Access a Ticket

To access a specific ticket and manage or check its information, you can go to the list of pending tickets (accessed from the top options bar) or to the Tickets module (accessed from the side menu). Select the ticket you want to view and click on the "Go to ticket" button or on the ticket number to access its management view. In this view, you will find all the information and tools necessary to provide a complete and satisfactory customer service experience.

Screen Components

The ticket management screen consists of two (2) main sections:

Section 1

In section 1, located at the top of the screen, you'll find the most relevant information regarding the ticket. Therefore, it will always be visible to users. The information displayed in this section is as follows:

• Ticket number

• Ticket status

• Ticket creation date and time

• Assigned user to the ticket

• Customer's identification type and identification number***

• Customer's first and last name***

• Customer's account number***

• Refresh or update ticket information button

• Options Menu (find the options described below)

• Quick exit ticket button

In the Options Menu, you can access different actions that can be performed on the ticket to improve the management process. The following are the options available from the options menu:

Ticket Options

The following options are available from the options menu:

• Reassign: By clicking on this option, a form will be shown to allow you to reassign a ticket to another user within the same campaign or in a different campaign. You can also specify if you want to leave the ticket unassigned so that any available user can manually take the ticket, or if you want to reassign it to a specific user. Enter the information requested in the form and click on “Accept”. Sagicc will redirect you to the Tickets module so you can continue working on another ticket. The reassigned ticket will automatically be assigned to the specified user, who will see the notification of the new ticket in the top bar and in the list of pending tickets.

• Merge: By clicking on this option, a form will be displayed to allow you to merge the current ticket with another ticket on the platform. When merging two tickets, their information, actions, conversations, and even customer information (including their contact details) will also be merged. Enter the number of the ticket you want to merge with, select the ticket that will remain open, and specify if you also want to merge customer information. To confirm the merging of the tickets, click on "Accept".

• Related Tickets: By clicking on this option, you will be shown a list of tickets related to the current ticket and a text field that will allow you to relate the current ticket to another ticket on the platform. By relating one ticket to another, you will be able to see this relationship in the list of related tickets and be able to move faster between them to retrieve the information you need. Type the number of the ticket you want to relate to and click “Accept” to confirm the action.

• Send Transcript: By clicking on this option, a form will display to allow you to select one of the customer's contact details (any of type email) to send them a complete and detailed transcript of the conversation between the business and the customer. Select the contact detail and click "Accept". The transcript of the ticket will be sent to the customer automatically.

• Open External View: Sagicc provides you with a public read-only view of the ticket so that external people to your company or customers can view ticket information at any time. Clicking on this option will open the external view of the ticket in a new browser tab. Copy the URL or address of this external view to share with whoever you wish.

• Close Ticket: By clicking on this option, Sagicc will ask you to confirm the closing of the ticket, i.e., its change of status to “Closed”. This action should only be performed when the ticket has been fully managed, as once closed, the ticket cannot be reopened. Click on “Accept” to confirm. Sagicc will redirect you to the Tickets module to continue working and the ticket will change its status to “Closed”.

• Change Log (for administrators only): Clicking on this option will allow you to view a list of all changes and/or modifications made to the ticket or its tasks. For each change in the list, you will see the type of modification, the previous value of the parameter that changed, the current value of the parameter, the date of the change, and the platform user who made the change.

• Exit: Clicking on this option will redirect you to the Tickets module so that you can continue working on another ticket and your status within the platform will change from “Busy” to “Available”. The status of the ticket you were working on will not change.

Section 2

In section 2, located at the bottom of the screen, there is a panel consisting of two (2) or three (3) columns, depending on the user's configuration. This panel will allow you to access different tabs of information related to the customer, ticket, interactions, and management. A horizontal navigation menu will allow you to access each of the following tabs:

• Customer: Information of the customer associated with the ticket

• Contact: Customer contact information associated with the ticket

• Account: Information of the account associated with the ticket

• Ticket: Ticket detail

• Conversation: Conversation (incoming and outgoing interactions)

• Script: Script of the campaign to which the ticket belongs

• Agenda: Schedule of scheduled management activities for the agent associated with the ticket

• History: Ticket management history

• Attachments: Files attached to the ticket

• Additional Tabs: Additional tabs configured in the campaign associated with the ticket.

