The Scenario
You are a support team lead. You are onboarding 12 new agents next Monday and they need 40 standard reply templates in Freshdesk before the first shift. The templates are in an Excel workbook — column A is title, column B is body text, column C is folder name.
Creating a canned response in Freshdesk means navigating to Admin, clicking New, typing the title, pasting the body, selecting the folder, and saving. One at a time.
The bad version of Friday afternoon:
- You create canned response 1, paste the title, paste the body, find the folder, save
- You get to number 18 and realize you have been saving to the wrong folder for the last several
- The new cohort starts Monday without half the templates.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads your template sheet and creates every canned response in Freshdesk in one pass.
Open the SheetXAI sidebar and type:
Create a Freshdesk canned response for each row in my workbook using column A for title, column B for body text, and column C for folder name. Write the returned canned response ID into column D for each row.
SheetXAI works through all 40 rows and writes every returned ID back to column D. You have a complete set of templates in the correct folders before the weekend.
What You Get
40 Freshdesk canned responses, each in the correct folder with exact title and body, and a returned ID in column D. If column D is blank for any row, that response did not create — you know exactly which to check.
What If the Data Is Not Quite Ready
When body text has placeholder brackets that need conversion to Freshdesk variables
In column B, replace all instances of
[customer name]with{{contact.name}}and[ticket ID]with{{ticket.id}}. Then create a Freshdesk canned response for each row using column A for title, the updated column B for body, and column C for folder. Write the canned response ID into column D.
When folder names do not match existing Freshdesk folders
Before creating canned responses, check each folder name in column C against existing Freshdesk canned response folders. If a name does not match, find the closest existing folder and write what folder will be used into column E. Then create each canned response and write the ID into column D.
When some templates are duplicates from a previous import
Check column A for duplicate titles. For duplicates, keep the first row and write "duplicate – skipped" into column D for the others. For unique titles, create the Freshdesk canned response using columns A, B, and C. Write the returned ID into column D.
When templates need a footer added and then creation in one shot
For rows where column C is "Billing Support", append this text to the end of column B: "Please note that billing changes may take up to 24 hours to reflect in your account." Then create Freshdesk canned responses for all rows using column A for title, the updated column B for body, and column C for folder. Write the canned response ID into column D.
The pattern: formatting and creation in one prompt. SheetXAI applies the transformation before calling the Freshdesk API, giving you per-row ID feedback on the fully formatted output.
Try It
Get the 7-day free trial of SheetXAI and point it at any template workbook. The Freshdesk integration is included in every SheetXAI plan. See also how to bulk-create knowledge base articles from a workbook or the Freshdesk in Excel overview.