> ## Documentation Index > Fetch the complete documentation index at: https://docs.tabbly.io/llms.txt > Use this file to discover all available pages before exploring further. # Data Management > Extract, structure, validate, and manage call data with Tabbly ## Overview Effective data management is essential for leveraging insights from your voice AI interactions. Tabbly provides comprehensive tools for extracting, structuring, validating, and managing call data. ## Extract Data Structure from Calls ### Automatic Data Extraction Tabbly automatically extracts structured data from every call: **Call Metadata** * Call ID, timestamp, duration * Caller phone number * Agent used, outcome * Call type (inbound/outbound) **Conversation Data** * Full transcript * Key phrases and topics * Sentiment analysis * Intent classification **Business Data** * Information collected (names, emails, etc.) * Actions taken (appointments, orders, etc.) * Outcomes and results * Custom fields you define ### Custom Data Extraction **Define Extraction Rules** * Specify what data to extract * Set extraction patterns * Configure validation rules * Map to your data structure **Example Extraction:** ```json theme={null} { "appointment_date": "2024-01-15", "appointment_time": "2:00 PM", "customer_name": "John Doe", "customer_phone": "+1234567890", "service_type": "Consultation", "notes": "Interested in premium package" } ``` ## Defining Custom Data Fields ### Field Types **Text Fields** * Names, addresses, notes * Free-form text input * Character limits configurable **Numeric Fields** * Phone numbers, IDs, quantities * Validation rules (format, range) * Automatic formatting **Date/Time Fields** * Appointment dates, deadlines * Automatic parsing and validation * Time zone handling **Boolean Fields** * Yes/No questions * Checkbox-style data * Binary outcomes **Selection Fields** * Dropdown options * Multiple choice * Predefined values ### Creating Custom Fields **Step 1: Define Field** * Name and description * Field type * Validation rules **Step 2: Configure Extraction** * How to extract from conversation * Patterns to look for * Fallback options **Step 3: Map to System** * Map to CRM fields * Connect to database * Set up sync rules ## Data Validation Rules ### Validation Types **Format Validation** * Phone number format * Email address format * Date format * Number ranges **Required Fields** * Mark fields as mandatory * Enforce collection during call * Handle missing data **Business Rules** * Custom validation logic * Cross-field validation * Conditional requirements ### Setting Up Validation **In Agent Configuration** * Define validation rules per field * Set error messages * Configure retry logic **Example Validation:** ``` Field: email Rule: Must match email format Error: "Please provide a valid email address" Retry: Ask again if invalid ``` ## Data Formatting and Transformation ### Formatting Options **Date Formatting** * Standardize date formats * Convert time zones * Handle multiple formats **Phone Number Formatting** * Standardize phone formats * Add country codes * Remove formatting for storage **Text Formatting** * Capitalization rules * Remove extra spaces * Normalize text ### Transformation Rules **Data Cleaning** * Remove special characters * Normalize text case * Trim whitespace **Data Enrichment** * Add default values * Calculate derived fields * Merge with external data **Format Conversion** * Convert between formats * Transform data types * Apply business logic ## Exporting Call Data ### Export Formats **CSV Export** * Spreadsheet-compatible format * Easy to import into Excel/Google Sheets * Customizable columns **JSON Export** * Structured data format * Preserves nested data * API-friendly format **Excel Export** * Native Excel format (.xlsx) * Formatted and styled * Multiple sheets supported **PDF Export** * Formatted reports * Suitable for sharing * Includes charts and summaries ### Export Options **Full Export** * All call data * Complete transcripts * All custom fields **Filtered Export** * Date range filters * Agent filters * Outcome filters * Custom criteria **Scheduled Exports** * Automatic daily/weekly exports * Email delivery * Cloud storage integration ## Data Retention Policies ### Retention Settings **Default Retention** * Standard retention period * Automatic deletion after period * Configurable per data type **Custom Retention** * Set different periods for different data * Transcripts vs. recordings * Metadata vs. full data **Compliance Retention** * HIPAA requirements * GDPR requirements * Industry-specific rules ### Data Deletion **Automatic Deletion** * Scheduled deletion based on policy * Secure deletion methods * Audit trail of deletions **Manual Deletion** * Delete specific records * Bulk deletion options * Confirmation required **Export Before Deletion** * Download data before deletion * Archive to external storage * Maintain compliance records ## GDPR-Compliant Data Handling ### GDPR Requirements **Right to Access** * Export customer data on request * Provide data in readable format * Include all associated data **Right to Erasure** * Delete customer data on request * Remove from all systems * Confirm deletion **Data Minimization** * Collect only necessary data * Limit data retention * Regular data audits **Consent Management** * Track consent for data collection * Record consent timestamps * Manage consent withdrawals ### Compliance Features **Data Processing Records** * Log all data processing activities * Maintain audit trails * Document data flows **Privacy by Design** * Built-in privacy controls * Default privacy settings * Minimal data collection **Data Protection** * Encryption at rest and in transit * Access controls * Regular security audits ## Best Practices Plan your data structure before deploying agents. It's easier to design upfront than to restructure later. Validate data as it's collected during calls. Catch errors early rather than during export. Regularly audit your data for quality, completeness, and compliance. Clean up issues proactively. Document your data structure, validation rules, and retention policies. This helps with compliance and maintenance. Regularly test your export processes to ensure data integrity and formatting are correct. ## Next Steps * Learn about analytics: [Analytics & Reporting](/analytics/call-analytics) * Configure integrations: [CRM Integrations](/integrations/crm-integrations)