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Creating a spreadsheet to save leads

Creating a spreadsheet to save leads

Owned by Barbara Lavia
Last updated: Nov 19, 2023

We implemented the possibility of saving the data we obtain through the chatbot bot (leads) in a spreadsheet, allowing quick accessibility to it.

In this tutorial, we will show how to create a spreadsheet for the following tools:

Create a Google Spreadsheet to store Leads

This spreadsheet is updated in real-time and each tab will contain the information of each user, for each branch that ends in a request for data.

Each client can choose 👇

✅ Create a spreadsheet per Lead
✅ A single spreadsheet with one tab per Lead

Another advantage of storing data in Google spreadsheets is that your users' data remains in your possession without going through our manager, making it more secure for your clients.

This link must be saved by the client to access the data.

Using the link, they will be able to access all the data and sort or copy and manage it according to the criteria they want.

Instructions to create the spreadsheet

Creating a spreadsheet on Google is very easy, just follow the steps detailed below:

  1. Create a new spreadsheet in drive and provide us with the link.

  2. Give permission with an “Editor” profile to lead-spreadsheet@chat-tonic.iam.gserviceaccount.com and someone from the Chat-Tonic team with whom they usually work (Onboarding Manager, V2C, or Developer of your chatbot)

  3. Inform the name of the sheet that you want to use for the leads within that sheet. For example Leads – Chatbot name

(See the video at the bottom of the document)

Important

⛔ It is prohibited to modify row 1 of the sheet where the bot saves its data. This row has the names of the columns of the lead that is being saved, any alteration of these names will cause the bot not to know how to save the lead, and it will fail.

⛔ It is prohibited to delete or create new rows on the spreadsheet without prior consultation with the Chat-Tonic team.

⛔ You can delete leads from the form if you are not interested, as long as you respect that the list does not have empty intermediate rows.

⛔ It is forbidden to add filters to the lead sheet.

Create a Sharepoint List (Microsoft)

Storing Leads in Sharepoint is very easy, just follow the steps detailed below:

  1. Grant Chat-Tonic access to a user with editing permissions

  2. Create a site within the client's Sharepoint. Give the corresponding name, for example, "Chatbot".

  3. Inside that site, create a blank List where the information will be saved. Repeat this step for each type of Lead you want to save.

  4. When we finish creating the list(s), we save it within the Site created in step 2.

  5. We add a column for each data to be tracked with its corresponding data type.

By default, there are several columns. These can be hidden so that they do not obscure the lead's view. It is recommended to display the “Created” column, which shows the date the information was saved.

 

Whether you use any of these platforms, or if you use another that is not on this list, do not hesitate to contact us, so we can advise you on the steps to follow!