How to Create Action Items from Meeting Notes in Salesforce

Overview

Sales teams live in Salesforce, but valuable insights often get trapped in meeting notes. With Efficlose's Salesforce integration, you can push meeting insights directly into your CRM—creating tasks, updating records, and ensuring follow-up happens. Never let a customer conversation fall through the cracks again.

Step-by-Step Instructions

Step 1: Connect Salesforce

Set up the integration between Efficlose and your Salesforce org:

1. Navigate to Settings → Integrations
2. Find Salesforce in the integrations list
3. Click Connect or Set Up
4. Enter the required credentials:
   • Email: All Salesforce updates will be made using this user account
   • Domain: Your Salesforce instance domain (e.g., company-name.my.salesforce.com)
   • Client ID: Your Salesforce Connected App Client ID
   • Client Secret: Your Salesforce Connected App Client Secret
5. Click Connect to establish the connection
6. The integration status will show as "Connected"

Step 2: Tag Action Items During or After Meeting

Efficlose automatically identifies potential action items during meetings. You can also help the AI by using clear language:

During the Meeting

Use explicit phrases that signal action items:

• "Let's add a follow-up task for this"
• "Action item: Send pricing proposal by Friday"
• "I'll schedule a demo for next week"
• "We need to follow up on the contract review"

After the Meeting

Review and refine action items in Efficlose:

1. Open the recording in Efficlose → Recordings
2. Navigate to the Action Items tab
3. Review automatically extracted items
4. Edit, add, or remove items as needed
5. Assign owners and due dates

Step 3: Send Action Items to Salesforce

Push your meeting action items directly to Salesforce:

1. In the meeting view, go to Action Items
2. Select the items you want to push to Salesforce
3. Click Push to Salesforce (or the Salesforce icon)
4. For each action item, configure:

Record Type Selection

Task Details

• Subject: Auto-populated from action item text
• Due Date: Set the follow-up deadline
• Assigned To: Select the task owner
• Priority: High, Normal, or Low
• Description: Include meeting context

5. Click Create Tasks to push to Salesforce

Step 4: Link Meetings to CRM Records

For better context, link entire meetings to Salesforce records:

Automatic Matching Efficlose can automatically match meetings to CRM records:

• Matches participant emails to Contacts/Leads
• Identifies account names mentioned in meeting
• Links to active Opportunities

Manual Linking

1. Open the meeting in Efficlose
2. Click Link to CRM
3. Search for and select the relevant record
4. The meeting summary and transcript are attached

Best Practices

Optimize Your Workflow

Sync Meetings with Salesforce Contacts

For easier assignment and context:

1. Ensure meeting participants match Salesforce Contact emails
2. Enable auto-matching in Settings → Salesforce
3. Efficlose will suggest relevant records automatically

Customize Templates for Standard Tasks

Create reusable templates for common follow-ups:

• Post-Demo Follow-up: Standard next steps after product demo
• Proposal Review: Checklist for contract discussions
• Quarterly Check-in: Regular customer success touchpoints

To create templates:

1. Go to Settings → Salesforce → Task Templates
2. Define template name, default fields, and due date logic
3. Apply templates with one click during task creation

Maximize CRM Value

Include Meeting Context

When pushing tasks, include relevant meeting context:

• Key points from the discussion
• Customer concerns or objections mentioned
• Specific requests or requirements
• Link to full meeting transcript

Track Task Completion

Monitor follow-through on meeting action items:

• Use Salesforce reports to track task completion
• Set up Salesforce reminders for due dates
• Review open tasks in weekly sales meetings

Team Collaboration

Standardize Action Item Language

Train your team to use consistent phrases:

• "Follow up with Name about Topic by Date"
• "Send Deliverable to Contact by Date"
• "Schedule Meeting Type with Account for Timeframe"

Use Salesforce Workflows

Combine with Salesforce automation:

• Trigger workflow rules when tasks are created
• Send notifications to account managers
• Update Opportunity stages based on completed tasks

Troubleshooting

Connection Issues

Ensure Salesforce Token is Valid

1. Go to Efficlose → Integrations → Salesforce
2. Check the connection status
3. If expired, click Reconnect and re-authorize
4. Salesforce tokens expire periodically—reconnect as needed

API Limits

If you hit Salesforce API limits:

• Reduce the number of simultaneous syncs
• Contact your Salesforce admin about limit increases
• Batch task creation during off-peak hours

Tasks Not Creating

Check CRM Permissions

Ensure your Salesforce user has:

• Create permission on Task object
• Access to the related record types
• Field-level security for required fields

Verify Field Mapping

1. Go to Settings → Salesforce → Field Mapping
2. Ensure required Salesforce fields are mapped
3. Check for any custom required fields
4. Verify picklist values match available options

Records Not Matching

Email Matching Issues

• Verify participant emails exist in Salesforce
• Check for typos or multiple records with same email
• Enable fuzzy matching in settings

Account Matching Issues

• Use exact company names in meeting titles
• Add account IDs to calendar events
• Manually link records when auto-match fails

Related Guides

Expand your meeting-to-CRM workflow:

• Creating Jira Action Items – Push technical tasks to Jira
• Working with Meeting Insights – Post-meeting workflow best practices
• Zoom Integration – Capture Zoom meeting insights
• Teams Integration – Capture Teams meeting insights

Key Takeaways

• Connect Salesforce to push meeting insights directly to your CRM
• Use clear, action-oriented language during meetings for better extraction
• Select appropriate record types (Contact, Opportunity, Account) for each task
• Include meeting context when creating tasks for better follow-up
• Customize templates for common task types to speed up workflow
• Keep your Salesforce token valid and check permissions if issues arise

Transform every customer conversation into CRM-tracked follow-ups today!