*** title: Conversation History description: 'Learn how to view, search, and manage your conversation history with GailGPT.' -------------------------------------------------------------------------------------------- All of your conversations with GailGPT are automatically saved so you can reference them later, share with teammates, or continue where you left off. ## Viewing Your Conversation History To access your conversation history: 1. **Click "History"** in the left sidebar under the GailGPT section 2. **Choose your view:** * **All** - See all conversations from your entire team * **Mine** - View only your personal conversations Your conversation history appears as a list with timestamps, showing the first message or title of each conversation. Click any conversation to open the full thread. ## Understanding the Two Views ### All Conversations The "All" tab shows every conversation that your team has had with GailGPT: * **Team visibility** - See what questions your colleagues are asking * **Knowledge sharing** - Learn from how others use GailGPT * **Collaboration** - Pick up where a teammate left off on a topic * **Quality assurance** - Review how GailGPT is responding across the team **Permissions:** You can only see conversations from users within your organization. Your data remains private and secure. ### My Conversations The "Mine" tab filters to show only your personal conversations: * **Quick access** - Find your recent chats faster * **Personal workflow** - Focus on your own context and questions * **Privacy** - Work on sensitive topics before sharing with the team ## Searching Conversation History Use the search bar to quickly find specific conversations: ``` Examples of search queries: - "appointment scheduling" - Find conversations about appointments - "policy cancellation" - Search for policy-related discussions - "John Smith" - Find conversations mentioning a specific client - "last week" - Filter by time period ``` ### Search Tips **Search works across all messages:** The search looks through both questions and GailGPT's responses, so you can find conversations by keywords mentioned anywhere in the chat. **Use filters:** Combine search with the "All" or "Mine" toggle to narrow down results to specific conversations. ## Managing Conversations ### Continuing a Conversation To pick up where you left off: 1. Click on any conversation in your history 2. The full chat thread will open 3. Start typing at the bottom to continue the conversation GailGPT remembers the context of the entire conversation, so you can ask follow-up questions naturally. ### Archiving Conversations Keep your history organized by archiving old or completed conversations: 1. Hover over a conversation in the history list 2. Click the **Archive** icon (📦) 3. Archived conversations are hidden from the main view but can be accessed in the "Archived" filter **Note:** Archiving a conversation doesn't delete it—you can always unarchive it later if needed. ### Deleting Conversations To permanently remove a conversation: 1. Open the conversation you want to delete 2. Click the menu icon (⋮) in the top right 3. Select "Delete Conversation" 4. Confirm the deletion **This action cannot be undone.** Once deleted, the conversation cannot be recovered. ## Sharing Conversations Share useful conversations with your team: 1. Open the conversation you want to share 2. Click the **Share** button in the top right 3. Choose how to share: * **Copy link** - Share a direct link to the conversation * **Export** - Download as a PDF or text file * **Add to knowledge** - Turn the conversation into a knowledge base article **Pro Tip:** If GailGPT provides a particularly helpful answer, export it and add it to your team training materials or internal wiki. ## Exporting Conversation Data For compliance, training, or record-keeping purposes, you can export conversation history: ### Individual Conversation Export 1. Open any conversation 2. Click the menu (⋮) → "Export" 3. Choose format: * **PDF** - Formatted document with branding * **Text** - Plain text transcript * **JSON** - Structured data for integrations ### Bulk Export To export multiple conversations at once: 1. Go to **Settings** → **Data & Privacy** 2. Click "Export Conversations" 3. Select date range and filters 4. Download the export file Bulk exports are available for Team and Enterprise plans. ## Conversation Analytics Track how your team is using GailGPT: * **Most common questions** - Identify knowledge gaps to address * **Response accuracy** - See which topics GailGPT handles well * **Usage patterns** - Understand when and how your team uses GailGPT * **Team adoption** - Monitor engagement across your organization Access analytics from **Data & Analytics** → **GailGPT Usage**. ## Privacy & Data Retention ### Who Can See Conversations? | View | Visibility | | ------------ | -------------------------------------------------- | | **All** | Everyone in your organization | | **Mine** | Only you (and admins with appropriate permissions) | | **Archived** | Same as when it was active | | **Deleted** | Permanently removed after 30 days | ### Data Retention Policy * **Active conversations** - Kept indefinitely while your account is active * **Archived conversations** - Retained according to your plan (6 months to unlimited) * **Deleted conversations** - Moved to trash for 30 days, then permanently deleted * **Exported data** - You control retention of exported files Enterprise customers can configure custom data retention policies to meet compliance requirements. ## Best Practices for Conversation History Give conversations descriptive titles so you and your team can find them easily later. Keep your active history clean by archiving completed or outdated conversations. Check the "All" view periodically to see common questions and identify training opportunities. Save particularly useful conversations as reference materials for your team. ## Troubleshooting ### I can't find a conversation * Check if you're in "Mine" view when you should be in "All" * Look in the "Archived" filter * Use search with keywords from the conversation * Check if it was deleted (view trash/recycle bin) ### A conversation shows incorrect information * Update your [knowledge base](/platform/knowledge/overview) with correct information * Note the conversation and review training data * Contact support if the issue persists ### I want to delete all my conversations For bulk deletion, contact your account administrator or reach out to support for assistance with data management. ## Next Steps Learn tips and tricks for getting the most out of GailGPT. Improve GailGPT's responses by adding more information to your knowledge base.