Section 20 · Sales Rep Work Elimination / Zero-Entry CRM
20.3Follow-up email draft
Built in the POC- No.
- 20.3
- DMA's reference
- Decision Book p.36
- Phase
- Phase 1
- Autonomy
- L2 · Prepare, then wait for approval
- DMA's decision
- Yes
★ Marked "non-negotiable, build first" in the book.
What DMA asked for · Decision Book p.36
Draft the follow-up e-mail after the call, ready for the rep to send.
Why it matters to DMA: A same-day follow-up that repeats what was agreed wins deals; writing it is the task reps put off.
In our words, from DMA's Product Decision Book v3, page 36.
How we do it
- The conversation model writes the follow-up from the checked facts and promises only, in the rep's name.
- The claims check reads it like every prospect-facing text: a claim about DMA must come from the approved library, or the draft is rewritten once or blocked.
- It is saved as a draft. Approving the batch never sends it; the rep sends it from their own mailbox.
The flow
It plays on its own while it's on screen; hover or use the controls to pause or step through.
The facts
What Greg said and what each side promised.
- Stored data
- AI
- Rule in code
- Screen
Where the data goes
The same six stages on every page. Nothing reaches Nutshell except through the write gate.
- 1Call transcript
Source
A call transcript: pasted, or a Zoom .vtt / .txt file dropped on the account (text only, 512 KB at most).
- 2Sync
Copies Nutshell changes into the bridge database
Reads the account, people and open deals from the mirror, to match the call to the right company.
- 3Bridge database
A copy of the CRM data, plus what the AI works out
The run, the facts with their quotes and the e-mail draft are stored; the transcript is kept encrypted.
- 4AI
Claude models, only through DMA's own gateway
The fast model reads the call and copies exact words; code checks every quote, date and amount. The conversation model drafts the follow-up.
- 5Write gate
The only way back into Nutshell: checked, approved when needed, sent once
Every change waits as one batch for one approval, then leaves through the write gate with 30 seconds to undo.
- 6Nutshell
The system of record
The note, the tasks and the fields appear on the deal, marked as written by DMA AI.
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 |
|---|---|---|
| conv.email_drafts | E-mail drafts, encrypted, with the checks they passed; a draft is never sent without approval. | 39 |
| ai.scribe_runs | One row per logged call: the transcript's fingerprint, the account it matched, the extraction and the approval batch it produced. | 24 |
How the tables connect (6)
| Column | Points to | Kept by |
|---|---|---|
| conv.email_drafts.conversation_id | conv.conversations | The application (by id) |
| conv.email_drafts.approval_id | ctrl.approvals | The application (by id) |
| conv.email_drafts.agent_version_id | agent.agent_versions | The application (by id) |
| conv.email_drafts.decision_id | ctrl.decision_log | The application (by id) |
| ai.scribe_runs.conversation_id | conv.conversations | The database (foreign key) |
| ai.scribe_runs.approval_id | ctrl.approvals | The database (foreign key) |
Worked example
Synthetic demo data: every name, business and number is made up.
The follow-up from the Summit HVAC call (real draft).
The draft
- To
- Greg Hollis
- Subject
- Following Up on Our Call and Proposal
- Says
- The proposal comes by Tuesday 29 September; Greg shares Google Ads access by Friday 25 September; month-to-month noted.
- Signed
- Tom
- Status
- Draft: approving saves it; it never sends it.
In the running POC
The CRM updates from one logged call, waiting for one-click approval (a real run on synthetic data).
- 1Each change and the exact words it came from.
- 2The follow-up e-mail, drafted and claim-checked; approving saves it, it never sends.
- 3One click approves the whole batch; each line can also be edited or dropped.
Dashboard · Approvals, the CRM updates from one call transcript. 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.
| Open | Where | What to try |
|---|---|---|
| Accounts → Log a call | DMA AI dashboard | Open an account and paste or drop a Zoom transcript. |
| Approvals → CRM updates | DMA AI dashboard | The changes from a logged call, each with the quote it came from. |
Status
Built in the POC. This capability runs in the POC today, on synthetic data, end to end.