Feature Overview
The Download Reports feature is a utility within the Analytics module that allows administrators to export data collected from users through forms in the chatbot. When a user fills out a Form Prompt or any other data-capturing widget within a conversation flow, their submissions are stored. This feature provides a centralized place to download this collected data in a structured format, typically as a CSV or Excel file.
This functionality is essential for any process that involves collecting user information for offline processing, such as lead generation, support ticket creation, event registration, or feedback collection. It bridges the gap between the conversational front-end and back-office workflows by enabling teams to easily access and utilize the data their chatbot gathers.
Key capabilities include:
Form-Based Export: Select the specific form for which you want to download submission data.
Structured Data Output: The exported file organizes the data with columns corresponding to the fields in your form.
Centralized Access: Provides a single location to retrieve all user-submitted form data without needing to comb through individual chat histories.
How to Use the Feature
Downloading a Report
Upon entering the Download Reports section, you will likely see a dropdown menu or a list of all the forms you have created in your bot's flows.
Select the form for which you want to retrieve the data (e.g., "Contact_Us_Form").
You may have options to filter the data by a specific date range.
Click the Download or Export button.
The system will generate and download an Excel or CSV file containing all the user submissions for the selected form and time period. The columns in the file will correspond to the fields you created in that form.
Common Examples and Use Cases
Lead Generation: A "Request a Demo" form in your bot collects a user's name, email, and company. At the end of each day, the sales team navigates to Download Reports, selects the "Demo_Request_Form," and exports the list of new leads to follow up on.
Customer Feedback Collection: A bot flow includes a survey form asking users to rate a service and provide comments. The product team downloads this report weekly to analyze user feedback and identify areas for improvement.
Event Registration: A chatbot flow allows users to register for a webinar by submitting their details through a form. The event organizer can download the complete list of attendees right before the event to manage logistics.
Support Ticket Triage: Users who can't find an answer can fill out a "Create a Support Ticket" form. The support team downloads the report of new tickets every hour to manually create and assign them in their external helpdesk system.