> For the complete documentation index, see [llms.txt](https://docs.taqnyat.sa/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.taqnyat.sa/docs/readme/reports-and-dashboard/export-data-from-chatbot.md).

# Export Data from Chatbot

This page explains how chatbot users can export customer data collected through chatbot conversations.

The **Export Data** page is available for chatbot users and helps teams review, analyze, and use the data saved from chatbot flows.

### What is Export Data?

Export Data allows users to download customer information and chatbot-collected data as an Excel file.

This data is collected when the chatbot flow is configured to save customer inputs or selected options into variables.

These saved variables can later appear as columns in the exported file.

### When is Export Data Useful?

Export Data is useful when the company wants to collect and analyze information from chatbot conversations.

For example, exported data can help teams:

* Track the most requested services
* Review customer selections from chatbot menus
* Save customer inputs for follow-up
* Analyze customer needs and behavior
* Prepare retargeting campaigns
* Review uploaded media or submitted links
* Support internal reporting and customer insights

### Fixed Columns in the Exported File

The exported file includes fixed columns that appear by default.

These may include:

| Column          | Description                                                  |
| --------------- | ------------------------------------------------------------ |
| Date            | The date of the chatbot interaction or saved record.         |
| Name            | The customer’s name, if available.                           |
| Mobile          | The customer’s mobile number.                                |
| Agent           | The agent, bot, or service responsible for the conversation. |
| Chat Status     | The current or final status of the chat.                     |
| Chat Assignment | Shows how the chat was assigned or routed.                   |

The exact naming of some columns may vary depending on the account setup and exported file format.

### Custom Columns from Chatbot Variables

In addition to the fixed columns, the exported file can include custom columns based on the variables saved in the chatbot flow.

When creating a chatbot flow, the team can decide which customer inputs or selections should be saved as variables.

Each saved variable can appear as a separate column in the exported file.

For example, custom columns may include:

* Selected service
* Request type
* City
* Branch
* Customer category
* Appointment date
* Complaint type
* Order number
* Uploaded image link
* Uploaded document link
* Shared location link
* Any custom answer entered by the customer

This allows the company to collect structured data from chatbot conversations and use it later for analysis or follow-up.

### Saving User Inputs

User inputs can be saved when the chatbot asks the customer to enter information or select an option.

For example, if the chatbot asks:

```
Which service are you interested in?
```

The customer’s selected service can be saved in a variable and shown later as a column in the exported file.

This is useful for understanding which services are requested most often.

### Saving Media or Location Inputs

If the chatbot allows customers to upload media or share a location, the uploaded file or location can be saved as a link.

For example, the export may include a link to:

* Uploaded image
* Uploaded document
* Shared location
* Other supported media

Media links are useful when the company needs to review customer-submitted files later from the exported data.

Uploading media and saving it as an accessible link is considered an additional charged service.

The cost may differ depending on how long the media link needs to remain available. For example, a longer link availability period may have a different cost than a shorter availability period.

If media links are required in the exported file, this should be mentioned when preparing the chatbot requirements and coordinated with the support team or account manager.

### How to Decide Which Data to Export

The exported columns depend on the variables configured in the chatbot flow.

When preparing chatbot requirements, the team should decide which user inputs need to be saved.

For example, before creating the chatbot flow, decide:

* Which customer answers are important?
* Which selected options should be saved?
* Which inputs should appear in the exported file?
* Which fields are needed for reporting or retargeting?
* Which media or location inputs should be stored as links?

These requirements should be shared with the support team during the chatbot flow setup.

### How to Update Exported Fields

If the company wants to add, edit, or remove exported fields later, the chatbot flow configuration may need to be updated.

To request changes, contact the support team and explain:

* Which new fields should be saved
* Which existing fields should be changed
* Which fields should appear in the exported file
* The exact user input or chatbot step related to each field

The support team can then review the chatbot flow and update the saved variables based on the request.

### Customize Columns Before Export

Before exporting the data, users can choose which columns should appear in the exported file.

This helps users customize the report and export only the information they need.

The Export Data page includes column control options, such as:

* **Hide selected columns**
* **Show all columns**
* **Search**
* **Refresh**
* **Export**

#### Hide selected columns

To hide columns before exporting:

1. Select the columns you do not want to include in the exported file.
2. Click the **crossed eye** button.
3. The selected columns will be hidden from the displayed data.
4. Click **Export** to download the report with the visible columns only.

#### Show all columns

To show hidden columns again:

1. Click the **eye** button.
2. All columns will be displayed again.
3. Review the data before exporting.

This option is useful when the exported file includes many custom chatbot variables and the user only needs specific columns for reporting, analysis, or follow-up.

### How to Export Data

To export chatbot-collected data:

1. Go to the **Export Data** page from the LiveChat sidebar.
2. Select the required filters or date range, if available.
3. Review the available results.
4. Hide any columns that are not needed, if you want to customize the exported report.
5. Click **Export**.
6. The data will be downloaded as an Excel file.

The exported file will include the fixed columns and any visible custom columns configured from saved chatbot variables.

### Using the Exported Data

The exported data can be used for:

* Customer follow-up
* Service demand analysis
* Retargeting campaigns
* Reporting and dashboards
* Reviewing chatbot performance
* Understanding customer needs
* Tracking submitted information
* Supporting sales, support, or operations teams

### Important Notes

The **Export Data** page is available for chatbot users.

The fixed columns usually include date, customer name, mobile number, agent, chat status, and chat assignment.

Additional columns depend on the variables saved in the chatbot flow.

If a user input was not configured to be saved as a variable, it may not appear as a column in the exported file.

Saving uploaded media as accessible links is an additional charged service, and pricing may differ based on how long the link remains available.

Media or location links may expire after a limited period, so they should be reviewed or downloaded when needed.

Access to Export Data may depend on the user’s permissions and chatbot setup.

### Best Practices

When planning chatbot export data:

* Decide early which customer inputs should be saved.
* Use clear variable names so exported columns are easy to understand.
* Save only useful data that will be reviewed or used later.
* Include service selections if the team wants to measure demand.
* Include customer inputs needed for follow-up or retargeting.
* Mention media link requirements early because they may require additional setup and cost.
* Review exported data regularly to identify trends and improvement opportunities.
* Coordinate with the support team before changing saved variables.

### When to Contact Support

Contact the support team if:

* The **Export Data** page is not available.
* A required column is missing from the exported file.
* A new chatbot variable needs to be saved.
* An existing exported field needs to be edited.
* Media or location links are not appearing as expected.
* The exported file does not include the expected data.
* The chatbot flow needs to be updated to support new reporting needs.