Saving Data into CRM

Learn how to collect data from the chatbots and saves into the inbuilt CRM

When a flow is in progress and you wish to collect multiple inputs from users, it is necessary to save the data somewhere for future reference. Referring to a conversation from the Teambox may not be practical, especially when dealing with a large number of users engaged in the flow.

For example, let's consider a flow called "Qualify Leads" that collects information such as Company Name, Email, Products of Interest, and Requirements. By using the "Save Data" step, you can save all these answers from the customer into the respective fields in the built-in CRM.

Whenever you create a new flow, our system automatically generates a new CRM module in your account. As a new user enters the flow, our system creates a new row for that conversation and starts saving the data according to the configuration you have set up.

You have the option to save data during any step in the conversation. Here are a few situations where you can save data:

By saving data into the inbuilt CRM you can ensure that valuable information is stored in your CRM, enabling you to analyze, track, and reference it later as needed.

Saving Data from an Interactive Button

If you send a message to the user that contains a button, such as "Are you interested in getting an offer from us? Yes/No," you can save the user's selection into the CRM.

If you wish to capture the user's response and save this data into your CRM, or reuse the input in subsequent steps, you can use this feature.

A popup will appear on the screen as shown below

  1. Save to an Existing Attribute: An attribute refers to fields in a CRM module. You can save values to an existing attribute used in the flow.

  2. Add New Attribute: This method allows you to create a new data field in the respective flow module or in the contact module and save the data into it.

  3. Save to Run Time Variable: You can save the response as a runtime variable, which is available only when the user is in that specific conversation. The runtime variable value will be discarded after the conversation ends.

  4. Don't Save User Input if the Attribute Value Already Exists: Enabling this feature ensures that you won't overwrite any values that already exist in that particular field of the CRM.

By following these steps, you can save user selections from interactive buttons and store them in the CRM for future reference and analysis.

Saving Data from Answer Steps

To save user input directly from answer steps, follow these steps:

  1. Click on the "Waiting for User Reply" button within the answer step.

  2. In the popup that appears, navigate to "Save User Response to Attribute."

  3. Follow the same process as mentioned earlier to save the user input to the CRM fields or assign it to a run time variable.

By using this method, you can capture and save the user's response from answer steps directly to the CRM fields or assign it to a run time variable for further processing or integration with other systems.

Saving Data without any User Inputs

In situations where you want to save data without any user inputs, you can utilize the "Save Data" step. This step allows you to add or update data in the CRM fields associated with the ongoing flow. It is particularly useful for setting statuses for team members to follow up or adding notes to team members regarding the conversation, among other scenarios.

To save data without user inputs using the "Save Data" step, follow these steps:

  1. Add the "Save Data" step to the canvas of your flow.

  2. Proceed to map the attributes, following the same process as demonstrated above. This involves specifying the CRM fields where you want to add or update the data.

By incorporating the "Save Data" step in your flow, you can store information in CRM fields without requiring any direct user inputs. This functionality allows you to manage and track data related to the flow and enables you to provide relevant updates and notes to your team members for effective collaboration and follow-up.

Saving Data into Another CRM Module

If you want to add data to another CRM module or update a field in another record, you can utilize the "Data Lookup" step. This step allows you to search, update, add, and delete records in any of the built-in CRM modules.

To use the "Data Lookup" step for this purpose, follow these steps:

  1. Add the "Data Lookup" step to your flow.

  2. Configure the step to search for the desired record or module where you want to add or update data.

  3. Specify the criteria or conditions for the search. This could include searching based on specific field values or other parameters.

  4. Once the record is found, you can then proceed to update fields within that record or add new records to the desired CRM module.

By using the "Data Lookup" step, you can perform advanced operations to manage and manipulate data within your CRM. This functionality enables you to retrieve existing records, update specific fields, add new records, or even delete records from the CRM modules as per your requirements.

Saving Data into Run Time Variable

A run-time variable is a convenient way to save data collected by the chatbot within a flow. It allows you to store information temporarily, specifically for use within the flow. However, it's important to note that run-time variable data is destroyed once the user exits from the conversation.

Runtime variables can be stored from "Ask A Question, Quick Reply, List Menu, or wherever the system allows to save the data.

Runtime variables that are created are available in the Attribute as shown above;

By utilizing run-time variables, you can store and manipulate data during the course of the flow without persisting it in the system. This is particularly useful when you need to reference values, perform calculations, or pass data dynamically to external systems via APIs.

It's important to keep in mind that run-time variables are not saved in the CRM or any other external storage. They serve as temporary placeholders for data within the flow and are not accessible outside of it. Once the user completes the conversation or exits, the run-time variables and their associated data are cleared.

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