Call summaries on the client¶

Nobody writes up a phone call as well as they mean to. This workflow turns every real conversation into three bullet points and a list of next steps, filed on the client.

The Call summaries on the client workflow on the canvas: A call ends, then Over a minute?, then Find the client, then Transcribe, then Summarise, then File on client

Before you start¶

BaseCloud telephony with call recording
Credit for the Speech to Text and AI Prompt tasks

The workflow¶

Step	Task	Type	What it does
1	A call ends	Call Connect Trigger	Starts whenever a call finishes
2	Over a minute?	If Statement	Continues only for calls longer than a minute
3	Find the client	Match to Client(s)	Finds the client by the other party’s number
4	Transcribe	Speech to Text	Turns the recording into text
5	Summarise	AI Prompt	Summarises the conversation and lists next steps
6	File on client	Workflow Note	Files the summary on the client, marked done

About the variables

Values such as {{task_36407_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. A call ends¶

Task: Call Connect Trigger. Starts whenever a call finishes.

This task has no settings to fill in.

2. Over a minute?¶

Task: If Statement. Continues only for calls longer than a minute.

Field	Set it to
Condition	`{{task_36407_talk_duration}}` is greater than `60`

3. Find the client¶

Task: Match to Client(s). Finds the client by the other party’s number.

Field	Set it to
Action	`Match to Client`
Find the client by	Contact cell number = `{{task_36407_leg_b_number}}`

4. Transcribe¶

Task: Speech to Text. Turns the recording into text.

Field	Set it to
Audio URL	`{{task_36407_recording_url}}`

5. Summarise¶

Task: AI Prompt. Summarises the conversation and lists next steps.

The AI Prompt task named Summarise, opened to its settings

Field	Set it to
Input	`{{task_36410_dialogue_text}}`
AI model	`OpenAI · GPT-5 Mini (Balanced)`
What type of analysis do you want to do?	`Custom Prompt`
Output Format	`Text (default)`

Prompt

Summarise this phone call for the client record in three short bullet points, then list the agreed next steps under a heading "Next steps". Keep names and dates exactly as spoken.

6. File on client¶

Task: Workflow Note. Files the summary on the client, marked done.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36409_match_client_id}}`
Note Type	`Note`
Priority	`Low`
Due Date	`Now`
Tag Users	`{{task_36409_match_client_responsible_manager}}`
Mark above users as	`Done`

Message

Call summary

{{task_36411_output}}

Recording: {{task_36407_recording_url}}

Make it yours¶

Raise or lower the minimum length in Over a minute?.
Change the prompt in Summarise to pull out what matters in your business.