Help Scout Hack Pack - Help Scout Support

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We’ve put together a cheat sheet of the most useful nuggets to bring pro skills to your Help Scout game.  </div> <h3></h3> <h2>Conversations and Customers</h2> <h4 id="searchTag">1. Search by tag without leaving the editor</h4> <div> Sometimes a saved reply will do, and sometimes a reply requires a little more nuance. Click on tags in conversations to search how similar conversations were handled previously, without leaving the editor.  </div> <div data-html-block> <div style="display:block; width: 80%; border:1px solid #D5DCE1; border-radius: 4px;"> <video style="max-width: 100%; height: auto; max-height: 100%;" autoplay="" loop="" muted playsinline="" src="https://d33v4339jhl8k0.cloudfront.net/docs/assets/mp4/833-tagsearch.mp4" type="video/mp4"> </video> </div> </div><br> <h4 id="onBehalf">2. Send a conversation on behalf of a team member</h4> <div> Training new team members? Have your newbies save responses as drafts for approval. You can send on their behalf from the Send options dropdown when it’s ready to go.  </div> <div data-html-block> <div style="display:block; width: 80%; border:1px solid #D5DCE1; border-radius: 4px;"> <video style="max-width: 100%; height: auto; max-height: 100%;" autoplay="" loop="" muted playsinline="" src="https://d33v4339jhl8k0.cloudfront.net/docs/assets/mp4/833-sendas.mp4" type="video/mp4"> </video> </div> </div> <div> It’s also great to send on behalf of a teammate if you spot a finished reply in the draft folder from a team member that has left for the day. Send on their behalf so your customer won’t wait for a reply, and you won’t steal their thunder. </div> <h4 id="redirect">3. Change where you redirect after a reply or note</h4> <div> Not quite ready to jump to the next Active convo once you’ve finished composing your reply? Change your default redirect from the Send options dropdown.  </div> <ul> <li>If you collaborate with teammates by posting notes, assigning to different teams, or moving conversations to other inboxes, select <strong>Send and stay on page</strong> to avoid chasing your conversations once you have replied. </li> <li>If you’re in more of a supervisory role and like to check in on what’s happening in the queue after replying to conversations, <strong>Send and go back to folder</strong> might be a better direction for you. </li> <li>Or, just keep it as <strong>Send and next active</strong> if you’d rather run rapid fire through the queue!</li> </ul> <h4 id="thread">4. Link to a specific conversation thread</h4> <div> Need to point out exactly when something went awry in a conversation? Link directly to a thread by grabbing the URL from the timestamp. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/65343d87234cd75251328058/file-YUuHnDzPOB.png" style="width: 673px; max-width: 100%; "></p> <h4 id="newConvo">5. Start new conversations from the customer profile </h4> <div> Choose <b>Email Customer</b> then select the inbox from the Customer Profile to start a new conversation with that customer.  </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/6534428f234cd75251328060/file-Ci7PiCegp9.png" style="width: 100%; max-width: 100%; "></p> <h4 id="pre-filled">6. Save a pre-filled subject for new conversations</h4> <div> You can pre-fill the customer email address, Cc/Bcc lines, and subject line on the <strong>New Conversation</strong> page by adding a few things to the URL. For example, the following URL creates a new Conversation with the subject <i>Help Scout is the best</i>: </div> <pre>https://secure.helpscout.net/mailbox/[INBOX-SLUG]/new-ticket/?subject=Help+Scout+is+the+best </pre> <div> Just replace [INBOX SLUG] with your own inbox slug and save it as a bookmark to use whenever you need to. Full directions at <a href="//docs.helpscout.com/article/119-pre-fill">Create a Conversation With Pre-filled Data</a>. </div> <h4 id="merge">7. Merge customer profiles</h4> <div> If a customer writes in from two different email addresses, you can combine the two into one profile and keep all of that customer’s history in one place. See <a href="//docs.helpscout.com/article/66-merge-duplicate-customer-profiles">Merge Duplicate Customer Profiles</a> for more help. </div> <h4 id="emailIntegration">8. Update conversations in Help Scout from your personal email</h4> <div> Enable and reply to email notifications to update Help Scout conversations right from your personal email. Reply directly to reply to the customer from Help Scout, and use @commands to update the status, assignee, tag, or add notes. You can also forward emails from your personal address so your support team can reply to the customer instead.  </div> <p>See <a href="//docs.helpscout.com/article/67-respond-to-email-notifications-to-take-action-in-help-scout">Respond to Email Notifications to Take Action in Help Scout</a> for the full details.</p> <h4 id="ratings">9. Follow up on not good ratings and comments</h4> <div> Never miss a chance to follow up with a less-than-happy customer with a workflow to notify teammates, or reactivate conversations with not good ratings. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/653443d725f8430475024f89/file-F2fXheoqW8.png" style="width: 100%; max-width: 100%; "></p> <div> If you have customers who like to ask additional questions in the rating comments section, you can also set workflows to send email notifications or reactivate conversations for rating comments. </div> <h2>Productivity</h2> <h4 id="batchAdd">10. Batch add replies or notes with manual workflows</h4> <div> Create a manual workflow with a note or raved reply to batch add them from the folder queue view. You can edit the note or reply before committing to send, but it’s a great way to update a ton of conversations in bulk. You can even add a tag with it, too! </div> <p>All of the details here: <a href="//docs.helpscout.com/article/1398-manual-workflows">Manual Workflows</a></p> <h4 id="tagFeature">11. Tag conversations you want to follow up on later to keep customers notified</h4> <div> Adding tags to conversations that you might need to follow up on later — like feature requests or stock outages — allows you to quickly reach out when you're ready to update anyone who contacted you. Create a workflow for the tag to send an email to your customers, and you’ll be able to send out all the emails at once. