Message Bot

How to Create a Message Bot

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Follow these simple steps to create a bot in Bswagic:

• Step 1: Bot Name : Assign a name to your bot for easy identification.
  • • Field : Bot Name
  • • Example : bot 1
• Step 2: Relation Type : Select whether the bot interacts with Customers or Leads.
  • • Field : Relation Type
  • • Options : Customer or Lead
  • • Explanation : Select Customer for existing customers or Lead for potential customers/prospects.
  • • Important : The contact must exist in Bswagic. Send the trigger word from their WhatsApp to initiate the bot.
• Step 3: Reply Text : Define the message the bot will send in response.
  • • Field : Reply Text
  • • Max Characters : 1024
  • • Example : Hello! Welcome… How can I assist you today? Please choose an option: Admission Enquiry, Course Information, Schedule a Campus Visit.
  • • Dynamic Fields : Use @ to insert dynamic fields like the user’s name or your organization’s name.
• Step 4: Reply Type : Choose how the bot responds to incoming messages.
  • • Field : Reply Type
  • • Options : Reply bot: On Exact Match, When Message Contains, When Lead or Client Sends First Message, Default Reply
  • • On Exact Match : Bot replies only when the message exactly matches the trigger
  • • Message Contains : Bot responds if the message includes the trigger word
  • • First Message : Triggers reply when someone messages your number for the first time
  • • Default Reply : Sent when no other trigger matches
• Step 5: Trigger Keyword : Keyword that activates the bot’s response.
  • • Field : Trigger
  • • Example : hello
  • • Instruction : Send this keyword from the user’s WhatsApp to start the bot conversation.
• Step 6: Header (Optional) : Displayed above the main reply text.
  • • Field : Header
  • • Example : CTL Group of Colleges
• Step 7: Footer (Optional) : Additional info or closing note.
  • • Field : Footer
  • • Example : Thank you.

Interactive Reply Options

• Option 1 -> Reply Buttons : Add clickable buttons for easier responses.
  • • Fields : Button1, Button2, Button3, Button1 ID, Button2 ID, Button3 ID
  • • Example : Button Texts: Admission Enquiry, Courses Information, Schedule a campus visit; Button IDs: enquiry, course information, campus visit
• Option 2 -> Call to Action (CTA) URL : Add a button that links to an external URL.
  • • Fields : Button Name: name shown on the button (e.g., View Details), Button Link: destination URL (e.g., https://example.com/page)
• Option 3 -> Attach Image/File : Attach media files to your bot response.
  • • Field : Choose File
  • • Allowed Types : .jpg, .jpeg, .png
  • • Example : Click Choose File and upload an image from your computer.
  • • Note : You can attach documents and videos as well. Check Supported Media Types for size and format limits.

💡 Tip: Only one of the following options will be shown in the bot's final message: Reply Buttons CTA URL File Attachment Whichever comes first in the form will be used.

Manage Message Bots

This section provides an overview of all created Message Bots in the system, helping you manage and monitor bot configurations efficiently. Once created, you can see a list of all your bots:

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List Table Explanation

The list contains the following columns:

• Message Bot List Columns : The list contains the following columns:
  • • SR. NO : Serial number for the bot (descending by creation time)
  • • Name : The custom name assigned to the message bot
  • • Type : Defines how the bot triggers (e.g., "On exact match" means exact keyword match)
  • • Trigger Keyword : Words or phrases that activate the bot’s response
  • • Relation Type : Indicates if the bot targets Leads or Customers
  • • Active : A toggle switch to enable or disable the bot
  • • Created At : Shows when the bot was created (e.g., "1 second ago", "2 days ago")

How to Use This Preview

• Managing Bots : You can manage message bots using the following options:
  • • Search : Use the search bar in the top-right to find bots
  • • Sort : Click the arrow icons beside column headers to sort
  • • Filter/Hide Columns : Customize your view using the filter or hide columns button
  • • Toggle Active : Quickly enable or disable a bot using the Active toggle

Understanding Leads vs. Customers

• Contact Types
  • • Leads : Potential customers who have shown interest
  • • Customers : Existing clients who are actively doing business
  • • CRM Note : Both are stored in your CRM as Contacts
  • • Bots for Leads : Trigger from new inquiries
  • • Bots for Customers : Trigger based on previous interactions