Using Collected Data in Follow-Up Messages

One of the most powerful features of BotSailor is the ability to personalize your chatbot messages based on collected user data. By using custom fields, you can store subscriber-specific information like name, email, phone number, or any other detail and then dynamically use those data points in your follow-up messages.

This guide walks you through how to create custom fields in BotSailor and use those fields in personalized WhatsApp messages within chatbot flows.

What Are Custom Fields and Why Use Them?

Custom fields in BotSailor are user-defined data placeholders that let you collect and reuse subscriber information throughout your chatbot journey. These fields help you:

• Personalize messages with names, emails, or preferences.
• Store collected information for future campaigns or segmentation.
• Create advanced automation using dynamic conditions and content.
• Improve engagement and conversion by making conversations feel more human.

Step-by-Step Guide to Using Custom Field Data in Follow-Up Messages

🔹 Step 1: Access WhatsApp Subscriber Manager

Go to Subscriber Manager → WhatsApp Subscriber from your BotSailor sidebar.

Click the Manage button → Select Manage Custom Fields.

🔹 Step 2: Create a New Custom Field

Click on the Create button to add a new field.

• Custom Field Name: Enter a unique identifier (e.g., full_name).
• Reply Type: Choose the appropriate format (Text, Email, Phone, Number, URL).

Then click Save.

🔹 Step 3: Insert Custom Fields into Your Message Flow

Open your chatbot flow and add or edit a message block. In the message configuration window:

• Click on the Custom → Field Name
• Insert any of your created custom fields using the syntax: #field_name#.

Example message:

Your data is:

Name: #full_name#

Phone: #User phn num#

Email: #User Email#

Address: #User Address#

This will dynamically insert each user’s data into the message.

Tips for Using Custom Field Data Effectively

• Always validate input: When collecting user input, use reply types like Email and Phone to ensure proper formatting.
• Use meaningful field names: Keep them short, lowercase, and descriptive (e.g., user_email, city).
• Test your flow: Preview the message with dummy data to confirm correct replacement.
• Combine with conditions: Use “Condition” blocks to check if a user has a value stored and branch logic accordingly.
• Avoid redundant questions: If a field is already populated, skip that step for returning users.

Frequently Asked Questions

Can I update a custom field later in the conversation?

Yes. You can overwrite an existing custom field value any time using user input.

What happens if the field is empty during the message sending?

If the field is empty, it will show a blank space in the message unless you use fallback conditions.

Are custom fields available across all channels?

Custom fields are specific to each channel (WhatsApp, Messenger, etc.). This guide is for WhatsApp.

Can I export custom field data?

Yes, BotSailor allows exporting subscriber data including custom fields.

Is there a limit to how many custom fields I can create?

There’s no strict limit, but keeping it organized and minimal is recommended for usability.

Can I display custom fields in user profiles?

Yes, collected data is shown in the Subscriber Manager table for each user.

Are custom fields secure?

BotSailor uses encryption and secure storage practices for all user data.

How do I delete a custom field?

Go to Manage Custom Fields and click the delete icon beside the field.

Can I use custom fields inside broadcast campaigns?

Yes, dynamic tags using custom fields can be used in broadcast messages.

How can I test my custom field flow?

Use a test number to go through the full flow and check the replaced values in the message preview.