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Following Up On Tickets

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Attention: You are reading about a feature that is not currently available for all clients. If you’d like more information or to purchase access, talk to your Account Executive.

About Following Up On Tickets

After ticketing is all set up and new tickets are being created, it’s time to follow up with your respondents! This page goes over the many ways you manage your tickets in the follow-up stage, including contacting the respondent from the ticket, changing the status of the ticket, and more.

To get started, you can select Tickets from the navigation menu shown on every page of the site.

Tickets in navigation menu you can find on every page of the website

Qtip: Want to customize how your Follow Up page looks? Want to download a list of all your tickets? Check out Follow Up Page Options for more about this page!

Expanding and Collapsing Tickets

Click on each ticket to expand it. Once expanded, you can start making edits and following up.
Collapsed ticket

To collapse the ticket, click anywhere in the title.
Expanded ticket

Changing the Ticket Status

In the top-right, you can change the status of the ticket. Closed indicates that a ticket is no longer active.
Status column dropdown menu

Qtip: If you’re a Brand Administrator and you want to change what statuses are available, check out the Custom Ticket Status feature. Note that the last status will always be the equivalent of Closed, and thus make a ticket inactive when switched to this status.

Assigning Tickets to Users or Teams

When a ticket is assigned to someone, they see that ticket in their account’s Follow Up Page. This person or team will also receive an email letting them know the ticket’s been assigned to them. This is a good way to let your teammates know they are responsible for a task.

You can change who the ticket is assigned to by clicking on Assign To, typing the full name of a user or team, and pressing Enter on your keyboard. You can choose anyone in your organization’s Qualtrics license.
Assign To dropdown menu

Assigning Priority

The priority of a ticket is how urgently you want you or your team to address the task described in the ticket. Change the priority by clicking Priority and selecting a new one.

Priority dropdown menu

Root Cause

Root cause is a field that can be used to trace the source of a ticket’s issue.

Root cause is not included in every ticket. When creating a ticket task, it can be added by entering values into the Root Cause field.

image of the root cause section on a ticket task

Then, on the Follow Up page, click the Root Cause dropdown to select one before closing a ticket.

Ticket on the follow-up page with the Root Cause dropdown expanded

Qtip: Sometimes root cause is optional. At others, it is required before you close a ticket or change the status. If you fail to select a root cause, a window will prompt you to choose one and leave a comment explaining why you chose this option.
Please select a root cause window with the Required dropdown highlighted

Advanced Options

The advanced options for root causes let you determine if certain ticket statuses require or prohibit a root cause. To access these options, click Show Advanced Options below the root causes box. Note, these options will not appear until you’ve created at least one root cause.
image of the show advanced options button after creating a root cause

You may then choose the following:

image of the advanced options for root causes

  • A root cause is required for the following statuses: This option makes it so that the ticket assignee must pick a root cause when the ticket has a certain status. You can use the dropdown menu next to the option to choose the relevant status(es).
  • Prevent users from setting root causes for the following ticket statuses: This option makes it so that the ticket assignee cannot pick a root cause when the ticket has a certain status. You can use the dropdown menu next to the option to choose the relevant status(es).

Ticket Summaries

Ticket summaries can help you understand why the ticket’s been made and you’re expected to follow up with it. This information can be especially helpful in Customer Experience programs.

A colorful number and large text at the top of the ticket once extended

The number is the Score, whereas the text are the Comments.

The administrator who set up ticketing in your organization may add important content to the summary of the ticket. If you do not see this section, it means no summaries were set up.

Adding Ticket Summaries

When creating a ticket task, the ticket summary can be found after you enter priority and ticket owner.

Ticket summary section when building a ticket

You are given the option to define a Score or Comments based on responses the respondent gave in the survey. These fields can be pulled from questions, embedded data, geoIP location, date / time, panel field (contact information), quotas, response ID, or “Response Link.”

Qtip: “Response Link” contains a link to the full survey response. This link expires exactly seven days after being generated.

The best fields to load here will contain information that will help your ticket-takers understand why this ticket was created and why it’s important to action it. For example, open-ended feedback would work well as the ticket comments, whereas the CSAT rating the respondent gave your product could be the ticket score.

Qtip: To base the ticket score on actual scoring you added to the survey, you will need to set an embedded data field equal to the score.

Score Embedded Data

Ticket Data

You can view any ticket data attached to your ticket in this section. See the linked page for more details on this feature.

In the Ticket Data section, ticket data shows up in multiple columns.

Viewing the Survey Response

You can view the survey response data attached to a given ticket. However, first you must make sure your tickets are set up to link the ticket data to related responses. Instructions can be found on the linked page.

Show Embedded Data button and Show Full Record button

Clicking on Show Full Record shows the full survey response that was completed by the respondent, with the exception of the embedded data.

Show Embedded Data allows you to see all embedded data captured in the response.

Activity

The Activity section of a tickets includes any change that might have been made to the ticket. It includes emails sent, comments made, changes to status, priority, assignment, or root cause, and any sub-tickets that have been created.
Activity section within expanded ticket

Viewing Customer Activity

Qtip: This feature is only available if you have access to XM Directory.

If you have access to the XM Directory and a ticket is generated for a specific contact from your directory, you can view that contact’s information within the ticket itself.

