eDesk gives you unique insights into the customer care you provide across your entire customer base. Our Report Extracts feature enables you to generate reports that contain exactly the data you're interested in, so that you can measure and fine-tune your customer support. The result? Great customer service and happy, happy customers.
 
This help file explains how to extract reports in eDesk.

Before you start

  • Report extracts are available to customers on Agent based Professional and Enterprise plans and Performance+ 1,000 and above. Learn more about our plans here.

01 What are Report Extracts?

The Report Extracts feature allows you to generate reports based on your Agents, Channels, Tickets, Tags, Chats, Chatbot Q&A, and Languages, by extracting only the data you're interested in and putting it in a downloadable .csv file.

02 What do Report Extracts contain?

The following Report Extracts are available:
 
  • Ticket report
  • Channel report
  • Tag report
  • Language report
  • Agent report
  • Chat report
  • Chatbot Q&A report
Read on for a description of each report.
 

The Ticket report provides a ticket-level overview that includes a summary of ticket contents and details of the actions taken for each ticket, including metrics like Average Response Time. It contains the following columns:

  • Ticket
    Ticket number
  • Created date
    Date/time the ticket was created in eDesk.
  • Ticket status
    The ticket status that was current when the report was generated.
  • Channel
    The channel the ticket belongs to.
  • Subject
    The subject of the ticket.
  • AI Classification
    Learn all about AI Classification here.
  • Tags
    A comma-separated list of the tags added to the ticket.
  • Ticket Owner
    The name of the Agent in your team that owns the ticket.
  • Number of incoming messages
    Number of messages from the customer in the ticket thread.
  • Number of outgoing messages
    Number of messages from the Agents in the ticket thread.
  • Language
    The language of the customer's first message in this ticket.
  • First response time
    The time taken for an Agent to send a response to the customer's first message in this ticket.
  • Average response time
    The average time taken for an Agent to send responses to the customer's messages in this ticket.
  • Handling time
    The time period between ticket creation and closure.
  • Number of times reopened
    How often the ticket was reopened.
  • Last reopened by
    The name of the Agent or the customer.
  • Last reopened on
    Date/time the ticket was last reopened.
  • Last closed by
    The name of the Agent that last closed the ticket.
  • Last closed on
    Date/time the ticket was last closed.
  • CSAT was sent
    Yes if CSAT was sent, No if it wasn't.
  • CSAT survey response
    The text from the customer's CSAT feedback.
  • CSAT rating
    The rating number awarded by the customer.
  • Order details
    Such as Product name, SKU, ID.


The Channel report provides an overview of the activity per channel including SLA compliance. It contains the following columns:

  • Channel name
    The name of the channel. For example, a Marketplace name such as Amazon, or an email address, or the name of a store.
  • Channel type
    This can be the name of the channel or a type such as "Website".
  • Channel SLA
    The SLA for this channel.
  • Tickets created
    Number of tickets created for that channel in the specified time period.
  • Resolved tickets
    Number of tickets created for that channel in the specified time period.
  • % tickets within SLA
    % tickets for the channel and in the specified time period that were handled in time to comply with the SLA.
  • % tickets outside SLA
    % tickets for the channel and in the specified time period that failed to comply with the SLA in the specified time period.
  • Number of incoming messages
    Number of customer messages received from the channel in the specified time period.
  • Number of outgoing messages
    Number of Agent messages sent to the channel in the specified time period.
  • Average resolution time
    Average time between ticket creation and closure for all tickets for the channel in the specified time period.
  • Average response time
    Average time taken for an Agent to send a response in all tickets for the channel in the specified time period.

