What is a Smart Record?
A Smart Record is an AI-driven tool to create multiple records that are linked from a single content source.
Why and when would you use the Smart Record?
The Smart Record is an excellent way to simultaneously create multiple records that are linked. Ideal times to use this record are when you are creating records of a meeting or other activity that will have multiple stakeholders listed and may also include a follow-up task. A good case example is meeting minutes with a list of attendees and follow-up actions.
What can I do with it?
You can use a Smart Record to input a single piece of content to create an Interaction linked to multiple Stakeholders, Individuals and Organisations, that can also be linked to Properties (if you have the module) and a Task.
Who benefits from it?
Anyone who is time poor and wants to quickly and easily generate multiple linked records from a single activity or content source. This tool is especially helpful if you are conducting stakeholder engagement activities like door knocking, community pop-ups, face to face workshops or events.
Smart Record Creation Process
The new Simply Stakeholders AI-driven Smart Record feature allows you to efficiently create multiple records from a single input of content; including stakeholders, organisations, interaction records, linked properties, and tasks.
Key Steps
Click the Green Plus button in the top left and select Smart Record
Paste the content into the smart record content box.
Click on the generate button to extract Individual Stakeholders and Organisations.
Review and edit the extracted information, removing any incorrectly created Individual Stakeholders or Organisations.
If the system detects a duplicate Stakeholder, it will highlight the Stakeholder and show the option to link to the Stakeholder instead:
Assign a method to the Interaction record.
Assign a confidentiality level if needed.
If you have the Properties module you can enter Properties you wish to link to the record. You can link to an existing Property or create a new one.
For follow up actions, you can choose to add a Task to generate and assign to the record.
Save the Smart Record to generate your multiple records.
A Notification will be generated to show the created smart record, listing newly created Stakeholders and the Interaction.
The Smart Record will link all Stakeholders to the Interaction and any other records created.
Notes
Ensure you review the extracted information for accuracy before saving.
Populate the mandatory fields including Subject and assigned Method for Interaction.
Be cautious when removing or editing information to maintain data integrity.
If you try to exit the record before saving, you will get an "Unsaved Changes" validation message asking to confirm action "Discard changes" or "Continue Editing":
Tips for Efficiency
Utilise the auto-tagging feature to save time on manual tagging.
Regularly check notifications for updates on created records.
Take advantage of the smart record feature to streamline the record creation process and save time.
By following these steps, you can effectively use the smart record feature to create multiple records efficiently and accurately.
If you have any questions please reach out to your Customer Success Account Executive or email [email protected].
Video walkthrough