scope: Global

Message:
Great news! Your account has been activated.

You can now:
- Access all premium features
- Manage your subscription settings
- Invite team members

If you have any questions about getting started, check out our [Quick Start Guide](/kb/getting-started) or reply to this ticket.

Welcome aboard!

Bug Report Acknowledgment

Title: Bug Report Thanks
Scope: Team (Engineering)

Message:
Thank you for reporting this issue!

I've created a bug report for our engineering team:
- Priority: [TO BE FILLED]
- Expected fix timeline: [TO BE FILLED]

I'll keep you updated on the progress. You can track the status in this ticket.

In the meantime, here's a workaround you can try:
[TO BE FILLED]

Feature Request Response

Title: Feature Request Thank You
Scope: Global

Message:
Thank you for your feature suggestion!

We've added your request to our product roadmap for consideration. Our product team reviews all suggestions and prioritizes based on:
- User demand
- Business value
- Technical feasibility
- Strategic alignment

While I can't guarantee if or when this will be implemented, your feedback helps us build a better product. We'll update you if this feature is scheduled for development.

Team Collaboration

Sharing Best Practices

When an agent writes an effective response:
1

Identify Great Response

Recognize a well-crafted reply that resolves issues effectively
2

Create Saved Reply

Turn it into a team or global template
3

Share with Team

Announce new template to team members
4

Iterate

Update based on feedback and results

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

  1. Navigate to Settings > Saved Replies
  2. Find the reply to edit
  3. Click to open
  4. Make changes to title, message, or scope
  5. 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

Title should clearly indicate what the reply is for. “Password Reset” is better than “Help001”.
Each template should address one specific scenario. Don’t try to cover too much in one reply.
Include placeholders like [CUSTOMER NAME] or [DETAILS] that agents fill in.
Templates should be professional but warm. Add personality while maintaining professionalism.
Tell customers what happens next or what they should do.
Use templates personally before making them team or global.
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:
Hi [CUSTOMER NAME],

Thank you for reporting this issue with [PRODUCT/FEATURE].

[SPECIFIC DETAILS ABOUT THEIR ISSUE]

I've [ACTION TAKEN]. You should see [EXPECTED RESULT] within [TIMEFRAME].

Please let me know if you have any questions!
Agents fill in bracketed sections when using the template.

Linking Knowledge Base

Include links to related articles:
For more information, check out these resources:
- [Getting Started Guide](/kb/articles/getting-started)
- [Advanced Features](/kb/articles/advanced-features)
- [Troubleshooting Common Issues](/kb/articles/troubleshooting)

Multi-step Processes

Use numbered lists for clear instructions:
To complete your setup:

1. **Verify your email**: Click the link we sent to your inbox
2. **Complete your profile**: Add your company information
3. **Invite team members**: Share access with your colleagues
4. **Configure settings**: Customize to your preferences

Need help with any step? Just ask!

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
Regularly review which templates are most used and ensure they’re always up-to-date.

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

Prefix by Category:
  - "[Welcome] New User Greeting"
  - "[Troubleshoot] Login Issues"
  - "[Billing] Payment Failed"
  - "[Feature] How to Export Data"
  
Or by Action:
  - "Acknowledge - Bug Report"
  - "Resolve - Password Reset"
  - "Escalate - Technical Issue"

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

  • 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
  • Global replies may require specific permissions
  • Team replies require team membership
  • Personal replies can only be edited by creator
  • Ensure reply is saved
  • Check scope configuration
  • Verify team assignment (for Team scope)
  • Refresh the browser
  • 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:
1

Export Templates

Export saved replies from your current system
2

Categorize

Organize by scope (Global/Team/Personal)
3

Create in Helpdesk

Manually create or use API for bulk import
4

Test

Verify formatting and accessibility
5

Train Team

Show agents where to find and how to use new templates

API Access

Manage saved replies programmatically:
# Create a saved reply
reply = frappe.get_doc({
    "doctype": "HD Saved Reply",
    "title": "Password Reset Instructions",
    "message": "<p>Follow these steps to reset your password...</p>",
    "scope": "Global"
})
reply.insert()

# Create team-scoped reply
team_reply = frappe.get_doc({
    "doctype": "HD Saved Reply",
    "title": "Technical Troubleshooting",
    "message": "<p>Technical steps...</p>",
    "scope": "Team",
    "teams": [
        {"team": "Technical Support"},
        {"team": "Engineering"}
    ]
})
team_reply.insert()
Bulk import is useful when migrating from another system or setting up standard templates for new teams.

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