CRM Workflow Quick Reference

A cheat sheet for the complete discovery-to-deal workflow. Get up and running in 5 minutes.

Quick Start (5 minutes)

1
Record or upload a customer conversation
2
Create an opportunity from CRM sidebar
3
Link the conversation to the opportunity
4
Review auto-extracted stakeholders & next steps
5
Get AI advice on next moves

✅ Done!

Your deal intelligence is now centralized and actionable.

Complete Workflow

Phase 1: Capture Conversation

Home → Record Now

↓

Interview processing runs (1-2 min)

↓

Transcript + Evidence generated

Phase 2: Create Opportunity

Sidebar → CRM

↓

+ New Opportunity

↓

Fill: Title, Stage, Amount, Close Date

↓

Create

Phase 3: Link & Extract

Interview Detail → Link to Opportunity

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Select opportunity (or create new)

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Sales Lens extraction runs (1-2 min)

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Stakeholders + Next Steps appear

Phase 4: Review & Edit

Opportunity Detail Page

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Review Stakeholder Matrix

├─ Edit Type (DM, I, B)

├─ Update Influence (L/M/H)

└─ Add missing stakeholders

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Review Next Steps

├─ Assign owners

├─ Set due dates

└─ Add manual steps

Phase 5: Get AI Advice

Opportunity Detail → AI Deal Advisor

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Click "Get Advice"

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Review:

• Status Assessment

• 2-3 Recommendations

• 1-2 Risk Factors

• Confidence Level

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Take action on recommendations

Key Concepts

Stakeholder Types

Code	Role	When to Use
DM	Decision Maker	Has final approval authority
I	Influencer	Provides input, makes recommendations
B	Blocker	Can prevent or delay purchase
-	Unknown	Role not yet clear

Influence Levels

Level	Meaning	Examples
High	Can make or break the deal	C-level, VP, Budget holder
Medium	Strong voice but not final say	Director, Manager, Champion
Low	Limited impact on decision	End user, Analyst

Deal Stages

Stage	Description	Typical Activities
Discovery	Qualifying the opportunity	Initial conversations, pain discovery
Proposal	Presenting solution	Demos, POCs, pricing discussions
Negotiation	Working toward close	Contracts, legal review, approvals
Closed-Won	Deal signed	Onboarding, implementation
Closed-Lost	Opportunity lost	Post-mortem, nurture for future

Power User Tips

Speed Up Data Entry

Click any field in stakeholder matrix to edit
Press Tab to move to next field
Press Enter to save and continue

Improve AI Accuracy

✅ Do this:

• Link conversations within 24 hours
• Correct stakeholder names immediately
• Add context in Notes that wasn't said
• Update next step owners/dates promptly

❌ Avoid this:

• Linking wrong conversations to deals
• Ignoring "Unknown" stakeholder types
• Leaving next steps unassigned
• Not refreshing advice after updates

Team Collaboration

→Copy opportunity URL and share in Slack with context
→Project opportunity detail on screen during deal reviews
→Walk through stakeholder matrix together
→Assign next steps to team members live

Common Issues

Issue: No stakeholders after linking

Quick Fix:

Wait 2 minutes for processing
Refresh page
Check if conversation actually linked (see "Linked Interviews")
Manually add if still missing

Issue: AI Advisor says "insufficient data"

Quick Fix:

Ensure at least 1 conversation linked
Add 2-3 stakeholders (even manual)
Add at least 1 next step
Try "Get Advice" again

Issue: Next steps seem wrong

Quick Fix:

Review source evidence (hover to see)
Edit description inline
Delete if completely wrong
Add manual next step with correct info

Issue: Can't find opportunity

Quick Fix:

Check you're in right project (top nav)
Use search bar on opportunities page
Check other stages on kanban board
Verify it saved (look for success message)

Metrics to Track

Deal Health Indicators

Stakeholder Coverage - Do you have DM + Champion?
Next Step Momentum - All steps owned with dates?
Conversation Frequency - Talking at least weekly?
Risk Mitigation - Addressing AI-identified blockers?

Team Performance

→Opportunities Created - Per rep, per week
→Conversations Linked - % of calls tracked
→AI Recommendations Actioned - How many implemented?
→Time to Next Step - Average time from call to action