How to activate and configure the CRM Autofill Add-on?

The CRM Autofill Add-on helps your team work smarter, not harder.

Powered by AI-driven conversation analysis, this smart add-on automatically detects and fills relevant CRM fields based on your call transcripts.

This means your sales and support reps can stay focused on engaging leads and customers, while repetitive and time-consuming data entry is handled automatically.

Currently available for Salesforce (non-customized integrations), CRM Autofill is designed to streamline your workflow and save your team hours of manual input. Support for additional CRMs is coming soon. 

1. How to activate the CRM Autofill Add-on

• Visit your Dashboard > Marketplace.
• In the Productivity section, click on "CRM Autofill".
• Click "Buy now". 

2. How to configure the CRM Autofill Add-on

• Once you have purchased the Add-on, go to the Integrations page.
• Click on the "Your integrations" tab.
• Click on a supported CRM (eg. Salesforce):

Scroll down to the bottom of the CRM configuration settings panel, until you reach the "CRM Autofill" section.

• Turn on the toggle to activate the Autofill settings.

• You will be presented with the configuration modal:

Step 1. Add a field group

💡 Field groups allow you to save specific configurations tailored to different use cases.

For example, you can create a field group named "SDR calls" to extract information from your sales representatives’ discussions with prospects.

Later, you might create another field group for your Support team, with different autofill settings that target a separate set of CRM fields and use distinct prompts to extract relevant information.

Let’s start by typing "SDR calls" in the Field group as an example:

Step 2. Add a CRM field 

• Next, click on "+ Add CRM field" and a submenu will open.

• You can pick your CRM field in the left hand selector.
• Then you can give it a name in Ringover in the right field.

In this example, we select a Task custom field in Salesforce meant to capture the prospect's main need and named it "AI_Main_Need" in Ringover.

💡 Supported fields (for Salesforce):

• Text
• Date/time
• Boolean (yes/no)
• Single picklist
• Multi picklist (a dropdown allows you to detect only specific values among the list, if needed)

Step 3. Add a prompt

Next, we're going to add the following prompt to detect the prospect's need expressed during the call, thanks to Ringover's AI.

⚠️ Prompt guidelines: 

• For best results, write one clear instruction per field, using simple language.
• Be specific about what to extract, when it should be extracted, and what format the response should follow.
• Clarify that if the information is not mentioned, no value should be returned.
• The information will be returned in the language of your prompt
   

Below is a list of prompts that will work efficiently in a context of prospecting calls.

Click "Done" once you are done editing the field.

• Remember to click "Save" to save your whole configuration at any time.
• Closing the modal will result in losing unsaved configuration.

Step 4. Repeat the operation

• To add more fields, repeat the operation by clicking on "Add CRM field".
• The fields will be displayed in a horizontal list. Click on any of them to edit or tweak the prompt to your liking.

Step 5. Add custom options (optional)

Without custom options being applied, the Autofill will start detecting values across ALL your call types and update your CRM fields across ALL the users who are part of your integration (in this example, users who are mapped in the Dashboard's Integration > Salesforce settings).

You can narrow down the perimeter on which the Autofill is applied by opening the custom options menu:

• Call types: by default 3 types are preselected (Incoming calls, Went to voicemail, Outgoing calls)
• IVRs: by default none are selected
• Groups of users: by default none are selected.

• Users: by default, all are selected. You must select specific users to restrain the selection.

   

In the example below, we have excluded the calls going to voicemails, and applied the detection across 7 users only that we have handpicked from the dropdown menu:

3. How to see the results in your CRM

• Navigate to the record in your CRM, whether it's a task, or an object page.
• In the example below, we navigate to the Salesforce task, from the Ringover call logs.
• The Autofill CRM AI has detected 5 relevant pieces of information from the call, helping save valuable admin time:

FAQ / Important considerations

Q1: Are my CRM object fields getting overwritten?

⚠️ Important: The fields you choose to map will be auto-filled when relevant information is detected in conversations. We recommend reviewing your field mappings carefully, as Ringover cannot be held responsible for any unintended changes to your CRM data.

✅ Best practice

In its initial version, the Autofill CRM runs in "Autosave" with the connected CRM, so it will insert values even if there's an existing value in the CRM.
To be on the safe side, it is recommended to target custom fields related to tasks, rather than writing on standard object fields (such as company, contact).

💡 Upcoming feature "Autosave: off"

In a subsequent version of the Autofill CRM Add-on, the admin will be able to disable "Autosave" by field.
When that setting is disabled, the user will be able to review the detected field value before choosing to manually update their CRM.

Q2. What AI is used in the CRM Autofill Add-on, and what happens to my data?

The CRM Autofill Add-on uses Ringover's AI-powered conversation analysis to extract relevant information from your call transcripts and automatically fill predefined CRM fields.

✅ Security & privacy first:

• Transcripts are processed within secure and compliant environments hosted in the EU, in accordance with the Ringover Data Processing Agreement (DPA).

• The AI model is hosted and runs within Ringover’s infrastructure, not via third-party cloud APIs like OpenAI.

• Only the fields you’ve mapped are affected, and you have full control over where data is written.