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/6534450e1ec94935420487aa/file-Nv7pYmSydY.png" style="width: 100%; max-width: 100%; "></p> <h4 id="batchRemove">12. Batch remove tags with manual workflows</h4> <div> Working on tag maintenance? If you need to remove a bunch of tags from a folder but you don’t want to remove the tag entirely, wrap it up in a manual workflow. You can set up the workflow to remove your tag and batch apply from the folder queue. It’s a lot quicker than clicking into each individual conversation. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/6534460774982009a94e7cc2/file-mNcg234SMW.png" style="width: 519px; max-width: 100%; "></p> <div> More on workflow conditions: <a href="//docs.helpscout.com/article/502-workflow-conditions-and-actions">Workflow Conditions and Actions</a> </div> <h4 id="reminders">13. Set reminders with FollowUpThen</h4> <div> Want to set reminders for yourself on certain conversations? FollowUpThen is a super simple email reminder service that works nicely with Help Scout. Just include a time-based FollowUpThen email address like <em>5minutes@followupthen.com</em> into the Cc or Bcc fields of your Help Scout reply. It’s free for up to 50 reminders per month! </div> <div> Learn more: <a href="//docs.helpscout.com/article/256-follow-up-then">Use FollowUpThen to Set Reminders</a> </div> <h4 id="tagColor">14. Color code tags</h4> <div> Add some visual organization to your queue by color coding tags. Head to <b>Manage > Tags</b>, click on the tags you want to color code, and a color menu appears. It provides a great visual queue for spotting urgent or specialized issues coming into your queue at a glance.  </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/6534469f9362491a4094acfe/file-lQThQ9AcvL.png" style="width: 649px; max-width: 100%; "></p> <div> Find more about tags here: <a href="//docs.helpscout.com/article/13-create-and-manage-tags">Create and Manage Tags</a> </div> <h4 id="workflowBeacon">15. Trigger workflows from Beacon</h4> <div> Automatically tag or assign conversations coming from certain Beacons without fancy API footwork by creating a workflow. Here’s how to set it up: </div> <ul> <li>Body > Notes Contain</li> <li><p>Add text from the note that Beacon leaves for your condition. For example, if you wanted to catch every conversation that came from your Beacon named <em>Sales Beacon</em>, it would look like this:</p><p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/6534474425f8430475024f8b/file-O4KsSLzlcP.png" style="width: 636px; max-width: 100%; "></p></li> </ul><br> <div> This also works for teasing Beacon responses out of your Reports. Just tag for Beacon and use report views to filter that tag! See <a href="//docs.helpscout.com/article/574-reporting-views">Use Views to Filter Reporting Data</a> for more. </div> <h4 id="copyWorkflow">16. Copy workflows to other Inboxes </h4> <div> Need to set up several inboxes with similar workflows? You don’t need to create them all from scratch. Copy workflows to other inboxes to quickly clone your workflows to any inbox you need. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/653447de1ec94935420487ac/file-xcOQMGAneS.png" style="width: 308px; max-width: 100%; "></p> <h4 id="autoReplies">17. Specialize auto replies</h4> <div> Want to exclude certain email addresses from receiving autoreplies, or send a different autoreply when customers contact you from your Beacon than when they email you directly? Turn off your Help Scout auto reply and use workflows to send autoreplies to your customers instead. Use whatever condition you would like to differentiate your autoreplies from each other, and use the action <i>Send Email to the Customer</i>. </div> <p>Learn the ropes: <a href="//docs.helpscout.com/article/1399-automatic-workflows">Automatic Workflows</a></p> <h3>Sorting and Organizing</h3> <h4 id="customerSort">18. Customer name sort</h4> <div> Sort by customer name to quickly identify and merge multiple emails from the same customer. </div> <div data-html-block> <div style="display:block; width: 100%; border:1px solid #D5DCE1; border-radius: 4px;"> <video style="max-width: 100%; height: auto; max-height: 100%;" autoplay="" loop="" muted playsinline="" src="https://d33v4339jhl8k0.cloudfront.net/docs/assets/mp4/833-sortbycustomer.mp4" type="video/mp4"> </video> </div> </div> <p>Sort by any header in a list view by clicking on it.</p><br> <h3>Docs</h3> <h4 id="searchDocs">19. Search and add Docs in replies</h4> <div> Pop pre-formatted links to Docs articles in your replies by using the handy Docs search inside the shortcut menu in the reply editor. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/65344b5f234cd75251328062/file-3rZrzWETLv.png" style="width: 486px; max-width: 100%; "></p> <h4 id="customNav">20. Create custom navigation links</h4> <div> Need to link to another web page on your Docs navigation bar, like a privacy policy page or a custom contact form? Just create a Collection for it! Name your Collection the name you want for the navigation link. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/65344c0d234cd75251328064/file-AFrrxrfa42.png" style="width: 454px; max-width: 100%; "></p> <div> Then use a redirect in Docs to redirect the Collection landing page URL to the desired page URL. See <a href="//docs.helpscout.com/article/720-docs-redirects">Create and Manage Docs Redirects</a> for more. </div> <p><img src="//d33v4339jhl8k0.cloudfront.net/docs/assets/524448053e3e9bd67a3dc68a/images/65344c6d74982009a94e7cc4/file-vztvgM9JqW.png" style="width: 678px; max-width: 100%; "></p> <div> A beautiful example of this in action is on the <a href="https://docs.restored316.com/">Restored316 Docs site</a>. 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