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class="c-copy-button__textarea">https://www.helpdesk.com/help/how-to-use-private-notes/</textarea> </div> </div> </div> </div> </div> </div> <div class="o-wrapper" > <article class="o-container u-Pb-lg" data-controller="sticky-aside" itemscope itemtype="https://schema.org/BlogPosting"> <meta itemprop="mainEntityOfPage" itemscope itemtype="https://schema.org/WebPage" itemid="https://www.helpdesk.com/help/how-to-use-private-notes/" /> <div class="lg:u-flex u-content-between u-flex-wrap u-Mb-md lg:u-mb-0 " data-target="sticky-aside.flex"> <div class="lg:u-basis-8 u-Pr-2xs"> <h1 itemprop="headline" class="u-Mb-sm md:u-Mb-lg" ><span class="b--u-text-3xl">How to use private notes</span></h1> <div class="u-flex u-flex-wrap u-Pb-md md:u-Pb-lg lg:u-Pb-xl"><div class="u-flex u-items-center u-basis-12 md:u-basis-auto u-mr-lg u-mb-lg md:u-mb-0" itemprop="author" itemscope itemtype="https://schema.org/Person"><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/w_48,h_48,c_fill/hd-help/weronika-masternak.png" srcset="https://res.cloudinary.com/dn1j6dpd7/image/upload/w_96,h_96,c_fill/hd-help/weronika-masternak.png 2x" class="u-w-fit u-mr-md u-ml-0 b--u-rounded-full" width="48"><div itemprop="name">Weronika Masternak</div> </div><div class="u-flex u-items-center u-mr-lg sm:u-mr-xl"> <img src="/help/icons/time.svg" class="u-w-fit u-mr-xs u-ml-0 u--mt-3xs" alt="" width="20"> <span>2 min read</span> </div> <div class="u-flex u-items-center"> <img src="/help/icons/update.svg" class="u-w-fit u-mr-xs u-ml-0 u--mt-3xs" alt="" width="20"> <span itemprop="dateModified">updated: Jan 3, 2023</span> </div> </div> </div> <div class="u-hidden" itemprop="publisher" itemscope itemtype="https://schema.org/Organization"> <span itemprop="name">HelpDesk</span> <div itemprop="logo" itemscope itemtype="https://schema.org/ImageObject"> <img src="/helpdesk.079e50c82e62f243a09908ae8eb083206906b4ba8432d51c72ff9aad3244dcd5.svg" alt="HelpDesk Logo" itemprop="url" /> <meta itemprop="width" content="158" /> <meta itemprop="height" content="29" /> 158 29 </div> </div><aside class="lg:u-basis-4 lg:u-pl-lg c-toc" data-target="sticky-aside.aside" data-action="mouseover->sticky-aside#open mouseout->sticky-aside#close click->sticky-aside#toggle" > <div class="c-toc__wrapper lg:u-py-xl lg:u--my-xl u-bg-white u-border-gray-900" data-target="sticky-aside.wrapper" > <div class="xl:u-pr-xl"> <div class="c-toc__open b--u-text-xs b--u-text-bold u-py-xs u-px-sm u-mr-lg u-bg-gray-900">« CONTENTS</div> <p class="b--u-text-base b--u-text-bold lg:u-pl-lg u-mb-0 u-text-gray-300 u-py-md c-toc__title u-border-t u-border-b u-border-gray-800" id="hc-toc-heading">CONTENTS</p> <nav id="TableOfContents"> <ul> <li><a href="#video-tutorial-for-private-notes">Video tutorial for private notes</a></li> <li><a href="#how-to-write-a-private-note">How to write a private note</a></li> <li><a href="#mentioning-in-the-private-notes">Mentioning in the private notes</a></li> </ul> </nav> </div> </div> </aside><div class="c-hc-article-content b--u-text-base c-hc-article-content--first c-toc__parent-content u-maxw-8 u-Mt-md lg:u-mt-0 lg:u-basis-8" itemprop="articleBody" data-target="sticky-aside.content"> <h2 id="video-tutorial-for-private-notes">Video tutorial for private notes<a href="#video-tutorial-for-private-notes" class="c-link v--reset t-help__anchor-link" ariaLabel="Anchor" data-controller="clipboard" data-action="clipboard#copy"><img src="data:image/svg+xml;base64,PHN2ZyBmaWxsPSJub25lIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciIHZpZXdCb3g9IjAgMCAyNCAyNCI+CiAgPHBhdGggZD0iTTEwIDE0YTMuNSAzLjUgMCAwMDUgMGw0LTRhMy41MzYgMy41MzYgMCAwMC01LTVsLS41LjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KICA8cGF0aCBkPSJNMTQgMTBhMy41IDMuNSAwIDAwLTUgMGwtNCA0YTMuNTM1IDMuNTM1IDAgMTA1IDVsLjUtLjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KPC9zdmc+Cg==" alt="Link icon" /><input type="text" value="https://www.helpdesk.com/help/how-to-use-private-notes/#video-tutorial-for-private-notes" class="u-absolute u-p-0 u-m-0" loading="lazy" style="opacity: 0; left: -999999px;" data-target="clipboard.source" tabindex="-1" /></a></h2> <iframe width="560" height="315" src="https://www.youtube.com/embed/ySDsk2MZD0A" frameborder="0" allow="accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture" allowfullscreen></iframe> <p>You can use private notes to collaborate with your teammates. In this article, you will learn how to use private notes and how they can help you solve tickets faster.</p> <p>You can leave a private note for yourself or for your teammates. It鈥檚 useful when you need to consult your colleagues on how to respond to a message.