> ## Documentation Index
> Fetch the complete documentation index at: https://docs.screenpipe.com/llms.txt
> Use this file to discover all available pages before exploring further.

# turn a verified meeting into a CRM update

> Extract reviewed contact, deal, decision, objection, and next-step fields from a meeting without automatically writing uncertain data.

{/* https://screenpi.pe */}

the safest meeting-to-CRM workflow creates a proposed record beside the transcript. a person reviews it, resolves duplicates, and decides which fields belong in the CRM.

```mermaid theme={null}
flowchart TD
    A["verified transcript"] --> B["proposed CRM fields"]
    B --> C["duplicate and policy check"]
    C --> D["human approval"]
    D --> E["CRM update"]
```

## define the schema first

| field                | extraction rule                                                                   |
| -------------------- | --------------------------------------------------------------------------------- |
| contact and company  | use stated identity or existing CRM record; do not infer from appearance or voice |
| stage                | update only when the meeting contains an accepted stage-changing event            |
| problem and use case | summarize the participant's stated need                                           |
| objections and risks | preserve material nuance; avoid sentiment scoring                                 |
| next step            | require an explicit action; retain unknown owner or date                          |
| commercial terms     | copy exact approved terms only; mark proposals as proposals                       |

## step by step

<Steps>
  <Step title="verify the meeting">
    Confirm the correct meeting, participants, time range, and transcript coverage. fix important names and speaker labels before extracting fields.
  </Step>

  <Step title="load the target schema">
    List the CRM fields that are allowed to change and who may approve them. exclude internal-only notes and fields the meeting cannot support.
  </Step>

  <Step title="extract a proposed record">
    Create a table with current value if known, proposed value, source moment, and confidence. leave unsupported fields blank.
  </Step>

  <Step title="distinguish proposal from acceptance">
    A quoted price, suggested timeline, or possible next step is not an agreement. preserve the exact evidence state.
  </Step>

  <Step title="check duplicates and later context">
    Search the CRM for the contact, company, and open deal. check for a later email or meeting that changed the outcome.
  </Step>

  <Step title="review the delta">
    Approve each changed field, especially stage, owner, amount, close date, and next action. remove private transcript detail.
  </Step>

  <Step title="write after approval">
    Apply the approved changes through the CRM UI or connection, then read back the saved record. keep the extraction artifact for traceability if policy allows.
  </Step>
</Steps>

## extraction prompt

```markdown theme={null}
Create a proposed CRM update from this verified meeting transcript.

For each allowed field provide:
- current value, if supplied
- proposed value
- source transcript time
- evidence state: stated, accepted, proposed, inferred, or unknown
- whether human confirmation is required

Never infer identity, deal stage, amount, owner, close date, or sentiment.
Keep proposals separate from accepted decisions.
Return a draft only; do not update the CRM.
```

<Note>
  use [meeting follow-up](/meeting-follow-up) first when transcript quality or action items still need review.
</Note>