log-call-transcripts

name	log-call-transcripts
description	Analyzes sales call transcripts to extract key information and automatically logs the call as a Phone Call activity in Dataverse. Use when user says "log this call", "process this transcript", "save this call to CRM", "create a phone call record from this transcript", uploads a call recording transcript, or pastes meeting/call notes to be logged.
metadata	{"author":"Dataverse","version":"1.0.0","category":"sales-productivity"}

Log Call Transcripts

When a sales representative uploads or provides a call transcript, this skill extracts actionable information from the conversation and creates a properly structured Phone Call activity record in Dataverse. This eliminates manual data entry and ensures consistent activity logging across the sales team.

Instructions

Step 1: Receive and Parse Transcript

When the user provides a call transcript:

1. Accept the transcript content (text or file upload)
2. Identify the transcript format and parse it appropriately
3. Extract speaker labels if available (e.g., "Sales Rep:", "Customer:")

Step 2: Extract Key Information from Transcript

Analyze the transcript to identify and extract:

Participant Information:

• Customer name(s) mentioned
• Company/Account name mentioned
• Customer's role or title if mentioned
• Phone numbers discussed

Call Metadata:

• Call duration (if mentioned or calculable)
• Date/time of call (if mentioned, otherwise use current datetime)
• Call direction (inbound/outbound based on context)

Content Analysis:

• Subject/Topic: Main purpose of the call (e.g., "Product demo follow-up", "Pricing discussion", "Support inquiry")
• Key Discussion Points: Summarize 3-5 main topics discussed
• Action Items: Any commitments or next steps mentioned
• Customer Pain Points: Problems or challenges the customer mentioned
• Competitor Mentions: Any competitor products or companies referenced
• Budget Signals: Any pricing or budget discussions
• Decision Maker Signals: References to decision-making process or stakeholders
• Timeline Signals: Any urgency or timing requirements mentioned

Step 3: Match to Existing Records

Query Dataverse to find matching records:

Find Account:

Use read_query to search the account table:
- Search by company name mentioned in transcript
- Match on account.name field
- If multiple matches, list them for user confirmation

Find Contact:

Use read_query to search the contact table:
- Search by participant name(s) from transcript
- Match on contact.fullname or contact.firstname + contact.lastname
- Filter by accountid if account was identified
- If multiple matches, list them for user confirmation

Find Related Opportunity (if applicable):

Use read_query to search the opportunity table:
- Filter by customerid matching the identified Account or Contact
- Filter by statecode = 0 (Open)
- Present open opportunities for user selection if multiple exist

Find Related Lead (if no Account/Contact found):

Use read_query to search the lead table:
- Search by companyname or fullname
- Filter by statecode = 0 (Open)

Step 4: Prepare Phone Call Activity Record

Construct the Phone Call record with extracted information:

Required Fields:

• subject: Generated from call topic (max 200 characters)
• description: Detailed call summary including:
  • Key discussion points
  • Customer pain points identified
  • Action items and next steps
  • Any competitor or budget mentions
• phonenumber: Customer phone if extracted
• directioncode: true for outgoing, false for incoming
• actualdurationminutes: Call duration in minutes

Regarding Object (Link to primary record):

• Set regardingobjectid to the most relevant record:
  • If opportunity was discussed → link to Opportunity
  • If no opportunity but account identified → link to Account
  • If only contact identified → link to Contact
  • If only lead identified → link to Lead

Activity Party Fields:

• from: The sales rep (current user/systemuser)
• to: The customer contact(s) identified

Additional Fields:

• statecode: 1 (Completed)
• statuscode: 2 (Made) for outgoing or 4 (Received) for incoming
• category: "Sales Call" or appropriate category
• actualstart: Call start time
• actualend: Call end time

Step 5: Create the Phone Call Record

Use create_record tool with tablename: phonecall
Include all prepared fields in the item parameter as JSON

Step 6: Create Follow-up Task (if action items identified)

If action items were extracted from the transcript:

Use create_record tool with tablename: task
- subject: First action item or "Follow-up from call with [Customer Name]"
- description: List of all action items from the call
- regardingobjectid: Same as the phone call record
- scheduledend: Based on timeline mentioned or 3 business days from now
- prioritycode: Based on urgency signals (1=High, 2=Normal, 3=Low)

Step 7: Add Detailed Notes (if needed)

If transcript contains detailed technical or strategic information:

Use create_record tool with tablename: annotation
- subject: "Call Transcript - [Date]"
- notetext: Full transcript or detailed notes
- objectid: Link to the created Phone Call activity
- objecttypecode: "phonecall"

Step 8: Update Related Records (if applicable)

Based on transcript content, suggest updates to related records:

Update Opportunity (if linked):

• If competitor mentioned → suggest updating opportunity competitive information
• If budget discussed → suggest updating budgetamount
• If timeline clarified → suggest updating estimatedclosedate

Update Lead (if linked):

• If qualification signals found → suggest updating leadqualitycode
• If budget discussed → suggest updating budgetstatus
• If decision maker confirmed → suggest updating decisionmaker field

Examples

Example 1: Standard Sales Call Logging

User says: "Log this call transcript:

Sales Rep: Hi John, thanks for taking my call today. John: No problem Sarah. We're really interested in learning more about your Enterprise solution. Sales Rep: Great! I know Contoso has been evaluating options. What's driving the timeline? John: We need to make a decision by end of Q1. Our current vendor Acme Corp has been having reliability issues. Sales Rep: I understand. What's your budget range for this project? John: We're looking at around $50,000 for the initial implementation. Sales Rep: Perfect. Let me send you a proposal by Friday and we can schedule a demo for your team next week. John: Sounds good. Make sure to include our CTO, Mike Chen, on that invite."

