Word tracking

“Words” is the “My MAX” section where you set words and phrases, and we look for them in every new post of all public MAX channels: a company name, a brand, a CEO's surname, a competitor, a product or a topic. Each hit — a “match” — appears on the site 10–20 minutes after the post is published, is sent to the MAX bot and arrives by email once a day.

Where to find it

The page address is https://max.datool.ru/my/words/. You can get there:

• from the “My MAX” menu — the “Words” item (how the section works — see “My MAX” overview);
• from a main MAX bot message with matches — the “Open “Words”” button;
• from the “Tracked words found” email — via the link to the page;
• from the Reports and exports page — the “Word matches” card, “All words” link.

Words belong to the organization, not to an individual: all members of the organization see the same list and the same matches, and any member can add or remove a word. If you belong to several organizations, the page shows the words of the one currently selected in the site header.

Who can use it: adding and tracking words is available with a “Premium” (5 words) or “Business” (50 words) subscription, plus word packs on top. Details — in How many words you can track.

This is the page of the demo organization with a “Business” subscription, a word pack and four words:

How it works

Under the page title is a three-step strip:

1. Add a word — a brand, a surname, a competitor or a topic.
2. We search every 10 minutes — in all new posts of public MAX channels.
3. Matches arrive here — to the MAX bot right away and by email once a day.

What to know about the search:

• New posts only. A word starts working from the moment it is added. Older posts are not searched: if you add a word today, yesterday's mentions will not appear as matches. To find past mentions in a particular channel, use the search on that channel's “All posts” tab.
• Only the text of posts in public channels. Image captions, comments, group chats and private channels are not searched — even if the private channel is yours.
• A check every 10 minutes. Every 10 minutes we go through the posts published since the previous check, giving each post a little time to reach us. That is why a match appears 10–20 minutes after publication rather than instantly.
• One match per word per post. However many times a word occurs in one post, there is one match. Two of your words in one post make two matches.
• Deleted posts disappear. If the author deletes a post in MAX, its matches disappear from the page too. If a channel becomes private, its matches are no longer shown or sent.

How to write a word

Right under the strip is the “Cheat sheet: how to write a word” with “will match” (green) and “won't match” (red) examples. It is open by default; click its title to collapse it.

Russian words change their endings a lot, so the examples below use Russian words as they work in MAX:

The rules in detail:

• A word is matched whole. “кот” is not found inside “скотч” or “котик”. Word boundaries are a space, a punctuation mark, the start or the end of the text.
• Case does not matter: datool matches “DATOOL” and “Datool”.
• “е” and “ё” are the same letter: елка matches both “Ёлка” and “елка”. So “ёлка” and “елка” are one word for us, and you cannot add it twice.
• An asterisk at the end adds word forms. пекарн* matches “пекарня”, “пекарни”, “пекарней”. Use an asterisk when a word changes with case and number. The asterisk can be only at the end: вы*бор is rejected. Such words are marked “and forms” in the table.
• A phrase is matched in exactly the written word order; the post may have any number of spaces between the words. An asterisk at the end of a phrase applies to its last word.
• Length — from 3 letters or digits up to 100 characters. Words like “на”, “не”, “он” are in almost every post, so they are not accepted.

How to add a word

1. Click “Add a word” to the right of the title.
2. In the dialog, type a word or phrase in the “Word or phrase” field (for example, datool or выбор*).
3. Keep or clear the delivery checkboxes: “Send to the main MAX bot” and “Send by email once a day” — both are checked by default. You can change them later in the word table.
4. Optionally narrow the search in the “Where to search” block (see below).
5. Click “Add”. The word appears in the table with the message “The word “…” has been added.”, and the search starts with the next check.

If the word is not accepted, the dialog stays open with an explanation:

If as many words are on as your plan allows, the subscription dialog opens instead of the add dialog: “N words are already on — the maximum for your plan and packs.” Turn off or remove a word — or buy a word pack with the “Buy more words” button.

Where to search: categories and territory

In the add dialog you can limit right away which channels to search.

• Categories — click the “Categories: all” line to open the list of channel topics with pictures and a “Find a category” search. Select one or more — selected chips turn purple and the line shows “selected: N”. Nothing selected — all categories are searched. A channel qualifies if it has at least one of the selected categories (main or additional).
• Territory — start typing a city, region, federal district or country and pick an option from the list. Empty — any territory. A region includes its cities: “Krasnodar Krai” also finds posts of channels from Krasnodar and Sochi. Clear the chosen territory with “Reset”.
• If both categories and a territory are set, a channel must meet both conditions.

