> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/rubica-chat/updating-the-crm-from-a-file-note.md).

# Updating the CRM from a File Note

Once you've got a file note saved on a client record (see [Creating File Notes from Meeting Transcripts](https://claude.ai/chat/creating-file-notes-from-meeting-transcripts.md)), you can ask Rubica Chat to read through it and pull out the details that should live on the client's CRM record, things like financial information, goals and objectives, rather than re-typing them yourself.

This works on any file note already saved in the CRM, not just ones created from a Teams transcript. If you've typed up a file note manually, this still works the same way.

### What you'll need

Just the **Rubica CRM** connector in Rubica Chat. No meeting tool connector needed for this step, since you're working from a file note that's already saved.

### Step by step

#### 1. Point Rubica Chat at the file note

Tell it which client and which file note (by date, meeting name, or template type if there's more than one on the record).

**Example prompt:**

> *"Look at the Initial Meeting file note on Sarah Thompson's record and pull out her financial information, goals and objectives."*

Rubica Chat will read the file note and show you what it's found, broken down by field or category, before doing anything to the record.

#### 2. Review what it's pulled out

Have a read through before confirming. This is the important bit, the file note is unstructured text and Rubica Chat is interpreting it, so it's worth checking nothing's been misread or missed, especially with figures or specific goals.

**Always review extracted financial details before confirming the update.** Numbers and figures pulled from a transcript-based file note are easy to misread (e.g. a number mentioned in passing vs. an actual balance). Treat this step the same way you'd treat any other data entry, check it before it goes live on the record.

#### 3. Confirm the update

If it looks right, just say so:

> *"That looks right, update the record."*

Rubica Chat will write the details to the relevant fields on the client's CRM record. If something's off, tell it what to fix before confirming, e.g.:

> *"The retirement goal should be age 60, not 65, can you correct that and then update the record."*