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Caplena helps you quickly turn open-ended survey responses, reviews, and other unstructured text into clear, actionable insights. This quick-start guide will walk you through the essentials so you can start uncovering what really matters in your data.

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🎥 Prefer Video?

Watch a quick video below for a guided demo:

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Step 1: Create a New Project

  1. From your Project List, click New Project
  2. Enter a project name (e.g., NPS Survey Analysis)
  3. (Optional) Add project context – e.g., the goal, audience, or product you’re analyzing. This helps generate more relevant insights
  4. Set the project language (this determines how responses are analyzed)
  5. (Optional) Enable:
    • Translation – if your data includes multiple languages
    • Anonymization – to automatically mask personal information
Learn more about project setup →

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Step 2: Upload and Validate Your Data

  1. Upload your file (Excel, CSV, etc.) or connect an integration
  2. Caplena will auto-detect open text columns. Select which ones to analyze
  3. You can use additional columns (e.g., age, gender) for filtering/segmentation
  4. Click Validate, then Continue
Keep an ID column if you’ll re-upload updates later.
Learn more about data upload →

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Step 3: Generate Topics with AI

  1. Click Start Analysis
  2. Choose one of the following:
    • Start from scratch – Caplena auto-generates topics
    • Import a predefined topic collection
    • Reuse topics from a previous project
  3. Review the topic structure. Caplena organizes topics into categories. You can:
    • Rename, merge, or delete topics
    • Update topic descriptions
    • Create custom categories
If sentiment detection is enabled, comments are automatically marked as positive, neutral, or negative. Learn more about topic generation →

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Step 4: Review AI Assignments

  1. Open the Topics view
  2. Check topic descriptions to make sure they make sense
  3. Check coverage – if ~90% of rows have topics, you’re in great shape
  4. Spot-check 10–15 responses to make sure assignments make sense
  5. (Optional) Use AI certainty – rows with low confidence might reveal topics that need better descriptions
  6. Focus on weak spots – review topics with low coverage or unclear descriptions
Improving topic quality leads to stronger insights in reports.
Want AI to take the first pass instead of reviewing manually? Click the magic-wand icon next to the AI Score to have the Topic Critique Agent diagnose and fix weak spots for you. Learn more about fine-tuning →

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Step 5: Visualize & Share Insights

  1. Go to Reports and create a new one (from scratch or a template)
  2. Use Edit Mode to customize charts or apply filters
  3. Create segments to compare groups or timeframes
  4. Share reports with internal or external stakeholders
Report-building guide →

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Step 6: Do More with Insight Agent

Insight Agent goes beyond Q&A — it’s the same AI you may have already used in Step 4 to critique your topic assignment. Ask it to explore your data using natural language:
“What are customers saying about delivery time?” “Why are promoters happy?”
It can also build Smart Columns for you from a plain-language description, answer questions about Caplena itself, and be shared with stakeholders scoped to a filtered report.
Perfect for quick deep-dives, fixing topic quality, or stakeholder demos.
Insight Agent overview →
Last modified on August 16, 2026