AI Field Notes: Admin and User Guide

AI Field Notes allows CRM mobile app users to record meetings and automatically generate summaries and tasks. This guide explains how admins can manage access and configuration, and how users can use the AI Meeting Summary feature in daily workflows.

Admin Controls

Using AI Field Notes in the CRM Mobile App

Review and Edit

Frequently Asked Questions (FAQ)

Admin Controls

Admins can manage access to the feature and configure its behavior:

• Go to User Permissions & Access Roles

• Enable or disable the feature for specific user roles 

• Enable, disable, or modify the workflow that creates task (such as to change the default due date calculation)

Using AI Field Notes in the CRM Mobile App

Start a Meeting Recording

1. Open the CRM mobile app.

2. Navigate to a relevant Opportunity, Contact, Account, or Ship-To record.

Tap the +  button at the bottom of the screen.

3. Select "Record Meeting"

At the beginning of the recording, an audio message will play:
“This meeting is being recorded for transcription.”

During the Meeting

• You can continue navigating the CRM app or switch to other apps — the recording will continue in the background.

• Use the on-screen controls to Pause, Resume, or Stop the recording at any time.

After the Meeting

• Once stopped, a meeting summary is automatically generated and will be available under the History tab of the associated record.

• Tasks extracted from the conversation are also added to the same tab. These tasks will be assigned to the user who recorded the meetings and will have a due date of +7 days from the date of creation. This logic can be modified by modifying the workflow. 

• Summaries and Tasks can also be accessed on CRM web under the account/opportunity/contact page's action history pane.

Review and Edit

• Summaries and tasks can be viewed or edited from both CRM mobile (using the History pane as above) and web.

• When editing a task from the summary, you can select "Update related tasks" to apply changes to linked records. 

• Summaries and tasks can also be deleted if needed.

Frequently Asked Questions (FAQ)

1. Who can use AI Field Notes?
Only users with roles that have been granted access by an admin can use the feature. If you don't see the option to record meetings, contact your system administrator.

2. Will participants know they’re being recorded?
Yes. When a user starts recording a meeting, an automated message plays: “This meeting is being recorded.”

3. Can I use other apps during the recording?
Yes. You can navigate through the CRM app or switch to other apps. The recording continues in the background until manually paused or stopped.

4. What happens if I use Zoom or another app that uses the microphone?
If another app like Zoom is using the microphone, the CRM app may not get access to the mic, and the recording will fail. Make sure no other app is using audio at the same time.

5. Where can I find the meeting summary and tasks?
After recording ends, the meeting summary and related tasks appear under the History tab (mobile) & Action History Pane (web) of the associated record (Opportunity, Contact, Account, or Ship-To).

6. Can I edit or delete the generated summary or tasks?
Yes. Both summaries and tasks can be edited or deleted from either the mobile app or the web interface.

7. What happens if I update a task from the summary?
When editing a task from within the summary, you’ll have an option to apply the changes to all related tasks by checking the “Update related tasks” box.

8. Does AI Field Notes work offline?
No. An internet connection is required to record, process, and generate summaries and tasks.

9. Is the audio stored anywhere?
No. The audio is processed temporarily to generate the summary and then deleted. However, the transcript is retained for up to 30 days to support troubleshooting and debugging. After that, it is automatically deleted.

10. What are the minimum requirements for a summary to appear after a recording completed?

When a recording is stopped, the system will attempt to transcribe and summarize the recorded audio to text. At the minimum, at least 20 words need to be spoken and at least 3 lines of text transcribed, also known as "utterances." If it has sufficient information to try and summarize a coherent message, it will attempt to do so and provide a succinct summary of what was said, whether that is a conversation, a meeting, or a sales rep recording some discussion notes after a visit to a client.