Customer Details

In the “Customer” tab (section 2), you will see a form with the basic information of the customer associated with the ticket:

• Document Type

• Document Number

• First Name

• Middle Name

• Last Name

• Second Last Name

• Date of Birth

• Features

• Gender

Verify the information recorded in the form. If you need to edit or update it, make the necessary changes and click on "Save".

Additionally, in this tab, you can access the Similar Customer search, the Related Customer module, or view/modify the information of the User Assigned to the Customer.

Similar Customers

In case you suspect that the customer associated with the ticket may be duplicated, click on “Similar Customers”. Sagicc will search for customers who have similar information to the current ticket's customer. If similar customers are found, you can validate the similarity percentage and decide if you want to change the customer associated with the ticket for one that has more accurate information, or combine the customers to group all the information into one customer.

Related Customers

Here you will see a list of customers related to the customer associated with the ticket, specifying the relationship between the main customer and the related customer. Additionally, you can add, edit, or delete relationships between the customer associated with the ticket and other customers registered on the platform.

To add a related customer to the customer associated with the ticket, you must specify a label for the main customer (the one associated with the ticket), select the customer you want to relate to the main customer, and assign a label to the related customer. Once the relationship is specified, click "Save" to finish and view the customer in the list of related customers.

Assigned User

In case the customer has a specified assigned user, you can modify the assigned user by clicking on the “Change Assigned User”.

Sagicc will display a form in which you must select the new user assigned to the customer and specify if you want the assignment to apply to all campaigns or to a specific campaign. Validate the information and click "Save" to make the change of assigned user.

Contact Information

In the "Contact Information" tab (section 2), you will see a list of the contact information (emails, phone numbers, addresses, social media, etc.) for the customer associated with the ticket. These contact information are captured when the customer interacts with the company through one of the available communication channels, but they can also be manually managed. From the list, you can Add a new contact information and Edit or Delete a specific contact information. You can also Add or Remove a contact from the platform's Block List.

To add a contact detail, select its type and enter the required information according to the selected type. Verify that all the information is correct and then click "Save" to add the new contact detail.

Account

In the "Account" tab (section 2), you will see information related to the customer's account (associated with the ticket) and all its additional information. The account corresponds to any product or service that your company is offering to your customer and can have additional related information that will help in the ticket management process. From this tab, you can Add a new account associated with the customer (to associate it with the ticket later) or Edit the information of the current account.

To add a new account, click on "Add Account". A form will open where you can enter the customer's account number. This can be numeric or alphanumeric. Additionally, you can add as many additional data as you need by clicking on "Add Additional Data" and specifying the name of the additional field along with its value. Once you have entered all the account information, click "Save" to associate the new account with the customer.

Ticket Details

In the "Ticket" tab (section 2), you will see a form with specific information related to the ticket:

• Ticket Type: Ticket classification (question, complaint, suggestion, claim, etc.).

• Description: A brief description of the ticket for informational purposes.

• Campaign: Campaign to which the ticket belongs.

• Priority: Ticket priority within the campaign (high, medium, low).

• Account: Customer's account associated with the ticket. It identifies that the attention refers to a specific customer account. The information of the account selected in this field will be visible in the "Account" tab.

Verify the information on the form. If you want to edit or update the information, make the necessary changes and click on “Save”.

Conversation

In the "Conversation" tab (section 2), you will see a timeline with all incoming and outgoing interactions (calls, messages, etc.) of the conversation between your company and the customer. For each interaction in the conversation, you will see relevant information such as: sender, channel through which the interaction was generated, date and time, and content. The messages are shown in chronological order for a better user experience.

By default, Sagicc will display the interactions associated with the ticket you are viewing. If you need to know if the customer has previously contacted your company, scroll to the beginning of the conversation and click on "View previous interactions". If the customer has other associated tickets in the platform, you will see these interactions in the conversation, with a note indicating the ticket to which the interaction is related.

To see the details of a specific interaction, click on "See more". A window will open showing all the detailed information of the interaction.

Inside the "Conversation" tab, you will see a floating box that will allow you to generate new outgoing interactions to your customer, either in the form of a call or message. Through this simple form, you can communicate with your customers through any of the available outgoing channels in Sagicc.

To generate a new interaction, select and type the following information in the form:

• Outgoing Channel: It is the outgoing channel by which you want to communicate with the customer. Only the outgoing channels enabled for the campaign to which the ticket belongs will be shown on the list.