Actions:

1. Parse transcript and extract participant names (John, Sarah), company (Contoso)
2. Query Dataverse for matching Account "Contoso" and Contact "John"
3. Extract key signals: budget ($50K), timeline (Q1), competitor (Acme Corp), stakeholder (Mike Chen, CTO)
4. Create Phone Call record linked to Contoso account
5. Create follow-up Task "Send proposal to Contoso" due Friday

Result:

• Phone Call created: "Enterprise Solution Discussion with Contoso"
• Follow-up Task created with Friday deadline
• Suggested updates: Add $50K budget to opportunity, add Acme Corp as competitor

Example 2: Support Call with No Existing Records

User says: "Process this support call - customer called about integration issues"

Actions:

1. Parse transcript for customer details
2. Search Dataverse - no matching account/contact found
3. Create Phone Call with extracted details
4. Prompt user: "No matching account found. Would you like to create a new Lead?"

Result: Phone Call logged with suggestion to create new Lead record

Troubleshooting

Error: No matching Account or Contact found

Cause: Company or person name in transcript doesn't match any Dataverse records Solution:

• Check for spelling variations or abbreviations
• Ask user to confirm the correct account/contact
• Offer to create a new Lead record if appropriate

Error: Multiple matching records found

Cause: Common names or company names match multiple Dataverse records Solution:

• Present the list of potential matches to the user
• Ask user to select the correct record before proceeding
• Use additional context (phone number, email) to narrow matches

Error: Phone Call creation failed

Cause: Missing required fields or invalid field values Solution:

• Ensure subject is under 200 characters
• Verify regardingobjectid points to a valid record
• Check that directioncode is a valid boolean value

Output Format

After processing, provide the user with:

1. Summary: Brief confirmation of what was logged
2. Phone Call Record: Link/ID of created phone call activity
3. Key Extracted Information: Bullet points of main findings
4. Follow-up Task: Link/ID if created
5. Suggested Updates: Any recommended updates to related records

Example Interaction

User Input: "Log this call transcript:

Sales Rep: Hi John, thanks for taking my call today. John: No problem Sarah. We're really interested in learning more about your Enterprise solution. Sales Rep: Great! I know Contoso has been evaluating options. What's driving the timeline? John: We need to make a decision by end of Q1. Our current vendor Acme Corp has been having reliability issues. Sales Rep: I understand. What's your budget range for this project? John: We're looking at around $50,000 for the initial implementation. Sales Rep: Perfect. Let me send you a proposal by Friday and we can schedule a demo for your team next week. John: Sounds good. Make sure to include our CTO, Mike Chen, on that invite."

Skill Output: ✅ Phone Call Logged Successfully

Record Created: Phone Call - "Enterprise Solution Discussion with Contoso"

Key Information Extracted:

• Account: Contoso (matched in Dataverse)
• Contact: John (linked to Contoso)
• Topic: Enterprise solution evaluation
• Competitor Mentioned: Acme Corp (reliability issues)
• Budget Signal: $50,000 for implementation
• Timeline: Decision by end of Q1
• Decision Maker: Mike Chen (CTO) to be included

Follow-up Task Created: "Send proposal to Contoso" - Due: Friday

Suggested Updates:

• Update Opportunity "Contoso Enterprise Deal" with budget amount $50,000
• Add competitor "Acme Corp" to opportunity
• Update estimated close date to Q1 end

Dataverse Tables Used

Table	Purpose
phonecall	Primary record created for the call activity
account	Query to match company mentioned in transcript
contact	Query to match participant names
opportunity	Query for related open deals, link as regarding object
lead	Fallback if no account/contact found
task	Create follow-up tasks for action items
annotation	Store full transcript as attachment

Key Fields Reference

phonecall:

• subject (NVARCHAR 200) - Call title
• description (MULTILINE TEXT) - Call summary and notes
• phonenumber (PHONE) - Customer phone number
• directioncode (BIT) - true=Outgoing, false=Incoming
• actualdurationminutes (DURATION) - Call length in minutes
• actualstart (DATETIME) - When call started
• actualend (DATETIME) - When call ended
• regardingobjectid (LOOKUP) - Polymorphic link to account, contact, lead, or opportunity
• from (ACTIVITY PARTY) - Caller (systemuser, contact, account, lead)
• to (ACTIVITY PARTY) - Call recipient (contact, account, lead)
• leftvoicemail (BIT) - Whether voicemail was left
• statecode (STATE) - Open(0), Completed(1), Canceled(2)
• statuscode (STATUS) - Open(1), Made(2), Canceled(3), Received(4)

activityparty (for from/to fields):

• partyid (LOOKUP) - Polymorphic reference to participant (contact, account, lead, systemuser)
• participationtypemask (CHOICE) - Sender(1), To Recipient(2), etc.

annotation (for transcript storage):

• subject (NVARCHAR 500) - Note title
• notetext (MULTILINE TEXT) - Full transcript content
• objectid (LOOKUP) - Link to phonecall record
• objecttypecode (NVARCHAR) - "phonecall"