You cannot change “where to search” for a word that is already added: remove the word and add it again with the conditions you need (its old matches are deleted). A narrowed word shows the selected categories and territory in a grey line in the table.

The word table

Below the cheat sheet is the table of all the organization's words. The numbers on the screenshot mark its parts:

1. Checkbox — select a word to remove it (above the table: “Select all” and the “Selected: N” counter).
2. Word — a link to the word page with all its matches (below). Next to it — “and forms” if the word has an asterisk; under it — “where to search” if the search is narrowed.
3. Matches — the total number of matches. The “too frequent” mark means the word hit the match cap today (below); hover over it to see how many matches were skipped.
4. Latest — date and time of the latest match, Moscow time.
5. Track — the main switch of the word. A word that is off is not searched or sent, but stays in the list with all its past matches and does not count towards the limit. A “not tracked” mark next to a switch that is on means the word is on but does not fit into your plan's limit (see How many words you can track).
6. Send to bot — whether to send this word's matches to the main MAX bot.
7. Send by email — whether to include this word's matches in the daily email.
8. Matches → — the same link to the word page.
9. Remove — delete the selected words.

The switches work immediately on click; there is no “Save” button. A note under the table reminds you: “Track” turns a word off completely, while “to bot” and “by email” only stop sending matches — the word is still searched and its matches are visible on the site.

How to remove a word

1. Tick one or more words (or click “Select all”).
2. Click “Remove” above the table.

You can also remove a word from its own page with the “Remove” button in the header; the site asks you to confirm: “Remove the word with all its matches? They cannot be restored.”

Match feed

At the bottom of the “Words” page is a combined feed of matches for all the organization's words, newest first, 20 per page (“Back” and “Next” buttons).

Each match shows:

• the post's publication date and time, Moscow time;
• the word in quotes — a link to that word's page;
• the channel name — a link to the channel page;
• a snippet of the post text with the found word highlighted;
• “Open post” — the post page on datool.ru.

Until there are matches, the feed says “No matches yet”.

Where matches arrive

• The bot writes to organization members who have linked MAX to their account and have not turned off “Main MAX bot” in the cabinet notification settings — see Notifications.
• The email goes to all members of the organization at their account address, in the language chosen for emails.
• The “Send to bot” and “Send by email” switches work for each word separately. For example, keep a frequent word on the page only and get an important one in the bot as well.
• Each match is sent to the bot and the email once; there are no repeats.

The word page

Click a word in the table or “Matches →” to open that word's page: https://max.datool.ru/my/words/<number>/. Only members of the organization that owns the word can see it. Above the page are breadcrumbs “Home / My MAX / Words / “word””.

Header

• The word in quotes and a line under it: when it was added, how we search (“matching the word and its forms”, “matching the phrase as written” or “matching the whole word, no forms”), where we search (“only in: …” with categories and territory, or “in all open channels”) and a “How it works” link.
• The “search”, “to the bot”, “by email” switches — the same as in the word table.
• “Export to Excel” — download the matches as a file for the current period and feed filters (more below).
• “Remove” — delete the word with all its matches (with a confirmation).

Period

Next is the period row 7 days · 30 days · 90 days · Year · All time · Custom dates and the date window in words. The period is based on the posts' publication dates, days in Moscow time; “All time” starts on the day the word was added. Periods are unlocked the same way as on channel pages: “7 days” and “30 days” after signing in, “90 days”, “Year”, “All time” and “Custom dates” with a “Premium” or “Business” subscription. A locked period shows a lock and leads to the plans page. How to pick custom dates — How the channel page works.

Number strip

An example of a conclusion: if a brand has 120 matches in 15 channels over 30 days and “+40 % vs previous period”, it is being mentioned noticeably more often — check the “Channels” block to see who exactly.

Matches by day

The columns show how many matches there were at each point of the period. The step is the same as on channel page charts: up to a month — by day, 90 days — by week, longer periods — by month. Hover over a column (tap it on a phone) to see the date and number; the highest one is labelled “record”. A spike is a reason to open the feed for that day: usually it is news, a press release or an ad campaign. If there are no matches in the period — “No matches in this period.”

Channels, categories and territories

Three blocks show where the word appears:

• Channels — the channels with the most matches;
• Channel categories — the topics of these channels. A channel can be in several categories, so the total in this block can exceed the number of matches;
• Channel territories — the regions, cities and countries of the channels.

