Integrate Freshdesk with Freshchat
By integrating Freshdesk with Freshchat you get the combined power of a robust helpdesk system and a modern messenger to improve your customer support.
You can access Freshchat right inside Freshdesk. This will eliminate the need to toggle between two different tabs or windows. This also means, while your team members are responding to tickets, they can still get notified on the chats assigned to them and reply to customers right from the helpdesk without having to navigate to a different window.
You can also convert conversations in Freshchat into tickets in Freshdesk.
If you’re a Freshchat customer, you can integrate with Freshdesk no matter which plan you are on, starting from Sprout, it is available to users on all the plans. But note that chat to ticket conversion option is available only on the Blossom, Garden, Estate and Forest plans, it is not available on the Sprout plan.
If you’re a Freshdesk customer, you can integrate with Freshchat only if you’re on the Blossom, Garden, Estate or Forest plan in Freshdesk. You cannot get Freshchat if you’re on the Sprout plan in Freshdesk.
The Freshchat - Freshdesk integration has two parts to it,
- Setting up up Freshdesk integration in Freshchat
- Setting up Freshchat integration inside Freshdesk
How to setup Freshdesk integration in Freshchat
Login to your Freshchat account as Account Owner or Admin.
Go to Settings > Integrations > Freshdesk
Add your Freshdesk portal URL and Admin user token, and then click Authorize.
Admin user token is your Freshdesk API Key. You can find this in your Freshdesk account under Profile Settings.
Choose the ticket fields for chat to ticket conversion
Now, choose the ticket fields and the corresponding Freshchat attributes. These fields will be pre-populated when a team member converts a chat into a ticket. Don’t forget to save your selection.
You can make the ticket fields visible to team members by selecting the 'Show field' checkbox.
You can also make the ticket fields 'editable', 'non-editable', or 'editable and mandatory' for your team members.
|Note||Your Freshdesk field types should be compatible with Freshchat custom properties for converting a chat into a ticket |
Import FAQ articles from Freshdesk into Freshchat
If you have solution articles in Freshdesk, you might want to repurpose them as FAQs in Freshchat and help your customers self-service. You can do it by importing articles into Freshchat.
To do this, click Import and select the solution articles that you want to import.
If you select the ‘Do not overwrite…’ checkbox, and then make any changes to the solution article category title or description inside Freshdesk, it won’t get auto-updated in Freshchat. If you leave this box unchecked, any changes you make in Freshdesk will get updated in Freshchat. Note that this is applicable only for the category titles and descriptions and not the articles itself.
How are the FAQs structured in Freshdesk and Freshchat
In Freshdesk there are three levels to FAQs - Categories, Folders and Articles, whereas in Freshchat there are only two levels - Categories and Articles.
To make it compatible, the Freshdesk Folders become Freshchat FAQ Categories while the articles are maintained as articles under each Category in Freshchat.
You can import all Published articles in Freshdesk which are Visible to All users and Visible to Logged in Users into Freshchat. But articles that are visible only to Agents and Selected companies in Freshdesk will not be available for import inside Freshchat.
After importing solution articles, if you make any changes in Freshdesk, it won't reflect in Freshchat FAQs. Every time you make a change, you need to import those articles again in Freshchat for the update to reflect here.
Define rules for chat to ticket conversion
Next, you have to define the rules for converting chats into tickets on Freshdesk. You can make it mandatory for team members to convert every conversation into a ticket upon resolving it (closing it). If you want to enable this, just move the toggle to the right. If you don’t, this will be an optional step for your team members.
If the 'Make it mandatory...' toggle is disabled.
If the 'Make it mandatory...' toggle is enabled.
Configure CSAT Survey Preferences
You can restrict CSAT survey for users whose conversations have been converted into Freshdesk tickets.
How to setup Freshchat integration in Freshdesk
Login to your Freshdesk account. Go to Admin and click Freshchat under support channels.
Link your Freshchat account to your Freshdesk account by moving the toggle to the right and adding your Freshchat App ID and Widget Token here. You can find your App ID and Widget Token in your Freshchat account by going to Settings > Account Settings > Integration Settings.
Move the ‘Enable Freshchat in your support portal’ toggle to the right if you want to make the Freshchat messenger available for your team inside the helpdesk. Finally, save your settings.
Convert Freshchat conversations into Freshdesk tickets
Once you have answered a customer’s questions, you can close a conversation by resolving it. Resolved conversations move to the Resolved view from where you can access it anytime.
Alternatively, if you have Freshdesk integration, you can resolve a conversation and convert it into a Freshdesk ticket. This will be useful if you are not able to address all the concerns of your customer immediately. For example, a premium customer might ask for a feature request or report a bug fix which takes time.
Instead of leaving these conversations stay open in your queue, you can convert it into a ticket and then follow up and respond to customers. This will also declutter your chat queue and shorten your response time in Freshchat.
The ticket fields are auto-populated based on your configuration. But you can always edit the values if necessary. You can create a new ticket or append to an existing ticket.
Convert chats into Freshdesk tickets on Freshchat mobile app
Once you setup the Freshdesk - Freshchat integration on web, you can start converting chats into tickets on the Freshchat mobile app (iOS and Android) too.
If you’re new to Freshchat, our get started guide will help you with the basics of setting up Freshchat.
If you’re a team member (agent), you recommend you checkout our team member guide.
You can have the same team members in your Freshdesk and Freshchat accounts. But once you setup the Freshchat integration, you need to add your Freshdesk team members manually in Freshchat. You can add team members in Freshchat by going to Settings > Team Members.
If you have multiple websites/portals, you can still use a single Freshchat account for all your websites/portals. To do so, you have to declare a unique siteID for each of these websites while adding the Freshchat code to your website pages. When users ping you, each conversation/user from the different websites will be treated as a different conversation/user. While, pages/sites with the same siteID will have common users/conversations. For more information on how to declare siteID, visit Freshchat developer’s documentation.
Unable to convert chats to tickets
If you are unable to convert a Freshchat conversation into a Freshdesk ticket, it could be due to one of the following reasons:
- The Agent's role has been switched from Admin to some other role, their access has been changed from global to group level or they have been moved from being a full time agent to an occasional agent.
- If there are mandatory fields added for ticket creation.
- If the API limits have been reached.
- If the customer email ID is not valid (spelling error, email format error, etc)
Or, you can find the exact error by following these steps,
Right click on the ticket creation pop-up menu. Select Inspect element.
Go to Network tab. Click on Create Ticket and Resolve.
You will be able to see a failed network call highlighted in red. Check the response for this call, it will be your exact error.
You can now debug the issue. If you are not able to, you can share this error message with us along with a screenshot of the entire page with timestamp and conversation URL if you want us to debug it for you.