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Exporting Data

Export your Voka AI data for analysis, reporting, and compliance.

Overview​

Export capabilities:

  • Call logs and transcripts
  • SMS messages
  • Analytics reports
  • Usage data
  • Recording downloads

Export Formats​

Available Formats​

CSV (Comma-Separated Values)

  • Best for: Spreadsheet analysis
  • Opens in: Excel, Google Sheets
  • Includes: Structured data

JSON (JavaScript Object Notation)

  • Best for: API integration
  • Opens in: Code editors, databases
  • Includes: Complete data structure

PDF (Portable Document Format)

  • Best for: Reports, sharing
  • Opens in: Any PDF reader
  • Includes: Formatted reports

MP3/WAV (Audio Files)

  • Best for: Call recordings
  • Opens in: Media players
  • Includes: Audio only

Exporting Call Data​

Export Call Logs​

To export call history:

  1. Go to Analytics → Calls
  2. Select date range
  3. Apply any filters
  4. Click "Export"
  5. Choose format (CSV/JSON)
  6. Click "Download"

CSV includes:

  • Call date/time
  • Phone number (from)
  • Direction (inbound/outbound)
  • Duration (seconds)
  • Status (completed, missed, etc.)
  • Assistant name
  • Call ID
  • Recording URL (if available)

Export Call Transcripts​

Export transcripts:

  1. Go to Analytics → Calls
  2. Select calls to export
  3. Click "Export Transcripts"
  4. Choose format (CSV, JSON, PDF)

Transcript export includes:

  • Call metadata
  • Full conversation transcript
  • Speaker labels (assistant/caller)
  • Timestamps
  • Sentiment scores
  • Topics detected

Bulk Export Recordings​

Download multiple recordings:

  1. Go to Analytics → Calls
  2. Filter to desired calls
  3. Click "Export Recordings"
  4. Recordings download as ZIP file

ZIP contains:

  • Individual MP3/WAV files
  • Named with call ID and date
  • Metadata CSV included

Note: Large exports may take time to prepare. You'll receive email when ready.

Exporting Message Data​

Export SMS Logs​

To export messages:

  1. Go to Analytics → Messages
  2. Select date range
  3. Apply filters
  4. Click "Export"
  5. Choose CSV or JSON

Export includes:

  • Message timestamp
  • Phone number (from/to)
  • Direction (inbound/outbound)
  • Message text
  • Delivery status
  • Cost
  • Assistant name

Exporting Analytics Reports​

Dashboard Export​

Export dashboard data:

  1. Go to Analytics → Dashboard
  2. Select date range
  3. Click "Export Report"
  4. Choose format (PDF, CSV)

PDF report includes:

  • Summary metrics
  • Charts and graphs
  • Key performance indicators
  • Time period summary

CSV report includes:

  • Raw metric data
  • Daily/hourly breakdowns
  • Suitable for custom analysis

Custom Reports​

Create custom report:

  1. Go to Analytics → Reports
  2. Select metrics to include
  3. Choose date range
  4. Apply filters
  5. Click "Generate Report"
  6. Export as PDF or CSV

Exporting Usage Data​

Usage Report Export​

Export billing usage:

  1. Go to Billing → Usage
  2. Select billing period
  3. Click "Export Usage"
  4. Download CSV

Usage export includes:

  • Call minutes (by assistant)
  • SMS messages (by assistant)
  • Storage used
  • Phone numbers active
  • Overage charges
  • Daily breakdown

Scheduled Exports​

Automatic Export Setup​

Configure scheduled exports:

  1. Go to Settings → Data Export
  2. Click "Schedule Export"
  3. Select export type
  4. Choose frequency
  5. Enter email address
  6. Click "Save"

Schedule options:

  • Daily
  • Weekly
  • Monthly
  • Custom (specific days)

Export types:

  • Call logs
  • Messages
  • Usage reports
  • Analytics summary

Delivery:

  • Sent via email
  • Download link (expires 7 days)
  • Automatic generation

Data Retention​

Export Before Deletion​

Plan retention periods:

  • Starter: 30 days
  • Professional: 90 days
  • Business: 1 year
  • Enterprise: Custom

Important:

  • Export data before retention expires
  • Deleted data cannot be recovered
  • Recordings deleted automatically

Best practice:

  • Schedule monthly exports
  • Store exports externally
  • Keep for compliance requirements

API Export​

Programmatic Export (Business+)​

API access for exports:

  • Real-time data access
  • Automated export workflows
  • Integration with external systems

Available endpoints:

  • /api/calls/export
  • /api/messages/export
  • /api/usage/export

See: API Documentation

Export Use Cases​

Common Export Scenarios​

1. Monthly reporting

  • Export call logs monthly
  • Analyze performance trends
  • Share with stakeholders

2. Compliance records

  • Export all call recordings
  • Maintain regulatory compliance
  • Archive for required period

3. CRM import

  • Export call/message data
  • Import to CRM system
  • Maintain customer records

4. Billing reconciliation

  • Export usage data
  • Verify charges
  • Department chargeback

5. Quality assurance

  • Export sample calls
  • Review transcripts
  • Training materials

Export Limits​

File Size Limits​

Maximum export sizes:

  • CSV: 100,000 rows per file
  • JSON: 50 MB per file
  • ZIP (recordings): 5 GB per archive

If exceeding limits:

  • Split by date range
  • Export in smaller batches
  • Contact support for large exports

Rate Limits​

Export frequency limits:

  • Manual exports: 10 per hour
  • Scheduled exports: Unlimited
  • API exports: Per plan limits

Concurrent exports:

  • 3 simultaneous exports max
  • Large exports queue automatically

Export Security​

Data Protection​

Security measures:

  • Encrypted downloads (HTTPS)
  • Temporary download links
  • Links expire after 7 days
  • Password protection available (Enterprise)

Access control:

  • Only account admins can export
  • Team members need permission
  • Audit log tracks all exports

Export Formats Details​

CSV Format​

Structure:

Call ID,Date,Time,From,Duration,Status,Assistant
12345,2025-01-15,10:30:00,+15551234567,180,completed,Main Assistant

Use for:

  • Excel/Google Sheets analysis
  • Pivot tables
  • Charts and graphs

JSON Format​

Structure:

{
  "calls": [
    {
      "id": "12345",
      "date": "2025-01-15T10:30:00Z",
      "from": "+15551234567",
      "duration": 180,
      "status": "completed",
      "assistant": "Main Assistant",
      "transcript": "..."
    }
  ]
}

Use for:

  • API integration
  • Database import
  • Custom processing

Troubleshooting Exports​

Export Not Starting​

Check:

  1. Date range not too large
  2. Sufficient data exists
  3. Browser allows downloads
  4. Not at rate limit

Download Failed​

Solutions:

  • Try smaller date range
  • Check internet connection
  • Use different browser
  • Contact support if persists

Missing Data in Export​

Verify:

  • Correct date range selected
  • Filters not too restrictive
  • Data exists in platform
  • Retention period not expired

Best Practices​

1. Regular exports

  • Schedule automated exports
  • Don't rely on platform retention
  • Export before data expires

2. Organize exports

  • Consistent naming convention
  • Organized folder structure
  • Date in filename

3. Secure storage

  • Store exports securely
  • Encrypt sensitive data
  • Follow compliance requirements

4. Test exports

  • Verify export completeness
  • Test import to target system
  • Validate data integrity