This article explains how Claap finds relevant information in your CRM that gets attached to a meeting recording and which you can then partially edit directly from within Claap.
How do we select a Contact?
Claap retrieves information about participants in a meeting when a recording is completed.
For each external participant (those who have an email domain different than the workspace domain), we search for the Contacts in your CRM which have a matching email address.
When a Contact doesn't exist yet. When Claap creates a contact that isn't already in your CRM, it now links that contact to its company automatically, to the single matching company, or by email-domain match when several could apply. This removes the manual step of re-linking newly created contacts. It applies to contacts newly created by Claap and is not retroactive.
How do we match calls by phone number?
For calls ingested into Claap (for example from Aircall), Claap matches the caller's phone number against your CRM. Supported formats now include the French parenthesis format (+33 (0)…) and a country code together with a national prefix (+33 07…).
For Salesforce, the phone search runs across both Contacts and Leads, so prospects that exist only as a Lead are attached to the recording after the call is ingested.
Phone-matching improvements apply to new calls ingested after the update and are not applied retroactively to existing calls.
How do we select a Company?
We select the Company linked to the retrieved Contact(s).
What happens when you have a meeting with multiple contacts from different companies? Claap supports having multiple companies attached to a meeting.
How do we select a Deal?
In order to select which Deal needs to be linked to the meeting, we first look for all deals for the companies selected in the previous step. We then search among these company deals in the following order of precedence:
A deal that was opened during the meeting
A deal that is open
A deal that was created within 30 days after the meeting
A deal that was closed within 30 days before the meeting
A deal that was closed after the meeting date
A deal that was closed before the meeting date.
If multiple deals are found at any step, we select the open deal with the closest creation date to the meeting date.
What if no Deal is selected?
An automatic synchronisation is performed on a daily basis to attempt to find a relevant deal for meeting recordings which do not have any Deal matched at the time of the processing of the recording. This daily job follows the matching rules above and is run for all meetings of the last 7 days which are still without a deal.
What if I want to change the Deal linked to a recording?
To change the Deal linked to a recording, open the corresponding Deal popin and click on the link button. This will display a list of all available deals in your CRM which match one of the criteria above. Selecting a deal in the list will link it to the recording and unlink the previously selected deal.
FAQ
Q: My call has no company tag. Can I fix it? Yes. Add the participant's email address on the recording (via the participant list or Assign speaker), and Claap will automatically re-derive the company from the email domain and attach it to the meeting and recording. This only fills a company that was missing, it will not overwrite an existing one. Free or disposable domains (like gmail) are still filtered out. This is especially useful for cold-call workflows (lemlist to Claap, and Aircall) where the email is often added after the call.