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New Idea

Stop agent alerts on old tickets that are closed

Related products:Freshservice
  • January 16, 2025
  • 4 replies
  • 75 views

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We all have users that insist on keeping an old email to reply to in order to open a new ticket.  We can create rules to stop a ticket from opening, but for whatever reason, there is still an alert sent to the agent that closed the ticket that there is a new reply.  I would love to be able to turn that notification off on tickets over a certain age.  It is a waste of the agents’ time to get that notification, especially since it takes them to an old, closed ticket.

4 replies

kpatterson
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  • Top Contributor ⭐
  • February 5, 2025

Perhaps a designated auto-response that can be used after a set time period?  Ex:  If ticket is closed more than X days, send response to customer “Thank you for reaching out. It appears you replied on a ticket that has been closed.  Please use this link to submit a new ticket through our portal or start one with a new email to xyz@freshservice.com”

Would add balance between customer focus and allowing customers to abuse the system.


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  • Author
  • Apprentice
  • February 5, 2025

Perhaps a designated auto-response that can be used after a set time period?  Ex:  If ticket is closed more than X days, send response to customer “Thank you for reaching out. It appears you replied on a ticket that has been closed.  Please use this link to submit a new ticket through our portal or start one with a new email to xyz@freshservice.com”

Would add balance between customer focus and allowing customers to abuse the system.

We already have this in place, what I am trying to avoid is the wasted time the agents spend after getting alerted that the ticket has been reopened because of a comment.


kpatterson
Top Contributor ⭐
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  • Top Contributor ⭐
  • February 5, 2025

Perhaps a designated auto-response that can be used after a set time period?  Ex:  If ticket is closed more than X days, send response to customer “Thank you for reaching out. It appears you replied on a ticket that has been closed.  Please use this link to submit a new ticket through our portal or start one with a new email to xyz@freshservice.com”

Would add balance between customer focus and allowing customers to abuse the system.

We already have this in place, what I am trying to avoid is the wasted time the agents spend after getting alerted that the ticket has been reopened because of a comment.

Sorry for confusion - my intent would not be to enable staff to re-open tickets via a comment (we disabled that ourselves) but something that gives flexibility. Each org can decided if comments are allowed at all after closure and, if so, for how long.  If a customer tries to reply after that, either it should start a new ticket automatically or some sort of response like I proposed so the customer knows their comment wasn’t received.  

My team does like to allow some limited time after closing for the customer to let us know if we didn’t quite get things right figuring that agent they worked with on that specific issue is most familiar with it.  Definitely not intended for them to have a backdoor back to pull that agent into new work over and over.  Where appropriate, agent re-opens.  Where not, we can use a canned response urging them to submit as a new ticket.


paulroberts89
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  • July 2, 2025

I’d change this slightly to include the general ability to stop allowing responses to tickets that are in the Closed state. That way users avoid the confusion and Agents avoid the noise.