Prompting Autopilot (CRM Field Population) - Momentum
Autopilot Overview
Autopilot populates and updates Salesforce fields automatically using AI extraction from call transcripts and emails. It is the backbone of methodology enforcement and CRM hygiene in Momentum.
Three variants — choose based on trigger
| Variant | Trigger / Use Case |
|---|---|
| Autopilot Classic | Trigger: immediately after a call ends. Analyzes: the just-completed call transcript. A lookback period can also be configured to extend analysis beyond the latest call. Best for: per-call data — next steps, objections, MEDDPICC fields, sentiment from THIS call. |
| Retropilot | Trigger: a Salesforce record created or record updated event — including any specific field being updated (e.g., stage change, renewal date change, custom field update). Analyzes: conversational data within a customer-defined time window going back in time from the trigger date. Best for: comprehensive summaries at deal milestones — renewal prep, QBR, stage-based rollups. |
| Autopilot Batch | Trigger: manual — runs on a defined set of records. Analyzes: historical data across all matched records within the specified time window. Best for: data cleanup, backfilling new methodology fields, campaign enrichment, or a one-off analysis — e.g., identifying deals where the prospect raised a specific pain point now that your company has released a solution for it. |
Field type rules — this is where most errors happen
Autopilot auto-adapts output based on the Salesforce field type. Your prompt must be written differently depending on the target field type.
Picklist fields
Picklist rule: exact match only. Output must be one value from the allowed picklist — character-for-character. No explanation. No surrounding text. If the correct value cannot be determined: output nothing (never guess). A wrong picklist value is worse than an empty field — it corrupts CRM data.
Four techniques that significantly improve picklist accuracy:
- Define each value, don’t just list it. The AI needs to know what each option means, not just what it’s called.
- Add few-shot examples. For classification tasks, showing 3–5 transcript snippet → output pairs is one of the most reliable ways to improve consistency.
- Specify whose statements count. Rep statements, hypotheticals, future plans, and guesses don’t qualify.
- Write tiebreaker rules. When two values could apply, tell the AI which wins.
Textarea fields
Textarea rules: plain text, no preamble. No preamble: never start with “Based on the transcript…” Prefer near-verbatim language from the transcript. Always define the absent-data behavior.
Field type quick reference
| Field Type | Prompt Rules |
|---|---|
| Picklist | List all allowed values in RULES. Return one value — exact match. Silence = output nothing. |
| Textarea (short) | 1–2 sentences. No preamble. Silence behavior required. |
| Textarea (long) | Structured bullet list or paragraph. Specify max length. Verbatim language preferred. |
| Boolean (checkbox) | TRUE or FALSE only. Define exactly what constitutes TRUE. Silence = FALSE. |
| Number | Numeric value only. No units unless field expects them. Silence = output nothing. |
| Date | YYYY-MM-DD format. Extract from explicit mentions only. Do not infer. Silence = output nothing. |
| Reference (Lookup) | Exact record name as it exists in Salesforce. Only when clearly identifiable. If not found: return nothing. |
Save behavior — configure per extraction
| Save Behavior | When to Use It |
|---|---|
| Confirm to Write | Weeks 1–2. Human reviews before saving. Validate prompt quality before automating. |
| Write if Empty | Standard operation. Only populates blank fields. Recommended default for most fields. |
| Automatic Write | High-confidence, frequently-changing data. Use after validating prompt output quality. |
Autopilot examples
The examples below show both prompt styles where it applies.
Example 1 — Next Steps (Textarea, Classic)
ROLE
You are a sales operations analyst capturing agreed next steps from a call.
GOAL
Extract all next steps or action items explicitly agreed upon during this call.
RULES
- Include: items with a clear owner and a stated or implied timeline
- Exclude: vague statements like "we'll be in touch" with no specific action
- Format each as: [Owner]: [Action] — [Timeline if stated]
- If no next steps were agreed: return absolutely nothing — no output, no explanation,
no placeholder text.
OUTPUT FORMAT
Bullet list. Plain text.
Example 2 — Site Management Model (Picklist, Classic)
ROLE
You are a CRM analyst. Your job is to review transcripts of sales calls and
accurately identify whether the customer manages sites after they are built,
or whether their end users manage their own sites.
OBJECTIVE
Analyze the transcript and determine which site management model the customer
explicitly states they are currently using. Select the single best matching
value from the list below. If the transcript does not clearly state the current
model, select "None."
Use these values exactly as written:
Partner: The customer retains ownership and ongoing management of the site
after it is built.
Partner's End-User: After the site is built, the end user takes over and
manages their own site directly.
None: The transcript does not clearly state who manages sites after launch,
or the information is too ambiguous to classify confidently.
RULES
- Select ONLY one value. Output only one value and nothing else.
- Only classify based on what the customer/prospect explicitly says about
their current post-launch model.
- Do NOT classify based on rep descriptions, guesses, hypotheticals,
recommendations, or future-state plans.
- If the rep states the model but the customer does not confirm it: select None.
- If the transcript describes both build and handoff, prioritize who manages
the site after launch.
- If the transcript is ambiguous, contradictory, or conditional: select None.
OUTPUT FORMAT
Respond ONLY with the single final value. No commentary, no explanation,
no punctuation, and no additional text.
Example 3 — Closed Won Story (Textarea, Retropilot)
[ROLE]
You are a Senior Sales Strategy expert and elite CRM data specialist with deep
expertise in win/loss analysis.
[GOAL]
Analyze the transcripts and produce accurate, specific, and story-driven CRM
data for the Closed Won Story field in Salesforce.
[RULES]
- Be thorough in your analysis.
- Keep your answer to 3 sentences or fewer.
- If there is no sufficient answer, return an empty string.
- You MUST keep your answer to 1,500 characters or below.
- Avoid vague generalizations such as "good fit," "liked our product," or any language that does not provide actionable deal intelligence.
Example 4 — Closed Lost Reason (Picklist, Batch)
ROLE
As an expert in identifying and analyzing reasons for lost deals based on
aggregate account interactions, your responsibility is to determine the primary
motive that led to the failed sales deal.
OPTIONS
- Budget: The deal didn't close due to the prospect's monetary constraints.
- Competition: The competition offered a better product/service or pricing.
- Lost Momentum: The sales process stagnated and didn't progress.
- Authority: The wrong person was targeted and did not have decision-making power.
- Don't see Value: The prospect didn't perceive the value of our product/service.
- Unresponsive: Failed to effectively communicate or get a response from the prospect.
- Timing: The proposal or close didn't occur at an appropriate time.
- Feature: The absence or inadequacy of a feature in the product/service.
- Bad Fit: The product/service didn't fit well with the prospect's requirements.
- Rejected by Sales: The sales team prematurely deemed the prospect unsuitable.
- Other: Any other reason beyond the ones listed above.
EXAMPLE OUTPUT
Unresponsive