</p> <h2 id="how-to-write-a-private-note">How to write a private note<a href="#how-to-write-a-private-note" class="c-link v--reset t-help__anchor-link" ariaLabel="Anchor" data-controller="clipboard" data-action="clipboard#copy"><img src="data:image/svg+xml;base64,PHN2ZyBmaWxsPSJub25lIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciIHZpZXdCb3g9IjAgMCAyNCAyNCI+CiAgPHBhdGggZD0iTTEwIDE0YTMuNSAzLjUgMCAwMDUgMGw0LTRhMy41MzYgMy41MzYgMCAwMC01LTVsLS41LjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KICA8cGF0aCBkPSJNMTQgMTBhMy41IDMuNSAwIDAwLTUgMGwtNCA0YTMuNTM1IDMuNTM1IDAgMTA1IDVsLjUtLjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KPC9zdmc+Cg==" alt="Link icon" /><input type="text" value="https://www.helpdesk.com/help/how-to-use-private-notes/#how-to-write-a-private-note" class="u-absolute u-p-0 u-m-0" loading="lazy" style="opacity: 0; left: -999999px;" data-target="clipboard.source" tabindex="-1" /></a></h2> <p>A private note will be displayed in the main conversation section. However, unlike a message sent to a customer, the note has a grey color.</p> <p>To write a private note, switch the toggle in the bottom left corner of the message window. Write your private note and click ‘<strong>Submit</strong>.’</p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1567416158/hd-help/private-note-toggle.png" alt="The private note toggle in HelpDesk"></p> <p>If the note for someone else from your company, the next thing to do is to assign the ticket to this person.</p> <p>To assign a ticket to a person, choose an agent from a dropdown menu in the Agents window in the ‘Details’ section.</p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1567416188/hd-help/responsibility-section-assign-agent.png" alt="Assigning agents in HelpDesk"></p> <h2 id="mentioning-in-the-private-notes">Mentioning in the private notes<a href="#mentioning-in-the-private-notes" class="c-link v--reset t-help__anchor-link" ariaLabel="Anchor" data-controller="clipboard" data-action="clipboard#copy"><img src="data:image/svg+xml;base64,PHN2ZyBmaWxsPSJub25lIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciIHZpZXdCb3g9IjAgMCAyNCAyNCI+CiAgPHBhdGggZD0iTTEwIDE0YTMuNSAzLjUgMCAwMDUgMGw0LTRhMy41MzYgMy41MzYgMCAwMC01LTVsLS41LjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KICA8cGF0aCBkPSJNMTQgMTBhMy41IDMuNSAwIDAwLTUgMGwtNCA0YTMuNTM1IDMuNTM1IDAgMTA1IDVsLjUtLjUiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLXdpZHRoPSIyIiBzdHJva2UtbGluZWNhcD0icm91bmQiIHN0cm9rZS1saW5lam9pbj0icm91bmQiLz4KPC9zdmc+Cg==" alt="Link icon" /><input type="text" value="https://www.helpdesk.com/help/how-to-use-private-notes/#mentioning-in-the-private-notes" class="u-absolute u-p-0 u-m-0" loading="lazy" style="opacity: 0; left: -999999px;" data-target="clipboard.source" tabindex="-1" /></a></h2> <p>Private notes can be used to mention agents who can contribute to a quicker ticket resolution.</p> <p>To mention the agent in the private note, you can click on ‘<strong>@</strong>’ icon or simply type ‘<strong>@</strong>’.</p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1603190819/hd-help/mention_agent_private_note.png" alt="Mentioning an agent in a private note."></p> <p>Next, you’ll see a drop-down list with active agents to choose from.</p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1603190878/hd-help/mention_active_agent_list.png" alt="Drop-down list with agents to mention."></p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1603190927/hd-help/mention_message_written_for_agent.png" alt="Mentioning the agent along with the text of the message. "></p> <p>Choose an agent and write the private note message. Then click on the ‘Submit’ button.</p> <div class="u-py-2xl u-px-xl u-Mt-sm u-Mb-md u-border-2 b--u-rounded-8 u-border-accent u-text-center md:u-text-left u-flex u-flex-col md:u-flex-row u-items-center"> <div class="u-mb-lg md:u-mb-0 md:u-mr-xl md:u-basis-2"><img src="/help/icons/tip-2.svg" alt="" width="90" class="u-border-0 u-my-0"> </div> <div class="u-hidden md:u-block md:u-basis-12 u-text-left">Note that when you mention an agent, the message window automatically switches to private mode. This is because the mention is disabled in public messages.</div> <div class="md:u-hidden">Note that when you mention an agent, the message window automatically switches to private mode. This is because the mention is disabled in public messages.</div> </div> <p>When you mention agents, they will be notified and automatically added to the <a href="https://www.helpdesk.com/help/following-a-ticket/">followers’ list</a>.</p> <p><img src="https://res.cloudinary.com/dn1j6dpd7/image/upload/v1603191091/hd-help/mention_agent_menioned_added_to_followers.png" alt="The mentioned agent on the list of followers."></p> <meta itemprop="description" content="Video tutorial for private notes You can use private notes to collaborate with your teammates. 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