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The AI CRM built into Aglyn

Beta

Aglyn AI is in beta. It is available today on every plan that includes it, and it is still changing as we improve it. Beta means you can use it now, while what it builds and the steps on this page may still change.

Aglyn AI works in three places in the CRM. In each one it makes a suggestion and you decide what happens next: nothing is saved, sent or imported until you do it yourself.

  • On a record's page, a short summary of where things stand with a contact, company, deal or lead, with a suggested next step.
  • In the email composer, a draft of the one-to-one email you describe.
  • In an import, a suggested match between the columns of your file and the fields they fill.

It can also set up the CRM from the Assist chat: your deal pipelines and their stages, your custom fields, and new values for your picklists. You confirm the plan before anything is saved.

Summarize a record​

On a contact's, company's, deal's or lead's page, Summarize this contact (or company, deal or lead) writes at most two sentences from the record's timeline: when it was last in touch and how, and what is still open. The date under the summary is the day it was written.

What comes with the summary depends on the record:

  • Contacts, companies and deals get a suggested next step when one is worth doing: a task with a title, a kind (call, email, meeting or to-do), a priority, a due date within the next 30 days, and the reason for it. Create task opens the CRM's task form with the suggestion filled in and linked to the record. Change anything you like; the task is saved only when you press Save. No step is suggested when an open task already covers it.
  • Deals also get a suggested stage when the timeline shows the deal has moved on, such as a proposal accepted on a call. Move to asks you to confirm, and the deal then moves exactly as it does from its stage card, including any automation that runs on a stage change. AI only suggests open stages: winning or losing a deal is always your call.
  • Leads get a sentence on why the lead stands where it does: its status, how it came in, and how often and how recently it was active. The CRM keeps no lead score, and AI does not make one up.

Summaries are reused until the record changes​

A summary is written from the record as it is at that moment. Summarize again on a record that has not changed shows the same summary again without writing a new one, and it does not use your AI allowance. A new timeline entry, a new or finished task, or an edited note makes the next summary a new one.

A summary is kept for two weeks. Anyone in your workspace who can open the record can read its summary; other members cannot.

Draft a one-to-one email​

In the email composer on a contact, a deal or a lead, describe what the email should say (for example, "follow up on the quote and offer a call next week") and press Draft the message. The subject and message are filled in from what you asked and the record's timeline, greeted and signed with merge fields such as {{contact.firstName}}, which are filled in when the email is sent. If you have already written a message, you are asked before it is replaced.

AI never sends an email. Read the draft, edit it, and press Send yourself. A draft that includes an email address or a phone number is not offered, and AI is told never to make up a price, a date or a promise that neither your request nor the record mentions, so check any it states before you send.

Other members of your workspace cannot open a draft you asked for. What you type into the request is kept with the AI request, as every AI request is, and members of your workspace can see it in the list of AI jobs, so describe the email rather than pasting private details into the request.

Match an import's columns​

In a contacts, companies, deals or leads import, choose your file, then press Match columns. The import's matching table fills in with a suggested field for each column that has one, and the preview shows what the suggestion produces. Change any match, then press Import when the preview looks right.

Your file's rows are never sent. For each column, only its header and the kind of values under it are: email addresses, phone numbers, dates, numbers, yes-or-no values, web addresses, text, or an empty column. That kind is worked out in your browser. Matching works on files of up to 60 columns.

Other members of your workspace cannot see the matches suggested for your file.

What AI reads from a record​

The CRM decides what AI may read, and it reads the same record you would see. For a summary or an email draft, AI is given the whole record as the CRM shows it to you:

  • every standard field — for a person their name and its parts, salutation, job title, department, company, every email address, every phone and fax number, birthdate, assistant, who they report to, mailing and other address, lifecycle stage, lead source and Do not call; for a company its domain, website, phone, fax, account fields, billing and shipping address and parent company; for a deal its pipeline and stages, stage, amount, products, type, lead source, campaign, next step, probability, forecast category, the person and company it is with, and up to 10 of its contacts by name with the role each plays and which is Primary (a contact you cannot see is left out); for a lead its contact details, address, account fields, status and campaigns;
  • your picklists' labels as the record holds them, and your custom fields, each under its label;
  • the person's marketing consent — opted in and since when, declined, or none recorded;
  • who owns the record and who each open task is assigned to, by name;
  • the record's notes (their first 600 characters);
  • its 12 newest timeline entries: the day, the kind of activity, an email's sender, recipient, subject and delivery state, and the first 280 characters of what was logged;
  • up to 8 open tasks with their notes and, for a contact or company, up to 5 deals.

Text you wrote is sent as written. A record that holds a great deal at once has its longest texts — notes, timeline entries, task notes and custom values — shortened to fit, and no field is left out.

AI is never given a password, a sign-in token, an account identifier or a record's internal id. A related record — the company someone works for, the person they report to, a campaign — is named by its name.

Set up the CRM from the chat​

Ask Assist to build your CRM setup, for example "set up a sales pipeline for my agency: Discovery, Proposal, Negotiation, Won/Lost", "add a Budget field to opportunities" or "add Renewal as a deal type". The plan card lists each pipeline, field and list of values; once you confirm, they are saved to your CRM exactly as if you had set them up yourself in Deals and Custom fields. Unlike pages and emails, they are not drafts: a pipeline and a field are in use as soon as they are saved.

  • Pipelines. A new pipeline gets the stages you list, in order, with its Won and Lost stages named as you ask (otherwise Closed Won and Closed Lost). A stage's win probability is the one you give, such as "Proposal at 60%", or else is spread from low to high across the stages. Your first pipeline becomes the default; a later one does only when you say so. Ask to rename a pipeline, add a stage or put stages in a new order and the pipeline you have is changed instead of a second one made.
  • Custom fields go on contacts, companies (accounts), deals (opportunities) or leads, with the CRM's field types: text, number, date, choice, checkbox, link and currency. An amount such as a budget is a currency field, in the currency you name ("a Budget field in euros") or US dollars when you name none.
  • Picklist values. Ask to add values to a list the CRM keeps — "add Contacted as a lead status meaning Working", "add Podcast and Webinar series as inbound lead sources", "add Renewal as a deal type", "add Platinum to the Tier choices on companies" — and they are added at the end of the list, as Add value in CRM → Fields adds them. Every picklist there can be added to, and a custom Choice field's choices too. A lead status names what it means (never Qualified, which only converting a lead sets); a lead source may name its group, Inbound or Outbound. Nurturing is already a standard lead status. A value the list has, in any capitals, is left alone — an inactive one too, which you activate yourself — and AI never removes, renames, reorders or deactivates a value.
  • Nothing twice, nothing removed. Pipelines, stages and fields are matched by name, ignoring capitals, so asking again changes nothing that is already there. AI never removes a stage or a field, and a stage it was not told about stays where it is, after the ones you listed. A name a retired field still uses is refused: restore that field in CRM → Fields instead.

CRM setup needs the CRM on your plan (Starter and up) and, like setting it up yourself, the Manage data permission, which owners, admins and editors hold by default. A custom field belongs to the whole organization, so adding one needs access to every site. It uses no AI credits.

Who can use it​

CRM by AI needs the Generate with AI permission (see the AI permissions) and the CRM's own access to the record: the Manage data permission and access to the record's site. At the organization level, it works for members who can reach every site. On a site that has switched AI off, none of it appears on that site's pages.