To view a contact’s information, click View Customer Activity on the ticket.
the view customer activity button on a ticket

A window will appear that has the contact’s information. In the Profile section, you can see any of the contact’s attributes. This includes their first name, last name, email address, opt-in status, reference ID, phone number, language, and any additional embedded data.
the customer activity window on a ticket

The Touchpoints section contains all of the touchpoints, or points of interaction, for your contact. The touchpoint timeline relevant to the selected ticket will be listed first, and any other touchpoint timelines for the contact will appear underneath. You can click on any touchpoint to see more details about that specific interaction.
the touchpoints tab of the customer activity window on a ticket

Follow Up Emails

When you’re finished with a ticket, you may want to follow up with teammates who assisted you on the ticket, or the person you helped by resolving the ticket.

Send Email button in top-right corner or expanded ticket

Compose an email by clicking Send Email.

Any emails sent through a ticket will appear in the Activity section of the ticket.

You can only send these follow-up emails to one email address at a time.

Qtip: Depending on your brand’s settings, you may have slightly different options when composing an email. For example, those with 2-way email in ticketing will not be able to modify the Reply-To address, since a custom one is applied to link the ticket information to the emails. The From Address is whatever default has been set for the brand, or your account email address if no custom default has been set. Note that if the From Address uses a non-Qualtrics domain, the domain must be configured for use within Qualtrics.
Qtip: Want to set your default email to your respondents’ contact information, or info they provide in the survey? See the Default Follow-Up Email Address page.

When composing your follow-up email, you can minimize or maximize the Send Email window to check information on a ticket, or to pause writing your email while you perform another action with your tickets.

Box with inward arrows in upper-right of send email window

Email is now in corner like Gmail, allowing you to see the tickets in your follow-up page behind it

2-Way Email in Ticketing

Attention: If you are a Brand Administrator and would like access to this feature, please contact your Customer Success Representative. Once this feature is turned on, it is turned on for the entire brand!

What happens when someone replies to an email you sent from the ticket? All replies are visible right on the ticket! Just check the Activity section.

Qtip: Emails sent through tickets are not threaded. Each sent email will be a new email.

Email reply visible under Activities section

Whenever someone replies to a ticket email, the ticket owner will receive an email notification. However, they will not be sent the message directly. It is best to continue emailed communication through the ticket to preserve the ticket owner’s anonymity and to keep responses archived together in the same place.

Warning: Outbound emails sent from the ticket will display the ticket owner’s first name, last name, and email address as listed in the user’s Qualtrics account. To preserve anonymity for these emails, ensure that the first name, last name, and email address used for the Qualtrics user account does not reveal personally identifiable information.

Your Brand Administrator can choose whether tickets reopen when you receive an email by adjusting inbound email status settings. This will make it easier for you to follow up with your respondents.

Creating Reusable Ticket Emails

To create a ticket email that you can use over and over again, follow the directions for Creating a Message in a Library. Change the message type to Ticket Messages.

Message Type Dropdown menu in Messages Library

To load a message saved in your library in a ticket email, navigate to the ticket and click Send Email. Then click Load Message.

Load Message dropdown in Email menu

Qtip: The ability to use library messages in ticket emails is also available in the XM mobile app. This option can be found under Email template when you go to send an email.

Image of a phone's screen in the XM App, with a follow up email pulled up. There is a field for "Email template"

Deleting Tickets

If you are a Brand Administrator, you will be able to delete tickets by clicking on the trashcan icon.
Trashcan icon used to delete tickets

Sub-Tickets

Sub-tickets are tickets that link back to another, “parent” ticket. This is a great feature to use if you’ve discovered that one of your ticket issues actually involves several different tasks, which might require different teams or colleagues to resolve.

For example, let’s say a customer indicates they were highly dissatisfied. Their feedback indicates that their experience with customer support was negative, but that they also have an issue with their sales representative. You can create a sub-ticket for the sales representative and another sub-ticket for the support representative, asking them each to follow up with the client separately.

Creating a Sub-Ticket

You can create a sub-ticket by scrolling down to the bottom of a ticket and clicking Create Sub-Ticket.

Create Sub-Ticket option in Sub-Tickets section

From this window, you can designate a name for the ticket, to whom it is assigned, and add any additional comments you desire.

Create Sub-Ticket menu

Qtip: Sometimes you may need to refresh the page before a new sub-ticket will appear.

Managing Sub-Tickets

If you are the owner of a parent ticket, you will be able to see all the sub-tickets created for the parent.

View of Sub-Tickets section

Click the name of the sub-ticket to open it up. From this window, you can add comments, change the priority, change the assignment, and send follow-up emails. Brand Administrators can also delete the ticket by clicking the trashcan icon to the right of the ticket name.

Sub-Ticket pop-up window

Because every sub-ticket comes with an ID just like a regular ticket, you can search this ID in the search bar on your follow up page to locate the ticket.

Ticket Search box above ticket list

Ownership

The owner of a sub-ticket can view the parent ticket when clicking on the parent ticket link within the sub-ticket. They cannot edit this ticket, but they can leave comments on it.

Parent Ticket section

Sub-ticket owners cannot view other sub-tickets of the parent ticket, unless they are also the owner of those sub-tickets. This allows you to maintain privacy between different teams working on different tasks.

Qtip: A Brand Administrator can see all tickets in the brand, including sub-tickets that do not belong to them. All users have the ability to view and edit all sub-tickets created for a parent ticket they own.

 

There are times when following up on tickets that you may need to quickly navigate back to your dashboard.

When inside your ticket page, you can return to a CX dashboard by clicking the View Dashboard dropdown on the upper-right and choosing the dashboard by name.

Dashboard dropdown top of ticketing page

When you are inside a CX dashboard, you can navigate to your tickets page by clicking the View Tickets button at the top of the dashboard. Where it’s located will depend on your page orientation (top or left).

ticketing button upper-right of dashboard