Each block lists the first 5 rows with the number of matches and a share bar; the rest are folded into an “and N more” line (they are available in the feed filter lists). Channels without markup are grouped under “No category” and “Not set”. Clicking a row sets a feed filter — the feed below will only show matches of that channel, category or territory; the selected row is highlighted.

We record a channel's category and territory at the moment of the match. If a channel gets a category later, its old matches stay under “No category”.

The word's match feed

Above the feed are the number of matches in the period and the filters:

• Category: all — only matches from channels of the selected category;
• Territory: all — the selected territory together with nested ones (a region also shows its cities);
• Channel: all — matches from one channel (the list has up to 100 channels with the most matches);
• Search in match text — searches the snippets; “е” and “ё” are treated the same;
• Newest first / Oldest first — feed order;
• “Reset filters” — appears when at least one filter is set.

Filters apply as soon as you choose them. Each match shows the date and time, the channel and its subscriber count, the snippet with the word highlighted, chips with the channel's categories (up to two) and territory, the post's view count and an “Open post” link. There are 20 matches per page. If nothing fits the filters — “Nothing matches the selected filters — reset them or choose another period.”

Exporting matches

The “Export to Excel” button in the header downloads the word's matches as an XLSX file — exactly those in the feed: for the selected period and with the selected filters. File columns: “Published”, “Word”, “Channel”, “Snippet”, “Channel categories”, “Channel territory”, “Post link”.

• Exporting is available with a “Premium” or “Business” subscription, like all CSV and Excel exports. Without a subscription you are returned to the word page with a message.
• The file downloads immediately and has at most 20,000 rows. If there are more matches, the file is “cut” — choose a shorter period and export the rest separately.
• The export is logged in “Export history” on the Reports and exports page marked “word matches”, and can be repeated from there. The same page has a “Word matches” card with CSV and Excel files of the first five words' matches for all time.

How many words you can track

The limit belongs to the organization and depends on its MAX subscription. Only words that are on (the “Track” switch) count; the counter in the page title is “on / limit”, for example “4 / 100” for the demo organization: “Business” (50) plus one word pack (+50).

• A word pack adds 50 words for 30 days from payment for 990 ₽; up to 10 packs per purchase. Organizations with “Premium” or “Business” can buy it — with the “Buy more words” button or in the cabinet under “Subscriptions and billing” → “Buy words”. A pack adds to the limit of your current plan: “Business” with one pack — 50 + 50 = 100 words, “Premium” with a pack — 5 + 50 = 55.
• A purchased pack works for its whole term on any plan, even after the subscription ends: then you can track 0 + 50 = 50 words until the pack expires. More on packs — Plans.
• Without a subscription or a pack, a “Word tracking — with a subscription” banner with a “Plans” button appears above the table, and “Add a word” opens the subscription dialog.

If the subscription ended or the limit went down

Nothing is deleted:

• The subscription ended — the words stay in the list, all past matches and word pages are available, but new posts are no longer checked (unless you have an active word pack).
• More words are on than the limit allows (you moved to a lower plan, a pack expired) — the earliest added words that are on are tracked, and the rest are marked “not tracked” in the table. A “Not all words that are on are tracked” banner with a “Buy more words” (or “Plans”) button appears above the table. Turn off the extra words — choosing yourself which ones to track — or buy a pack.

Too frequent words

Some words are in almost every post — for example, “Россия” or “новост*”. To keep matches from turning into a flood, each word has a cap:

Matches above the cap are not saved or sent, and the word is marked “too frequent” in the table; the tooltip shows how many matches were skipped today. The word is not turned off. Make it more specific: drop the asterisk, add a neighbouring word (for example, “новости Колосок” instead of “новост*”) or narrow “where to search”. The count starts again with each new day, Moscow time. Posts from categories and territories outside “where to search” do not use up the cap.

Frequently asked questions

The word is in a post, but there is no match. Check that: the post was published after the word was added; the channel is public, not private or a chat; the word is in the post text, not in an image caption; the word is written whole (forms need an asterisk); the channel fits “where to search”; the word's “Track” switch is on and there is no “not tracked” mark. And wait 10–20 minutes after publication.

The bot does not send matches. Make sure “Send to bot” is on for the word, MAX is linked to your account and the main bot is not turned off in the cabinet Notifications.

Can I search old posts? No: a word works only from the moment it is added. To search the history of one channel, use the “All posts” tab.

What's next

• “My MAX” overview — how the section works.
• Following and notifications — alerts and digests about specific channels.
• PDF reports and exports — match files and export history.
• Notifications — the MAX bot and emails.
• Plans — word limits and packs.