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Auto-populate CRM Fields Using Conversation Recordings

Article author
Apollo Team
Updated

Overview

Your team's conversation recordings contain valuable information about prospects, from identification of the decision makers in a sales process to the amount a prospect has budgeted for a product.

Apollo enables you to auto-populate fields in your CRM based on conversation recordings from your team. This means important information can live in both Apollo and your CRM, better ensuring alignment across your team.

The following sections show how map fields according to the BANT and MEDDPICC sales methodologies and start auto-populating fields in your CRM.

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Before You Start

Before you auto-populate your CRM fields, you need to ensure that you have set up deals for your team's Apollo account. Apollo populates custom deals fields with the information from conversation recordings in order to sync with your CRM. If you haven't used deals previously, check out Deals Overview to learn more about deals, then launch Apollo and click Deals to start the set-up process.

If not already set up, you also need to integrate Apollo with your CRM in order for these fields to sync deals information to these platforms:

When setting up the CRM integration, you need to enable the Apollo setting for deals to push to the CRM. If you do not enable the setting, the information will only be pushed to deals within Apollo, not the connected CRM.

To enable the deal push setting, launch Apollo and click Settings > Integrations. Click View for your connected CRM, then access the Deals tab and check the box for Push deals.

Enable deals push for CRM.

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Set Up Auto-populate CRM

 
Permissions Required

If you're not an admin in your team's Apollo account, you might need additional permissions to enable this functionality. If you encounter issues, please contact an Apollo admin on your team and request they either enable auto-populate CRM functionality, or update the Conversations permissions for your permission profile so you can make changes.

To enable Apollo to auto-populate your CRM fields using conversation recordings:

  1. Launch Apollo and click Conversations.
  2. Click a conversation recording to access it. Access a recording.
  3. Click Push to CRM > Sync CRM Fields. Choose to sync to CRM fields.
  4. Click Get started now. Get started with mapping.
  5. Choose an Opportunity field (CRM) to map to each Apollo conversation object. You can use fields from both the BANT and MEDDPICC sales methodologies. You do not have to map all fields. Map fields according to sales methodology.
  6. Toggle the Populate slider on to auto-populate CRM fields with information from Apollo conversation recordings. You will manually review the field entries before they sync.

    If you choose not to auto-populate a field, Apollo will not collect information to manually map it later. Determine which fields to auto-populate.
  7. Click Finish to save the field mapping.

You've now enabled Apollo to auto-populate CRM fields using information from conversation recordings. Next, you need to manually review and approve the fields after each recording has been processed.

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Review and Approve Fields Before Syncing to Your CRM

With auto-populate CRM enabled, Apollo will prompt you to review fields before syncing the details of your call to your CRM.

Once Apollo finishes analyzing a recording and changes the call's status to Complete, you can review the fields to be synced. To do so:

  1. Launch Apollo and click Conversations.
  2. Click a conversation recording to access it.
  3. Click Push to CRM > Sync CRM Fields. Access fields to review.
 

Once Apollo has analyzed a recording, you'll receive an email letting you know that a meeting summary is available. Click Update CRM in the email to go directly to the fields review in Apollo.

Access fields to review.

  1. Review the information that Apollo pulled from the recording. Review the fields details.
  2. To remove a field from the sync, uncheck the box for it. To edit the information before syncing a field, click the pencil icon. Edit the fields details.
  3. Click Sync fields to push the info to your CRM.

You've now synced your call details to your CRM.

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Edit CRM Field Mappings

To edit the field mapping from Apollo conversation objects to your CRM fields:

  1. Launch Apollo and click Admin Settings > Team & Workspace setup.
  2. Click Field mappings within the Team conversations settings.
  3. Update the mapped fields and the Populate settings as needed. Update the field mapping.
  4. Click Submit to save the updated field mapping.

You've now updated the field mapping.

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