The Tag report provides an overview of the activity per Tag. It contains the following columns:
 
  • Tag name
    Name of the Tag.
  • Tag group
    The group for the Tag.
  • Tickets created
    Number of tickets created in the selected time period that have this Tag.
  • Resolved tickets
    Number of tickets with this Tag that were resolved in the selected time period.
  • % tickets within SLA
    % tickets with this Tag and in the specified time period that were handled in time to comply with the SLA.
  • % tickets outside SLA
    % tickets with this Tag and in the specified time period that failed to comply with the SLA in the specified time period.
  • Number of incoming messages
    Number of customer messages received in tickets with this Tag in the specified time period.
  • Number of outgoing messages
    Number of Agent messages sent in tickets with this Tag in the specified time period.
  • Average resolution time
    Average time between ticket creation and closure for all tickets with this Tag in the specified time period.
  • Average response time
    Average time taken for an Agent to send a response in all tickets with this Tag in the specified time period.

The Language report enables you to inspect data per Language to help you assess how well your multi-language support is performing. It contains the following columns:
 
  • Language name
    The name of the language.
  • Tickets created
    Number of tickets created in the selected time period in this language.
  • Resolved tickets
    Number of tickets in this language that were resolved in the selected time period.
  • % tickets within SLA
    % tickets in this language and in the specified time period that were handled in time to comply with the SLA.
  • % tickets outside SLA
    % tickets in this language and in the specified time period that failed to comply with the SLA in the specified time period.
  • Number of incoming messages
    Number of customer messages received in this language in the specified time period.
  • Number of outgoing messages
    Number of Agent messages sent in this language in the specified time period.
  • Average resolution time
    Average time between ticket creation and closure for all tickets in this language in the specified time period.
  • Average response time
    Average time taken for an Agent to send a response in all tickets in this language in the specified time period.

The Agent report provides an overview of the activity and performance of individual Agents. It contains the following columns:
 
  • Agent name
    The name of the Agent.
  • Number of tickets owned
    The number of tickets they owned in the selected time period.
  • Manual tickets created
    The number of tickets they manually created in the selected time period.
  • Average Handling Time (Manual tickets created)
    The average time taken from selecting the Create ticket button and sending a message.
  • Participated
    The number of tickets they participated in, in the selected time period.
  • Number of outgoing messages
    The number of messages they sent in the selected time period.
  • Number of replies
    The number of messages sent in response to a customer in the selected time period.
  • Average handling time (replies)
    The average time taken from opening the ticket to sending the reply.
  • Number of internal notes
    The number of internal notes they wrote in the selected time period.
  • Average handling time (notes)
    The average time taken from opening the ticket to selecting the Add Note button in the selected time period.
  • Tickets marked as Resolved
    The number of tickets they resolved in the selected time period.
  • One & Done
    The number of tickets they resolved with one response and not reopened in the selected time period.
  • Average Handling Time (hh:mm:ss)
    The average time in between ticket creation and closure by that Agent in the selected time period.
  • SLA compliance
    The average time for SLA compliant responses.
  • Number of CSAT surveys sent
    Number of CSAT surveys sent for this Agent.
  • Number of CSAT responses received
    Number of responses to CSAT surveys for this Agent.
  • Average CSAT score
    The average CSAT score awarded by customers for this Agent's care.
The Chat report provides an overview of the support that customers have received via Online Chat. It contains the following columns:
 
  • Ticket
    Ticket number
  • Channel
    The channel the message was sent from.
  • Agent
    The name of the Agent.
  • Rating
    The CSAT score awarded by customers for this chat
  • Customer name
    The name of the customer.
  • Comment
    The comment from the customer for CSAT.
  • Chat created
    Date/time the chat started.
  • Chat closed
    Date/time the chat was closed.
  • Chat resolution
    OPEN (the customer's issue/question is still not resolved) or CLOSED (it was resolved in the chat).
  • Chat joined
    The time/date the Agent joined the chat.
  • Time to join
    The time period that the customer waited for an Agent to join.
  • Duration of the chat
    The time period between chat creation and closure.
  • Ticket link
    A link to the ticket for this chat.
The Chatbot Q&A report lists the questions asked by customers and the answers given by the chatbot. It's designed to enable you to identify knowledge gaps that can then be filled by adding the relevant content to the chatbot content hub. It contains the following columns:
 
  • Session ID
    An identifier for a customer's session, i.e. if a customer engages the chatbot and asks multiple questions before leaving the chat, then all the questions they asked during that time will have the same Session ID. Session ID enables you to see when a customer asks multiple questions. 
    Note: Customer name/email is not always gathered during chatbot conversations.
  •  Widget name
    The widget that the customer used to conduct the conversation.
  • Chatbot link  
    A link to the chatbot connected to the widget.
  • Question
    The customer's question.
  • Answer
    The chatbot's answer.
  • Time
    The date/time the customer asked the question.

