Managing chat transcripts

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Managing chat transcripts

General

 

When a chat session is completed, the conversation transcript can be emailed to one or several emails for auditing and training purposes.

 

Emailing chat transcripts is the only reporting option available in our system at the moment.

 

Transcript structure

 

Each chat transcript contains the following parts:

 

Header contains general information about the chat

Chat contains the chat conversation text

Visitor Details section contains all information entered on the pre-chat window, information received from the monitoring system and details provided by the Passing Information code  if it is used.

Post Chat Survey section contains the results of the post-chat survey if the survey is enabled in the account settings and the visitor filled it

 

Transcript header structure is the following:

 

Visitor:

visitor_name

Assigned Operator:

operator_name

Accepted Operator:

operator_name

Company:

company_name

Started:

DD Mon YYYY hh:mm:ss

Finished:

DD Mon YYYY hh:mm:ss

         

visitor_name is the name entered by the visitor on the pre-chat window. If no name was entered Guest is used.

operator_name is the operator Nick Name specified on the Operators and Departments page. It contains a link to the operator email if available.

company_name is a Business Name specified on the Account Profile page. If no Business Name is specified, then account name is used instead. If you don't want visitors to see your account name in transcripts, you need to add some name within the Business Name field.

 

Technical details

 

All chat transcripts are sent automatically from the non-monitored email address [email protected]

 

We don't store chat transcripts on our servers, they are sent after the conversation is finished and removed from our servers immediately. If there's any delivery problem our system retries to send transcript every 4 hours during 2 days.

 

How to enable / disable transcripts sending

 

You can setup chat transcripts sending in your account Control Panel. This can be done on three levels:

 

Company level

Department level

Operator level

 

Company level

 

Transcript sending on the company level can be enabled / disabled on the Account Settings / Chat Transcripts page.

 

Please check the Send chat transcripts by E-Mail box if you would like copies of all chat transcripts emailed to your main email address entered on the Account Profile page, or to the alternative email addresses entered into the E-Mail field.

 

Chat Transcripts page

Chat Transcripts page

 

 

Note! You can enter several comma separated emails into the E-mail field if you would like several people to receive all chat transcripts.

 

Department level

 

Transcript sending on the department level can be enabled / disabled for each particular department in the department settings. If the option "Check this box to have a copy of all chat transcripts sent to this email address" is enabled in the department settings then all chat transcripts related to this department will be emailed to the department email address.

 

Live Chat transcripts sending

How to enable transcripts sending for the particular department

 

Operator levels

 

Transcript sending on the operator level can be enabled / disabled for each particular operator in the operator profile. If the option "Send all chat transcripts to this email" is enabled for the operator profile then all chat transcripts related to this operator will be emailed to the email address specified in the profile

 

Chat transcripts sending for an operator

How to enable transcripts sending for the particular operator

 

Transcript customization

 

Message format

 

Transcripts can be sent in HTML or Text format.

 

HTML format is more convenient to read. If you need to export some data from the transcript to a database, it is better to use Text format, it can be easily parsed if necessary.

 

Other customizations

 

Transcripts are sent automatically, the transcripts template can be customized by request (if possible). Please contact us in our support chat with your customization request.

 

Possible problems

 

Transcripts are received with delay or not received at all

 

A 5-minute delay is possible if the post-chat survey is enabled in your account and the visitor closed the survey window without submitting it. Window closing cannot be detected and the system waits for the survey results submitting for another 5 minutes before sending the transcript.

 

Other possible reasons of the issue are the following:

 

Messages can be blocked by your spam-blocker or go to the Junk email folder

Messages can be deferred by your mail service depending on its server load. This often happens with free mail services

Messages can be blocked or rejected by your mail service if your mail account is configured to accept messages only from certain domains or certain email addresses. This can occur with services such as AOL

Your mail server can route messages incorrectly

 

To solve the issue, please do the following:

 

Check your spam-blocker and mailbox preferences to allow messages from our domain providesupport.com. Please also check your Junk email folder.

Contact your mail administrator if you are using a corporate mail server to check if messages from our domain providesupport.com are accepted and routed correctly.

Try to use a different email address provided by other service e.g. your gmail or yahoo mailbox. If you receive messages to this new email address successfully, then the issue seems to be related to your mail service

 

If all of this doesn’t help, please contact us in our support chat, we will help you to locate the issue.

 

Wrong encoding is used in transcripts

 

If you receive chat transcripts in wrong encoding, please check regional settings in your account. Most probably you didn't choose the proper encoding.