BetterDocs AI Chatbot Actions let your chatbot do more than answer questions. It can look things up and make changes for your visitors, like checking an order status, starting a return or sending download links. You choose which actions are on, who can use them and which ones need your team’s approval first. This way, your visitors get instant help with common requests, and your support team handles fewer repetitive tickets.

Nota: Make sure the BetterDocs AI Chatbot is already set up. Order actions need WooCommerce o FluentCart to be installed and active on your site.

Step 1: Navigate to Actions #

From your WordPress dashboard, go to wp-admin → BetterDocs → AI Chatbot. From the left panel of the AI Chatbot settings, click on ‘Actions’.

You will find three tabs here: ‘Actions’, ‘Custom actions’ y ‘Audit log’. At the top of the ‘Actions’ tab, you can also see how many actions are currently on.

Actions come with built-in safety checks:

• Visitors who aren’t logged in must confirm their email with a code first.
• Anything that changes data is shown to the visitor to confirm before it runs.
• Con ‘Needs approval’ on, the request waits in Chats, under Human Support, until someone on your team approves it.

Step 2: Turn on the Built-In Actions #

The built-in actions are grouped by where the data comes from. Use the toggle next to each action to turn it on or off. Each action also has a label that shows what it does:

• Read only: the chatbot only looks up and shows information.
• Changes data: the chatbot makes a change, such as recording a request or updating an order.
• No sign-in needed: anyone can use the action without logging in or verifying their email.

Step 2.1. Orders (WooCommerce, FluentCart) #

• Order status and tracking: shows a customer the status, tracking and store notes of one of their orders.

Step 2.2. WooCommerce #

• Order history: lists a customer’s five most recent orders.
• Refund status: tells a customer whether an order was refunded, and how much.
• Coupon validity: checks whether a coupon code works, what it gives and when it expires. Anyone can use it.
• Return or refund request: records a return or refund request on the order and notifies your team. It never refunds by itself.
• Cancel an unpaid order: cancels an order that hasn’t been paid yet. Paid orders can’t be cancelled from the chat.
• Update the shipping address before it ships: changes the shipping address of an order that hasn’t shipped and has no tracking yet.

Step 2.3. FluentCart #

• Refund request: lets customers request a refund on a FluentCart order. This action stays disabled until FluentCart is active on your site.

Step 2.4. Account #

• Account details: shows a customer the name, username and email of their account.
• Download links: lists a customer’s downloads. Logged-in customers get a link to their Downloads page, and guests get the links by email.
• Send a password reset email: sends WordPress’s password reset email to the customer’s account email.

Step 3: Set Approval And Access #

For every action that changes data, you will see a ‘Needs approval’ checkbox. Keep it checked if you want your team to review the request before it goes through. The request will then wait in Chats → Human Support until someone approves it.

Next to each action, use the dropdown to choose who can use it. By default, it is set to ‘Everyone’.

Once you are done, click ‘Save changes’.

Step 4: Create a Custom Action #

If you need the chatbot to do something the built-in actions don’t cover, you can connect it to your own API. Click on the ‘Custom actions’ tab to create a new one. In this example, we will create a warranty lookup.

Step 4.1. Add the Action Details #

• Label: the display name of the action, for example ‘Warranty lookup’.
• Nombre: the internal name, for example ‘warranty_lookup’.
• When should the chatbot use it?: describe the situation clearly, so the chatbot knows when to run the action. For example, “Check the warranty of a product by its serial number, when the visitor asks if their product is still covered.”
• What it does: choose the type of action, for example ‘Looks something up’.

Check ‘Visitors must be logged in or verify their email’ if the action should only run for verified visitors.

Step 4.2. Set the Inputs the Chatbot Collects #

Add the information the chatbot needs to ask the visitor for. For each input, set the input name (for example ‘serial’), the type (for example ‘Text’) and a label (for example ‘Serial number’). Check ‘Required’ if the action can’t run without it.

Click ‘+ Add input’ to add more inputs, or ‘Remove’ to delete one.

Step 4.3. Configure the Request #

• Method: choose the request method, for example ‘GET’.
• URL: enter your API endpoint, for example https://api.example.com/warranty/{serial}. Put an input in the URL with {input_name}. Other inputs go in the query string (GET, DELETE) or a JSON body.
• Authentication: choose how the request is authenticated, or keep it as ‘None’.

Check ‘Send the verified visitor as visitor_email and visitor_user_id’ if your API needs to know who is asking.

Step 4.4. Write the Reply to the Visitor #

This field is optional. Write the message the chatbot shows after the action runs, using {{field}} o {{field.sub}} from the JSON response. For example, “Your warranty is {{status}} until {{expires}}.” If you leave it empty, the chatbot shows the “message” field from the response.

Step 4.5. Test And Save the Action #

Under ‘Test call’, click ‘Send test request’ to check that your action works. The test is sent as you, with your account email as the verified visitor. If everything looks right, click ‘Save action’.

Step 5: Review the Audit Log #

Click on the ‘Audit log’ tab to see every action the chatbot ran or tried to run, along with who asked and what happened. The audit log can’t be cleared, so you always have a full record.

You can filter the log by:

• Action: view all actions or a specific one
• Result: view all results or a specific outcome
• Email or session: find activity from a specific visitor
• Date range: set a start and end date

Click ‘Export CSV’ to download the log.

Your AI Chatbot can now look up orders, handle account requests and run your own custom actions, with approval and a full audit log keeping every request under your control.

This is how, with the help of BetterDocs AI Chatbot’s Actions, you can let your chatbot help visitors with real tasks, not just answers.

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