Section 20 · Sales Rep Work Elimination / Zero-Entry CRM
20.11Extract facts from old sales notes
Built in the POC- No.
- 20.11
- DMA's reference
- Decision Book p.38
- Phase
- Phase 1
- Autonomy
- L2 · Prepare, then wait for approval
- DMA's decision
- Yes
What DMA asked for · Decision Book p.38
Mine years of old sales notes for facts reps have forgotten.
Why it matters to DMA: The buried fact ("contract ends March") is often the reason to call today.
In our words, from DMA's Product Decision Book v3, page 38.
How we do it
- The audit reads each account's notes and keeps facts such as pain points, services wanted, the incumbent agency, contract end dates, budgets and decision makers.
- Every fact keeps the exact words and the note's date. A fact whose words aren't in the notes is dropped, not guessed.
- The facts feed the account brief, the score's reasons and the "why now" on Today.
The flow
It plays on its own while it's on screen; hover or use the controls to pause or step through.
A note
"They moved their SEO to BlueFin… contract ends March; call Q1."
- Nutshell
- AI
- Rule in code
- Stored data
- Screen
Where the data goes
The same six stages on every page. Nothing reaches Nutshell except through the write gate.
- 1Nutshell
Source
Notes in Nutshell, years of them.
- 2Sync
Copies Nutshell changes into the bridge database
Mirrors notes, encrypted.
- 3Bridge database
A copy of the CRM data, plus what the AI works out
Facts with quotes and confidence.
- 4AI
Claude models, only through DMA's own gateway
The audit reads the notes; code checks every quote.
- 5Write gate
The only way back into Nutshell: checked, approved when needed, sent once
Facts stay in the bridge; nothing is written to Nutshell.
- 6Nutshell
The system of record
Nutshell is not changed.
The tables behind it
Drawn from the POC's database catalogue: structure only, no data.
PK primary keyFK reference the database enforces (solid line)ID reference kept by id (dashed line)
| Table | What it holds | Columns |
|---|---|---|
| ai.extracted_facts | Facts the AI found, each with the exact quote it came from and a confidence. | 15 |
| crm.notes | Nutshell notes, mirrored and encrypted; the source of facts from old notes. | 16 |
How the tables connect (1)
| Column | Points to | Kept by |
|---|---|---|
| ai.extracted_facts.prompt_id | agent.prompts | The application (by id) |
Worked example
Synthetic demo data: every name, business and number is made up.
Facts kept from old notes in the POC (live counts, synthetic notes).
Facts by kind
| Fact | Kept |
|---|---|
| Pain point | 93 |
| Services wanted | 86 |
| Services proposed | 62 |
| Goals | 32 |
| Incumbent agency | 18 |
| Timing | 18 |
| Contract end date | 12 |
In the running POC
Northside Dental Group: the next best action and the facts behind it.
- 1The next best action.
- 2The facts from the notes.
- 3"Contract ends March", with its source.
Dashboard · Accounts, Northside Dental Group open. Captured from the running POC on September 25, 2026; synthetic data.
See it live
Opens the exact screen in the running POC, in a new tab.
Status
Built in the POC. This capability runs in the POC today, on synthetic data, end to end.