03 How do I generate a Report Extract?

1. Go to Insights > Reports > Report extracts
Showing Report Extracts in the menu.
A Reports page opens showing the Current Reports tab. All the reports you've generated in the last month are listed here.
The Current Reports tab in the Report Extracts page.
2. To generate a new report, select Request new report.
A new Request a new report window opens.
The Request New Report modal window.
Note: For Chatbot Q&A reports, the date range is defined as Conversations created between [start date] and [end date], which will produce a report that lists all chatbot conversations for which a ticket was created between the [start date] and [end date].

3. Complete the following:
  • Report Name
    ​​​​Type a name for the report. This is mandatory. This will be the name of the report in the list in the Reports page, and also will be in the filename of the .csv file.
  • Report type
    Select the type of report you want to generate - Ticket, Channel, Tag, Language, Agent, Chat, or Chatbot Q&A.
  • Date
    Select the date range for your report.     
4. Next, select the filters if you want to include only particular types of data.

Note: Alternatively, select a previously saved filter from the list. These are filters that have been saved previously so that they can be used again to generate future reports (see section below for instructions).
The list of saved filters.
Note: All of the filters you select will be applied to the data. For example, if you generate a Ticket report and specify a ticket type and a channel, only the specified ticket type from the specified channel will be included in the report. If you select Agent report and specify a channel, the report will include all Agents with information about the specified channel only. 

5. Select Request report. A confirmation message is displayed and, once the Current Reports tab is refreshed, the new report will be displayed in the list.

6. Once the report is ready, a Download link will be displayed for that report in the Current Reports tab.
Select the Download link to download the file in CSV format. 

Note: This link is valid for one month and may be accessed by anyone in your company that has permission to view reports. If a report is more than a month old and you want to download the report, you'll need to regenerate the report by following the steps in the next section.   

04 Regenerating or deleting old report extracts

  • Report extracts that were created within the last month are listed in the Current Reports tab.
  • Report extracts that were created more than a month ago are listed in the Expired Reports tab.


In the Expired Reports tab, you can:

  • Regenerate an expired report
    To view an expired report extract, you must regenerate it. Select the Regenerate button in the row for that report (labelled 2 in the screenshot below).
    Once regenerated, the report will be moved to the Current Reports tab, where you can download it by selecting the Download link.
     
  • Delete all expired reports
    To clear the Expired Reports tab and delete all expired report extracts in the list, select the Delete expired reports button (1).
     
  • Delete an individual report
    To delete a single report, select the Delete button in the row for that report (3).

Expired Reports tab showing the Delete Expired Reports, Regenerate, and Delete Individual Report buttons. 

05 Saving filters for future use

Sometimes you'll create filters that you know you'll want to use again in the future. You can save the filters in a report for future use, and make the filter private (only available for you to use) or public (available to all users in your business that can access the Report Extracts).

To save filters for future use:

1. In the Current Reports tab, select Request new report.
The Request a new report window opens.
2. Select the filters you want to set.
3. Select Save.
A Save filter popup opens:
Save Filter popup window.
4. Enter a name for the new filter into the Title field.
5. Select the Public checkbox to make the saved filter available to others in your business, or leave it unticked to make it for your own use only.
6. Select Save Filter to save the new filter, so that it will be displayed in the list of saved filters on the left-hand side of the Request New Report window.

06 Important

  • You can generate reports from data that goes back as far as July 2023. 
  • The data in a report is a snapshot taken when the report was generated.

Further readings: 


For further information on eDesk reporting, click here.

To learn about eDesk CSAT, click here.