Lesson 6: Integrate your bot into business workflow and tools

Estimated reading time: 15 minutes

Welcome back!

In the previous lessons, you’ve got to know how to make your chatbot more natural. Now, let's move on to learn the way Monoco Shop owners use chatbot to automatically transfer customers' information to other existing tools, and show the webpage content without getting out of bot flow as well as add other people to the bot so they can help handle daily tasks.

The knowledge of this lesson can be applied to any chatbot use case, whether you’re a store owner, a booking page administrator, or an expert in other fields.

Today lesson involves the following sections:

Managing team with Collaborator

Imagine you as Monoco shop owner, you can then divide the workload with all of Monoco employees and page administrators by giving them access to the bot. They can help you build the bot experience, personally reply to customers’ inbox, handle daily tasks such as collecting and processing orders.

To invite someone to be part of your team, they need to be a member of your organization first.

1. Head to Team account settings in BotStar, click on the + Member button, fill in member's email then Save.

2. Go to the Monoco bot, click on Bot Builder > Settings > Collaborators and add them in.

If you haven't added this member to your team before, then a message will appear to ask you to add this member to your team. Please tick that box to continue the process.

3. Edit the right of members (if you're Monoco bot admin) by enable/disable function and features they can access inside the bot.

4. All is done! Immediately that fellow member of Monoco shop will receive an email with a direct shared link to access the bot

Send Email to Operator

Here you will learn how to automate sending information saved in bot out by using Send Email action. It can be customers' information, part of the conversation, inquiries, or any available information.

Specifically, in the Monoco bot, this action is set to transfer order details from Checkpoint to email. Whenever a customer places an order via chatbot, it will be automatically sent to the Monoco page administrator’s email and displayed in a simple text form. Besides, via Send email to Operator, emails will be sent to Bot owner and collaborators’ email addresses.

1. Drag and drop Send email to Operator action into the flow, right behind block Checkpoint

Note: If you jump straight to this section out of nowhere, you will start with designing a bot flow to ask some questions about the order and save all information to Checkpoint by using User attributes.

Forget how to set up User attributes and Checkpoint 🧐? Turn back to lesson 4

2. Fill in the email address in the To address section and please note that you can only fill in the bot owner and your team collaborators’ emails. After that, fill in the email title, email content to decide what information needed to prepare and process the order.

3. Test and preview. The Monoco shop administrator will receive an Email notification exactly as below:

Integrate with Mailchimp using Zapier

You're going to learn the way using Integration to transfer data to other existing tools. It’s hard to have all the possibilities covered in a short lesson so let’s explain it in an example of using Zapier.

This action is to move data including customer name and email saved in Monoco bot's Checkpoint record to Mailchimp. The expected result is whenever a new customer goes through the Checkpoint block inside module shopping and answers questions asking for their name and email, this selected information will be saved in Checkpoint and automatically transferred to your Mailchimp list.

We'll walk you through 3 stages:

  • Set up user attributes to collect customer's name and email
  • Switch to Zapier side for Trigger and Action settings
  • Check the result in the Mailchimp account

Now, let’s dive right in!

Note: Usually it starts with creating a bot a flow that fires off a Zapier. We suppose there is data existing inside Monoco bot's Checkpoint field. In case your bot has just created, let's publish the bot and get your very first audience to apply for a later setup.

1. Head to Bot Builder > Integrations and Turn the Zap on.

2. Switch to the Zapier page, choose BotStar and Mailchimp as the connected apps.

3. Choose action New checkpoint record for BotStar trigger and Add/Update Subscriber action for Mailchimp. After that, click Use Zap to start the setting process.

4. Select Fashion bot, click on Connect then Continue

5. Select Live environment, where the real customer data is collected

6. Click Test Trigger and choose a sample to finish Trigger settings.

7. Setup Template for Mailchimp. Select the data that you want to send to Mailchimp, Let's choose email as the data you want to pass through.

Note: Scrolling down, you'll see other categories but they're all optional, just skip these options for the time being. However, remember that even when you skip those steps, there are some fields here still displayed in the Mailchimp list.

8. Choose to send a test to Mailchimp or click on Skip instead, activate the zap to turn it ON.

9. Go to Mailchimp to confirm if we achieve the expected result. Here is what we have in the Mailchimp list:

Note: In case you don't see anything at your Mailchimp account right after click Activate Zap, no need to be puzzled. Sometimes it takes a few moments or potentially some minutes for data to go to Mailchimp.

Perfect! We've successfully transmitted subscribers from a bot into Mailchimp 😍. You could even enable an onboarding email so they automatically get emailed when they are added to the list. The potential is truly unlimited using Zapier and other integration at your disposal.

This example only explains how to transmit data to Mailchimp using Zapier specifically, but you can apply the same principle to any number of app. For more examples and integration tools, please take a look at BotStar documentations > Integration

Display webpage content inside chatbots

In this part, you will learn how to use Webview to display youtube with a click of a button without opening another website. However, if you want to display another website content beside youtube, which can be called as a small in-app web browser. Please read our Webview document for more details.

Please follow these steps to put youtube content inside your chatbot.

1. Dragging a block that has a button such as a Button list or a Horizontal list block.

2. Drag a Webview block and connect the button in Step 1 to it. Then, the button will have its behavior as Go to the next Webview block in the Property Panel.

3. Click Config Webview and insert the URL https://static.botstar.com/webview/youtube/index.html

4. Choose the Display size and set the Parameters

  • Display Size: Full
  • Webview Parameters: we set Param youtubeUrl value as a Youtube video URL, and set Param buttonName as “Go Back”.
  • Save Webview Data: there are only {webview.currentSeconds} as data that we can collect. Create a “Played Seconds” variable. Then, set the data {webview.currentSeconds} to variable "Played Seconds”.

5. Test the result.

Manage conversations using BotStar Live chat Inbox

This section is all about using livechat inbox to add a human touch and allow personal interaction in bot. The BotStar Live chat Inbox is a dedicated tab designed for you as an administrator, where you manage all the conversations with your customers manually without leaving BotStar.

Go to the Messages > Inbox of the Monoco Fashion bot, where all conversations with Monoco bot on Facebook and Website are saved. You'll see that it looks pretty much like any other messenger.

The Monoco shop page administrators can use the inbox to control conversations until they see the below notification.

That's when they need to switch from BotStar inbox to Facebook page inbox to continue the chat, and to be in accordance with Facebook Messenger Policies.

We recommend you read our doc here Facebook Message Policies to have a brief understanding of this policy for Messenger bot. You're encouraged to contact our support team for further support.

Alright! You've finished our lesson 6. The next lesson is very interesting, you will learn how to grow your bot and boost your sales.

If you have any concerns, please feel free to leave a comment below or contact us through support@botstar.com. For more details on how we have helped our customers grow their business, you can view our use cases, blogs or join our BotStar community to learn and share new things 😊

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