Create CRM Note

Enhance your AI agent's capabilities by utilizing the Create CRM Note tool to automatically log customer interactions in your built-in CRM system.

Overview

The Create CRM Note tool allows your AI agent to create notes on the customer's record within your built-in CRM. This feature is particularly useful for maintaining accurate and up-to-date records of customer interactions. It ensures that your team has access to all relevant information for future reference, streamlining the process of data entry by automating the recording of important details discussed during calls or chats.

How to Use the Create CRM Note Tool

Write Clear Instructions

Provide your AI agent with specific instructions on when and how to use the Create CRM Note tool. For example:

Scenario: When a customer provides information that should be documented for future reference.

Instruction: "Whenever a caller provides feedback or reports an issue, create a CRM note with the details."

This tells the agent to:

1. Identify the Trigger: Recognize when a customer shares information that needs to be recorded.

2. Collect Information: Gather all relevant details provided by the customer.

3. Create a CRM Note: Use the Create CRM Note tool to log the information in the customer's CRM record.

Add The Tool

No configuration is needed for the Create CRM Note tool, other than to add it. The agent will automatically create a note in the CRM based on your instructions and the information collected during the interaction. You may also instruct the agent on what type of note to create: General, Info, Warning or Danger. The default will be General.

Best Practices

Ensure that your instructions specify what information should be included in the CRM note. For example, "Include the customer's concern, any troubleshooting steps taken, and their preferred contact time for follow-up."

Encourage the agent to summarize the key points clearly and concisely, making it easier for team members to review the notes later.

Inform the customer that their information is being recorded for better service. For instance, "I'll make a note of this in your account so our team can assist you more effectively."

Use Cases

Recording Customer Feedback

When customers provide feedback about your products or services, the agent can document it in the CRM for your team to review.

Instruction: "If a customer shares feedback, positive or negative, create a CRM note with their comments."

Logging Issues or Complaints

For any issues or complaints reported by customers, the agent can record the details to ensure timely resolution.

Instruction: "When a customer reports a problem, create a CRM note detailing the issue and any relevant information they've provided."

Tracking Sales Leads

If a customer expresses interest in a new product or service, the agent can log this information in the CRM to assist the sales team.

Instruction: "If a caller shows interest in our new offerings, create a CRM note with their preferences and questions."

Documenting Customer Preferences

The agent can record any specific preferences or requests made by the customer for future reference.

Instruction: "When a customer mentions their preferred contact method or time, create a CRM note with this information."

Viewing CRM Notes

You can view the notes for your customer by going to Contacts on your sidebar and finding the contact. The timeline view will contain all the notes.

Additional Tips

Ensure that the agent captures accurate and relevant information to include in the CRM note. Encourage the agent to confirm details with the customer if necessary.

Regularly review the notes created by the agent to monitor the quality of the information recorded and to make any necessary adjustments to your instructions.

Consider combining the Create CRM Note tool with other tools, such as sending an email to the team for urgent issues, to enhance your workflow.

You can visit the Tool Usage guide for a brief overview of all the tools.

Summary

By effectively utilizing the Create CRM Note tool, your AI agent can help maintain comprehensive and up-to-date customer records, enhancing your team's ability to provide personalized and efficient service. It automates the documentation process, saving time and reducing the likelihood of important information being overlooked. With clear instructions and proper use, this tool becomes an integral part of your customer relationship management strategy.