In ChatbotX, Actions work like silent assistants behind the scenes. When a customer passes through an Action block in a Flow, the system immediately performs the task you configured, such as applying a Tag, saving data, or assigning the conversation to a team member, while showing no message at all to the customer.Documentation Index
Fetch the complete documentation index at: https://chatbotx.io/docs/llms.txt
Use this file to discover all available pages before exploring further.
How to create an Action
To add an Action block to your Flow, click the+ icon below the canvas and select Perform Action. A blank block will appear. Click that block and choose Create.
1. Inbox Actions
These Actions help your Bot coordinate smoothly with your support or sales team:- Transfer to Human / Bot: One of the most important Actions. When a customer has a complicated issue or asks to speak with a real person, this Action pauses the Bot and alerts a team member to join the chat. It also works in reverse, so after the agent finishes, they can hand the conversation back to the Bot.
- Assign / Auto Assign: Automatically route a conversation to a specific team member or distribute chats evenly across a team. For example, wholesale leads can go to one person while retail leads go to another.
- Archive: Helps keep Inbox clean. When an order is complete or a consultation is finished, this Action moves the conversation into Archive so your live team can focus on active customers.
2. Contact Actions
These Actions help you mark and classify contacts automatically, which is especially useful for future campaigns:- Add / Remove Tag: Apply a label to a customer for easier segmentation. For example, if someone clicks into the men’s collection, you can apply the Tag
Viewed_Menswear. Later, you can send a promotion only to contacts who have that Tag. - Set / Clear Custom Field: Save customer-specific information, such as a phone number, birthday, or loyalty score. You can use this to update data automatically or add and subtract reward points.
- Add Contact Notes: Add an internal note to the customer’s profile. This works like a team notebook, so agents on later shifts can quickly understand the customer’s situation. The customer never sees these notes.
- Block / Delete Contact: If someone is abusive or spamming your channel, you can configure the Bot to block them from messaging again or remove their profile from the system immediately.
3. Broadcast & Email Actions
These blocks manage whether a contact can receive bulk care or promotional messages:- Subscribe / Unsubscribe Broadcast: Mark whether a customer agrees to receive bulk messages or opts out. This is useful when you first ask for permission to send weekly promotions, and it is just as important to provide an easy opt-out path so you do not annoy customers or trigger spam complaints.
- Opt In / Opt Out Email: Similar to the Broadcast setting above, but used specifically for email consent.
4. Flow Actions
These are great helpers when you want your Flow map to stay clean and easy to read:- Start Another Node: Instead of dragging a long line across the canvas, this Action works like a shortcut door. Choose the target Node, and the customer jumps straight there when they reach this step.
- Start External Flow: Trigger a different Flow. This is useful when you already built a reusable Flow, such as one that collects a shipping address. No matter which sales Flow you are in, you can simply call that ready-made Flow.
- Start External Node: Jump directly to a specific Node inside another Flow. This lets you skip extra greeting or verification steps when the system already has the required customer data.
5. Tools
These Actions help when you need to transform or retrieve data intelligently:- Get Data From JSON: Connect to an external API, pull data into ChatbotX, and save it directly into the customer’s profile or Custom Fields.
- Format Date: Convert date and time values from machine format into something easier for customers to read, or format them in the opposite direction for system use.
- Generate Code: Create a unique random string or number. This is ideal for one-time voucher codes, event check-in IDs, or similar scenarios where duplication is not acceptable.
- Count Characters: Let the system count the length of a customer’s response, which is useful when you want to check whether the reply contains enough information.
6. Integrations
This is where ChatbotX becomes much more powerful by working with other tools in your stack:- Google Sheets: Any information collected in previous steps, such as name, phone number, or ordered product, can be pushed into a spreadsheet in real time. This helps your team manage leads and orders without manual entry.
- Centralized LLM APIs: Connect ChatbotX to advanced AI models such as ChatGPT, Gemini, or Claude. Your Flow can send the customer’s question to AI, receive a generated answer, and return that answer naturally inside the conversation as if a real agent replied.
