Maximize your team’s efficiency by automating CRM data entry. Our seamless AI CRM filling template setup experience allows you to create, test, and publish templates in a few guided steps.
Table of content
1. Prerequisites
You must be an Admin or Manager in Modjo.
Modjo AI must be activated for your organization.
Your organization must be integrated with Salesforce or HubSpot.
Make sure that the person who set up the integration between Modjo and your CRM has editable rights and access (CRUD access) to the CRM fields you will want to fill.
Access the AI CRM Filling section in Settings to get started. Once there, you can view existing templates or create a new one.
2. Creating a template
Creating an AI CRM filling template in Modjo goes through 5 main steps:
Choose your creation method: from a common use case or from scratch
Adjust teams and tags filters: to apply your template only to relevant calls
Select CRM fields: to link your prompt to field you want it to populate
Write and test your prompts: to assess your template quality before applying it on calls for real!
Finalize setup: choose synchronization rules, give your template a name and choose your output language
A. Choose your creation method
When you select create a new template, you will then first have to choose between 2 creation methods:
Start from a use case: choose from a library of predefined templates optimized for common scenarios.
Start from scratch: begin with a blank template.
💡 Tip: If you’re not sure which route to take, try a use case to save time, then adjust fields or prompts as needed.
B. Adjust teams and tags filters
Next, decide which calls this template will apply to:
Refine your scope: Answer “Yes” if you want to apply the template to specific teams or call tags (e.g., “Qualification calls” or “Account Executives”).
💡 You can choose all the tags and teams you want. Be mindful to only use teams and tags that are compatible together. For example, if you select the team “Account Executive” and a tag “BDR outbound calls”, there are little chance that your template would apply to any call since calls made by the Account Executive team have little chance to be tagged as BDR outbound calls.
2. Advanced settings (optional):
Call Duration: Filter by a minimum or maximum duration.
Providers: Narrow down calls from specific telephony providers.
💡 Tip: applying filters to the calls targeted by your template is often a good idea! It allows you to make sure that your template will only apply to relevant calls and avoid wrong or irrelevant CRM fields push (in case of automatic synchronization) or suggestion (in case of manual synchronization).
3. Click Continue to save your selections.
Finish later: From this step onward, you can click Finish later to save your progress as a draft. Name your template, and you’ll be able to resume exactly where you left off.
C. Selecting CRM Fields
Choose from your CRM objects (Contact, Opportunity, Account or even Lead if you are using Salesforce) the field you want to fill (text, date, number, picklist, etc. The icon on the left of the field helps you identify what it the field type.)
Once you will have selected your field, you will be directed towards the prompt writing step.
💡 If you are looking for another object, you can use our custom object filter from the box on the right and click “add new object”. For more information about custom objects, click here.
D. Writing & Testing Prompts
Write Your Prompt
At this step, you need to write the prompt that will allow the CRM field you selected to be filled.
💡 The prompting step is crucial to obtain relevant output from the AI. Here are a few tips and best practices to succeed in your prompting: Enter a concise, clear instruction for the AI about what to extract from the call.
For list-style outputs (picklists, multiple values), you might end with “Use a bullet list in markdown format.”
If you want a head start, click Example Prompts to import a sample prompt from a curated set of examples.
Note: Modjo automatically adds call date metadata to the prompt for context; no need to add it manually.
When ready, click Test your prompt.
Test Your Prompt
A test automatically runs on a sample call that matches your Teams & Tags filters.
See how the prompt performs in real time.
After this first test you can either:
Test on a different call: even if you are satisfied with the output of your first test, it is always useful to run more tests to make sure your output quality is satisfying on a larger sample. By clicking on the “test on a new call” button, you will be able to choose a specific call from a call-picker modal to see how the prompt performs on a new call
Generate new test: if you’re not satisfied with the output of your test then try and refine your prompt. Once done you can generate a new test to see how your edited prompt perform and iterate until you are fully satisfied.
Once you’re happy with the results, click Validate my prompt to move on.
E. Synchronization Options
Decide how this field updates the CRM:
Manual vs. Automatic
Automatic: Data is pushed to CRM immediately after the call is analyzed, without user intervention.
Manual: The rep or manager must review and confirm the extracted data before pushing it to the CRM.
💡 We recommend to use automatic synchronization to make the most out of the AI CRM filling feature and to limit manual synchronization usage to sensitive fields where manual human validation is necessary.
Overwrite existing data? (for text or multipicklist fields only)
Yes: new value replaces existing content in the CRM.
No: existing CRM data remains if the field is already filled. In this case, the new CRM data suggested by our AI will be displayed on top of your existing data in your CRM.
Confirm your choices and click Continue.
F. Template Recap & Finalization
Recap Screen
You are almost done with your template setup! At this step, you will find a recap of all your template information:
Summary of targeting (Teams & Tags)
Fields list:
Each field’s type, object, prompt, and sync mode.
You can reorder fields by dragging and dropping.
You can edit or delete any field.
Add field button if you want to include more fields.
Finalize your template
Click Finalize my template to proceed to the final step:
Template Info: Give your template a name (if not already named) and select its language.
Publish: Once published, the template is active, and AI CRM filling will start using it on matching calls (for calls happening after the template was published).
3. Managing several templates
In the case you have several templates applying on a same call then they will all apply to your call.
What happens if in your templates you have different prompts to populate the same field?
Let’s take an example to be more concrete.
In template A, you have a prompt that will fill a field called “Needs & Pains” which says: “Collect all needs and pains mentioned by the prospect during the call.”
In template B, you have a prompt that will fill a field called “Needs & Pains” which says: “Collect the need on which the prospect emphasized the most.”
Obviously, these 2 prompts would give different output for a same CRM field so what happens if your 2 templates applying to a same field but with 2 different prompts are covering the same call? In that case, then the prompt associated to the template that was edited the most recently is the template that will apply (except if this prompt didn’t allow our AI to provide an output, then we will take the other one).
4. Best Practices
Template Variations: Create different templates for different teams, call types, or languages.
Iterate on Prompts: Keep prompts concise. Use the “Test your prompt” screen to refine them.
Review Performance: Monitor how well your fields are being filled. Tweak prompts and synchronization options as needed.
Use Cases: Start from a use case template if you’re unsure—it’s a quick way to incorporate best practices.
That’s it! Your template is now live. Check out the next article to see how reps will use AI CRM Filling after their calls and how they can validate or edit suggestions.