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4. Exporting conversation data

 Exporting conversation data
===========================

Updated 1 month ago · 3 min read

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If you need chatbot data in a board report, a spreadsheet, or your own reporting tool, you can export it from the dashboard, if your role allows it. See [Your role and what you can do](/articles/roles-and-permissions).

What you can export
-------------------

The export covers **conversations**: every thread in the list you are looking at, together with all of its messages. It runs from **Conversation history**, and covers the chatbot you are working in.

Whatever filters you have applied to the list carry into the export, so you can narrow to a date range, or to conversations with alerts, and get only those.

How to export
-------------

1. Go to **Conversation history** in the dashboard.
2. Apply any filters you want. Narrowing to a date range or to conversations with alerts keeps the file to a manageable size.
3. Select **Additional options** (the three-dot menu at the top right of the list), then **Export all conversations**.
4. The export is prepared in the background. You can carry on working, or leave the dashboard entirely.
5. When it is ready, Civio Assist emails you a download link. Follow it to get the file.

![The conversation history list with the Export all conversations action highlighted in the toolbar menu](https://assist.knowledge.civ.io/storage/V6tHRjdb9kYTdKuXEb0CTD70bYiFj7b9E2qLuT4S.png)

The download link expires, and the email tells you exactly when. After that you need to run the export again, which takes no longer than the first time, so there is no reason to hold on to the link.

What is in the file
-------------------

The file is an Excel spreadsheet, with two kinds of row. Each conversation starts with a header row summarising its totals, followed by one row for each message in it. Conversations are ordered newest first.

Column

What it holds

Thread ID

The conversation's identifier. Use it to match a row back to a conversation in the dashboard.

Bot ID

The chatbot the conversation belongs to.

Messages

How many messages the conversation contains. Summary row only.

Thread created at

When the conversation started.

Likes

Thumbs up: a total on the summary row, and a mark against the message that received it.

Dislikes

Thumbs down, counted the same way.

Message role

Who sent the message, the user or the chatbot.

Message content

The text of the message.

Message date

When the message was sent.

Feedback comment

Any written feedback comment left on the message. See [Rating an answer](/articles/rating-an-answer-feedback).

Handling exported data
----------------------

Personal details in message text are already replaced with placeholders before anything is stored, so they are not present in the export either. See [How personal information is protected](/articles/how-personal-information-is-protected).

Exported transcripts are still records of real interactions with your organisation. Once a file is on someone's laptop it is outside Civio Assist and outside its access controls. Handle exports under your own records management and privacy policies, share them only with people who need them, and delete them when you are finished.

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