AI Tool: Create Lead Notes

When you have long conversations with customers, it becomes difficult to quickly find important details: you have to scroll through entire chat histories to locate appointment details, contact information, or customer preferences. The Create Lead Notes AI tool acts as your AI agent's long-term memory. It automatically stores important details from conversations with leads, so you can reference organized notes instead of re-reading long chats.

AI Tool Create Lead Notes

Prerequisites: Understanding Lead Notes

Before setting up this AI tool, make sure you understand what Lead Notes are and how they work in ABC Salesbot. Read the full guide first: Mastering Lead Notes.

Step 1: Create the Lead Note AI Tool

1. Go to AI Tools in your dashboard.
2. Click Add Tool.
3. Click Select Tool.
4. You'll see Create Lead Notes as an option. Select it.

Step 2: Configure the Tool

Tool Name

• Enter a very specific and descriptive tool name that clearly tells the AI what it should perform.
• Example: "Record Contact Details" or "Capture Appointment Information".
• A good tool name helps the AI understand when to use this tool.

Description

Copy and paste this template description:

Use this tool (tool name) as long-term memory to store important details (1,2,3...) about the lead. Always use ai_context=true/false for these notes.

Example of a completed description:

Use this tool (Record Contact Details) as long-term memory to store important details (1,2,3...) about the lead. Always use ai_context=true for these notes.

Important: understanding ai_context

• ai_context=true: the AI will refer to this information in future conversations. Use this for non-sensitive information that helps personalize customer interactions.
• ai_context=false: the AI will not refer to this information. Use this for internal notes that should remain private.

Step 3: Save the Tool

Once you've configured the tool name and description, click Save.

Step 4: Add Instructions to Your System Prompt

Critical step: you must paste the tool description into your system prompt to tell the AI when to execute this action.

1. Go to your System Prompt settings.
2. Add instructions that tell the AI when to use the tool.

Example system prompt:

Step 1: Ask Customer:

• Name
• Contact
• Number of People
• Date and Time

Use this tool (Record Contact Details) as long-term memory to store important details (Name, Contact, Number of people, Date & time) about the lead. Always use ai_context=false for these notes.

1. Click Save to update your system prompt.

Step 5: Test the Tool

1. Go to your Inbox.
2. Send a test message to your AI with the information you want to capture. Example: "Hi, my name is Jenson. My contact is [phone number]. We need a reservation for 4 people on January 15th at 7 PM."
3. The AI will respond and confirm the details.
4. Look for a green execution indicator in the chat, which means the lead note was successfully created.
5. The system will show: "AI context is set as true" (or false, depending on your setting).

Step 6: View Your Lead Notes

1. Click on the lead profile in your inbox (usually the right side panel).
2. Navigate to the Lead Notes section.
3. You'll see the note created by the AI with all the captured information, for example: Name: Jenson, Contact: [phone number], Number of people: 4, Date and time: January 15th, 7 PM.

Tips and Best Practices

• Tip: choose specific, descriptive tool names like "Record Contact Details" instead of generic names like "Notes Tool".
• Tip: keep your list of details concise and focused on the most important information you need to capture.
• Best practice: use ai_context=true for customer preferences and non-sensitive details that improve personalization.
• Best practice: use ai_context=false for internal notes, sensitive information, or staff-only observations.
• Reminder: always paste the tool description into your system prompt, or the AI won't know when to use the tool.
• Use case: perfect for long conversations where you need to quickly reference key details without scrolling through the entire chat history.

Frequently Asked Questions

Next Steps

1. Study the basics: read Mastering Lead Notes to understand how lead notes work.
2. Create your tool: go to AI Tools, Add Tool, then select "Create Lead Notes".
3. Configure it: set a clear tool name, customize the description with the details you want to capture, and choose your ai_context setting.
4. Update your prompt: paste the tool description into your system prompt.
5. Test it: send a test message to your AI and verify the lead note is created correctly.