Intermediate
How to configure advanced ticket scope on Freshdesk
Quick Answer
Advanced ticket scope in Freshdesk allows you to control which agents can view and manage specific tickets based on custom conditions. You can configure this through Admin settings by setting up custom rules, group permissions, and field-based restrictions.
Prerequisites
- Admin access to Freshdesk account
- Understanding of ticket workflow processes
- Knowledge of group and agent management
- Familiarity with Freshdesk automations
1
Access Admin Settings
Log into your Freshdesk account and click on Admin in the left sidebar. Navigate to Workflows and select Ticket Access from the dropdown menu. This is where you'll configure advanced scoping rules.
Tip
Ensure you have Super Admin privileges to access all ticket scope configuration options.
2
Create Custom Scope Rules
Click on New Rule to create a custom ticket scope rule. Enter a descriptive Rule Name and set the Priority level. Under Conditions, specify when this rule should apply using criteria like ticket status, priority, group, or custom fields.
Tip
Start with simple conditions and test thoroughly before adding complex multi-condition rules.
3
Define Agent Restrictions
In the Actions section, select Restrict Access and choose which agents or groups should have limited visibility. You can set restrictions to Hide from Agent, Read Only Access, or Full Access based on your requirements.
4
Configure Group-Based Scoping
Go to Admin > Groups and select the group you want to configure. Under Group Settings, enable Restrict Group Access and define which ticket types, categories, or custom field values this group can access.
Tip
Use group-based scoping for department-specific ticket management to maintain data privacy.
5
Set Up Field-Level Permissions
Navigate to Admin > Fields and select the custom field you want to use for scoping. Click on Field Properties and enable Use for Access Control. Define which field values should trigger specific access restrictions.
Tip
Consider using dropdown or checkbox fields for easier scope management rather than free text fields.
6
Configure Role-Based Access
Under Admin > Roles, select or create a custom role. In the Ticket Permissions section, set specific scope limitations such as View Own Tickets Only, View Group Tickets, or custom conditions using the Advanced Scope option.
7
Test and Validate Rules
Create test tickets that match your scope conditions and log in as different agent roles to verify the rules work correctly. Use the Ticket Preview feature in Admin settings to simulate how different agents will see tickets based on your configuration.
Tip
Always test scope changes in a development environment or with a small group before rolling out to all agents.
8
Monitor and Adjust
Go to Admin > Reports > Audit Logs to monitor ticket access patterns and rule effectiveness. Review the Scope Performance metrics and adjust rules as needed based on agent feedback and operational requirements.
Tip
Regularly review and update scope rules to ensure they align with organizational changes and security requirements.
Troubleshooting
Agents cannot see tickets they should have access to
Check if multiple scope rules are conflicting with each other. Review rule priority order in Admin > Workflows > Ticket Access and ensure higher priority rules aren't overriding intended permissions.
Scope rules are not applying to existing tickets
Advanced scope rules typically apply to new tickets only. To apply rules to existing tickets, go to Admin > Workflows and run a Bulk Update or create a one-time automation rule to refresh ticket scope settings.
Custom field-based scoping is not working
Verify that the custom field has Use for Access Control enabled in Admin > Fields. Ensure the field values match exactly (case-sensitive) with the conditions defined in your scope rules.
Performance issues after implementing complex scope rules
Simplify scope conditions and avoid using too many nested conditions. Consider using group-based scoping instead of individual agent rules. Monitor system performance in Admin > Account Stats and optimize rules accordingly.
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