• Contact Information: It's the customer's (or a third party's) contact information through which communication will be made. Once the output channel is selected, only compatible contact information will be displayed for the selected channel (e.g., for an "Email" type channel, only email type contact information will be displayed, for a "Telephony" type channel, only phone and mobile type contact information will be displayed).

• Add Signature: If the selected channel is of type "Email", you can click here to automatically add your user signature to the body of the message. This will streamline the email drafting process.

• Message Template (optional): It’s the message template you want to use for send the message. These templates are previously configured by the platform administrator in the Templates Module (see Templates 📑), organized into categories, and will expedite the message sending process. By selecting a template, it will be loaded into the "Message" field of the form.

• Survey (optional): Select one of the surveys previously configured in the Sagicc Survey Module (see) and send your customer a link so they can access the survey and complete it.

• Record Audio/Voice (optional): Send your customers audio/voice notes by recording them from Sagicc using your microphone and sending them through one of the available communication channels. To record the voice note, you need to give your browser permission to access the microphone. Once permission is granted, Sagicc will start recording, you can listen to the recorded note and you can save it to attach it to the interaction and send it.

• Expand Text: Click here to access text expansion tools using Artificial Intelligence. Find more information here: AI Tools for users.

• Message: It's the body or content of the interaction you want to send to the customer. You can write it or upload it through a Message Template.

• Attachments (optional): If necessary and if the communication channel allows it, you can drag and attach attachment files that will be sent to the customer.

Depending on the selected output channel, the form will display additional fields to include in the outbound interaction. For example, if you choose an email-type output channel, the form will allow you to add the signature of the user assigned to the ticket and will display fields such as Subject, Body, Cc, Bcc, among others. Once you have completed the form, simply click the Send or Call button to generate the message or make the call. When the interaction has been successfully generated, you can view it in the conversation.

Campaign Script

In the “Script” tab (section 2), users can view the previously configured campaign script by the platform administrator.

Agenda

In the “Agenda” tab (section 2), you can view the calendar of scheduled next actions for the user assigned to the ticket. With this agenda, users can validate their availability before scheduling the next action for a customer and avoid time conflicts.

Tasks

In the “Tasks” tab (section 3), you will see the task form of the campaign to which the ticket belongs. This form was previously configured by the platform administrator within your company, and its fields depend on the type of campaign and its objective. By filling out this form and clicking "Save", the user will be able to add a task entry to the ticket’s task history.

By default, all tasks forms contain the fields Observations, Next Task Date, and Next Task Time. It is recommended that every task of a ticket includes an includes a clear and descriptive observation or comment.

If a ticket needs to be managed later (e.g., the customer requests to be called later or to receive information via email for review), a next task date and time can be specified for the ticket. Sagicc will take care of adding the task to the agent's agenda and reminding them when the next action date approaches. Additionally, in the list of Pending Tickets, priority will be given to tickets with scheduled next actions.

History

In the “History” tab (section 3), you will see a list of all tasks that Sagicc users have performed on the ticket. An task corresponds to filling out the task form of the campaign that the ticket belongs to and saving the form information.

Clicking on "View more" for each of the task entries will open a window displaying all the information captured by the user in the task form.

Attachments

In the “Attachments” tab (section 3), you will see a list of the files attached to the ticket. These files correspond to those sent by the customer through one of the available communication channels, those sent by the users directly from Sagicc, or those manually uploaded and associated with the ticket. From the list, you can Add a new attachment, Remove a specific attachment, or Download a specific file to your computer.

Notes

In the “Notes” tab (section 3), you will find a list of notes associated with the ticket. These notes are a space where users can store relevant information about the customer or the management process without the need to save a complete management entry. This information will be available privately in the ticket, and you can customize each note with your preferred color.

From the list, you can Add a new note, View, or Delete a specific note.

Notes are a tool designed to improve user productivity. Notes associated with a ticket will only be available for viewing within the ticket view. They will not be visible or included in dashboards, reports, or the external view of the ticket.

Additional Tabs

In the event that your company's Sagicc instance has integrations with other systems or platforms (CRM, ERP, custom software, databases, webservices, etc.), additional tabs can be included in the ticket management screen to show forms for information capture or additional data for query or modification by users.