Fill CRM columns with extraction routines
What an extraction routine does
An Extraction routine reads one customer's conversation and available files and fills the Structured Fields it declares, such as a status, a category, a score, or a next step. It writes no report page: its result is the values themselves, which an admin can show as columns on the CRM table. An extraction does not change the customer's conversation or files, and it sends nothing to the customer.
Use an extraction routine when you want values in the table, and a Report routine when you want a page to read (see reports). The two run separately: an extraction reads the conversation itself, not a report.
Set one up
In Assistant → Tricks, create a routine and set its Type to Extraction. Write its Instructions about how to judge each value from the conversation.
Under Structured Fields, add each value the routine fills. Each field has a key and a label, and is one of:
- a list of allowed values (for example green, yellow, red): every run must answer with one of them exactly;
- a number, such as an order total or a count, which sorts by value in its column; or
- free text, up to a short paragraph.
An extraction routine needs at least one field and can declare up to 32. Saving a field list replaces the previous one, so a field you leave out is removed, and any column showing it stops showing values.
The other settings work as they do for a report routine: History scope, Pass images to the model, Include current phase prompt, and Memory (see routines-and-checklists). An extraction routine has no quality setting and cannot place images.
Run it
Extraction routines appear in Select report in a customer's Reports section (on their CRM row or in the Inbox contact details) beside report routines. A completed run opens in the report viewer with its values under Extracted Fields, and no report page. A run whose answer does not fit its fields is asked to fix it a few times; if it still does not fit, the run is marked failed and the previous values stay in place. You can stop a running extraction like a report.
From the CRM table, Refresh extracted values… (in the ⋯ menu next to the search box) runs the extraction routines behind the cells you select, for many customers at once (see phases-table).
Each run uses credits. Extraction runs are listed as Extracted columns on the Usage tab, apart from Reports.
Show values as columns
Admins add a field as a column from the CRM gear panel: select Add extracted column, pick the field, set its label, and — for a list field — choose a color for each value. The column then shows the latest successful value for every customer, read-only, with a small colored dot beside a listed value. See phases-table for the full column setup.
The Consultant can also propose an extraction routine together with its extracted column, for your approval (see consultant-proposals).