> ## Documentation Index
> Fetch the complete documentation index at: https://docs.botbrains.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Data Export

> Export conversation data for compliance, analytics, and backup

botBrains lets you export conversations, messages, and user data for compliance, custom analytics, or backup. All exports respect your project permissions.

## Export Methods

|              | Full Dataset Export                                                                                                                      | Entity-Specific Export                                                                                                                   |
| ------------ | ---------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **What**     | Complete snapshot of all project data                                                                                                    | Filtered download of one entity type (Conversations, Messages, or Users)                                                                 |
| **Format**   | JSONL (Users → Conversations → Messages hierarchy)                                                                                       | CSV, JSONL, Excel, or Markdown                                                                                                           |
| **How**      | [Settings → Data Export](https://platform.botbrains.io/~/settings/data-export), processed in the background, download link sent by email | Export button on any [Conversations](https://platform.botbrains.io/~/conversations), Messages, or Users list page, downloads immediately |
| **Limits**   | 2 per day per project; download link valid for 7 days                                                                                    | 10,000 rows per export                                                                                                                   |
| **Use when** | Full backups, GDPR requests, AI analysis across all data                                                                                 | Filtered subsets, spreadsheet analysis, sharing with stakeholders                                                                        |

<img src="https://mintcdn.com/botbrains/mrGgmLFCJjw3qsuy/images/data-export/full-dataset-export-settings.png?fit=max&auto=format&n=mrGgmLFCJjw3qsuy&q=85&s=8083e1e0c744137d7bb32d7d7fa5fc3b" alt="Full Dataset Export settings dialog showing export options in the Data Export settings page" data-generation-prompt="Navigate to Settings → Data Export (https://platform.botbrains.io/~/settings/data-export). Take a screenshot of the full page with sidebar collapsed, showing the export dialog or form with fields for selecting export type and format. Use 1920x1080 viewport." width="1920" height="1080" data-path="images/data-export/full-dataset-export-settings.png" />

## Export Formats

| Format          | Best for                                                                                           |
| --------------- | -------------------------------------------------------------------------------------------------- |
| **CSV**         | Excel, Google Sheets, quick manual analysis                                                        |
| **JSONL**       | Programmatic processing, data pipelines, preserving nested data (Users → Conversations → Messages) |
| **Excel (CSV)** | Microsoft Excel with correct UTF-8 encoding and date handling                                      |
| **Markdown**    | Copying conversations into an LLM (ChatGPT, Claude) for ad-hoc analysis                            |

<img src="https://mintcdn.com/botbrains/mrGgmLFCJjw3qsuy/images/data-export/entity-export-dialog.png?fit=max&auto=format&n=mrGgmLFCJjw3qsuy&q=85&s=58e36e01c53198eb940ff7a07c1b6d92" alt="Entity-specific export dialog on the Conversations list page showing format and filter options" data-generation-prompt="Navigate to https://platform.botbrains.io/~/conversations. Click the Export button in the top toolbar to open the export dialog/modal. Show the format options (CSV, JSONL, Excel, Markdown). Use 1920x1080 viewport, collapse sidebar." width="1920" height="1080" data-path="images/data-export/entity-export-dialog.png" />

<Tip>
  If CSV displays special characters incorrectly in Excel, use the Excel (CSV) format or import via Excel's "Get Data" feature with UTF-8 encoding.
</Tip>

## Media Files in Exports

Exports include **time-limited download URLs** for media attachments (images, files), not the files themselves. These URLs expire after 7 days. Download media files after exporting if you need permanent copies.

## Custom Analysis with AI Tools

The Full Dataset Export (JSONL) works well with AI tools like ChatGPT or Claude. Upload the file and use this prompt template:

```
You are a data analyst, using your Code Interpreter / Python Interpreter tools
to write code and answer my questions. You've been given a JSON Lines file, of
the conversations had by the ai-assistant, operators (human agents) and
customers. Each line is a user profile, with all their conversations and all
messages within those conversations, including metadata. For legacy reasons, not
all conversations have a user, so a mock user with
ID 00000000-0000-0000-0000-000000000000 is assigned all other conversations.

Follow this workflow:
1. Familiarize yourself with the data model by looking at the first 5 lines.
2. Think about my question and the appropriate chart / way to answer my question
   with the given values.
3. Work to write the code and find appropriate outputs format (chart-type,
   tables, singular values...) for the data.

Question: [Your question here]
```

Example questions:

* "Which users send the most messages? Show a table sorted by message count."
* "What common issues do users with `external_attributes.plan = PREMIUM` describe?"
* "Find conversations rated 1–2 and categorize the top complaint themes."

<Tip>
  For best results, ask the AI to first filter by your criteria (poor ratings, specific attributes), then analyze the message content to identify patterns.
</Tip>

<Warning>
  You are responsible for ensuring exported data complies with your organization's data policies (GDPR, CCPA, etc.) before uploading to external AI tools.
</Warning>

## Next Steps

<CardGroup cols={2}>
  <Card title="Conversations" icon="messages" href="/concepts/conversations">
    Filter and review conversations before exporting
  </Card>

  <Card title="Metrics" icon="chart-line" href="/concepts/metrics">
    Use built-in analytics before resorting to custom exports
  </Card>
</CardGroup>