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Lead Notes ​

Lead Notes in ABC Salesbot allow you to add private notes and observations about your leads directly within conversations. Think of it as a digital notepad that helps you keep track of important information about each lead without cluttering your chat messages.

What Are Lead Notes? ​

Lead Notes are like sticky notes you can attach to any lead in your system. They're perfect for:

  • Recording important details about a lead's preferences or situation
  • Keeping track of follow-up tasks you need to complete
  • Documenting key information that might be useful for future conversations
  • Sharing insights with your team about specific leads
  • Providing context for AI agents to better understand your leads

Key Features ​

  • Private Notes: Notes are only visible to you and your team, not to the lead
  • AI Context Integration: Choose whether notes should be shared with AI agents
  • Team Collaboration: Multiple team members can add and edit notes
  • Search and Organization: Easily find and manage notes for any lead
  • Character Limit: Each note can be up to 1,024 characters long

How to Use Lead Notes ​

Adding a New Note ​

  1. Navigate to a Lead: Go to the Inbox and select a conversation with a lead
  2. Open the Notes Tab: Click on the "Notes" tab in the lead details panel
  3. Click "Add Note": Click the blue "Add Note" button
  4. Write Your Note: Type your note in the text area (up to 1,024 characters)
  5. Set AI Context: Check the "AI Context" box if you want AI agents to see this note
  6. Save: Click "Save" to create your note

Editing a Note ​

  1. Find Your Note: Locate the note you want to edit
  2. Click Edit: Click the pencil icon next to your note
  3. Make Changes: Modify the text or AI context setting
  4. Save Changes: Click "Save" to update your note

Deleting a Note ​

  1. Find Your Note: Locate the note you want to delete
  2. Click Delete: Click the trash icon next to your note
  3. Confirm: Confirm that you want to delete the note

When to Use Lead Notes ​

Perfect for Lead Notes ​

  • ✅ Personal Information: "Loves talking about their kids, has 3 children"
  • ✅ Preferences: "Prefers morning calls, doesn't like being contacted on weekends"
  • ✅ Follow-up Tasks: "Call back next Tuesday to discuss pricing options"
  • ✅ Important Dates: "Birthday is March 15th, send special offer"
  • ✅ Purchase History: "Interested in premium package, budget around $500/month"
  • ✅ Communication Style: "Responds well to humor, keep conversations light"
  • ✅ Objections: "Main concern is implementation time, needs quick setup"

Not Ideal for Lead Notes ​

  • ❌ Sensitive Information: Avoid putting passwords, credit card details, or other sensitive data
  • ❌ Long Documents: Keep notes concise and focused
  • ❌ Temporary Information: Don't use notes for information that changes frequently
  • ❌ Public Information: Remember that notes are for your team, not for the lead

AI Context Feature ​

The "AI Context" checkbox is a powerful feature that determines whether your AI agents can see and use the information in your notes.

When to Enable AI Context ​

  • Enable for information that would help AI agents provide better service
  • Enable for preferences, interests, or important details about the lead
  • Enable for context that helps AI understand the lead's situation

When to Disable AI Context ​

  • Disable for personal opinions or subjective assessments
  • Disable for internal team notes or administrative information
  • Disable for information that shouldn't influence AI responses

Best Practices ​

Writing Effective Notes ​

  1. Be Specific: Instead of "good lead," write "interested in enterprise solution, budget approved"
  2. Use Action Items: Include clear next steps like "follow up on pricing quote by Friday"
  3. Keep It Concise: Focus on the most important information
  4. Update Regularly: Review and update notes as you learn more about the lead
  5. Use Consistent Format: Develop a standard format for your team

Organizing Your Notes ​

  1. Date Your Information: Include dates for time-sensitive information
  2. Categorize by Type: Use consistent language for different types of notes
  3. Link Related Information: Reference other conversations or interactions
  4. Prioritize Information: Put the most important details at the top

Team Collaboration ​

Sharing Information ​

  • Multiple Contributors: Different team members can add notes to the same lead
  • Consistent Updates: Keep your team informed about lead progress
  • Handoff Notes: Leave detailed notes when transferring leads to other team members
  • Training New Team Members: Use notes to help new team members understand leads quickly

Note Management ​

  • Edit Permissions: You can edit your own notes, and admins can edit any note
  • Delete Permissions: You can delete your own notes, and admins can delete any note
  • Audit Trail: All changes are tracked with timestamps and author information

Troubleshooting ​

Common Issues ​

Q: I can't see the Notes tab A: Make sure you have a lead selected in the Inbox. The Notes tab only appears when viewing a specific lead.

Q: I can't add a note A: Check that you have permission to add lead notes. Contact your administrator if you're unsure.

Q: My note is too long A: Notes are limited to 1,024 characters. Break long notes into multiple shorter notes if needed.

Q: I can't edit someone else's note A: You can only edit your own notes. Contact the note author or an administrator if changes are needed.

Getting Help ​

If you encounter issues with Lead Notes:

  1. Check your user permissions and role
  2. Ensure you're viewing a lead in the Inbox
  3. Contact your team administrator
  4. Reach out to support if the issue persists

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