How does the Voice Agent build my call report?

Within seconds of selecting Create Call, a call report displays on Sarah's screen. She's pleased with how much was handled automatically—fields she would have typed one by one are already filled in, mapped directly from her dictation.

The following fields are populated from the most straightforward cues in her dictation:

  • Account — The Voice Agent searched Sarah's territory for "Dr. Clinton Ackerman" and found one Person Account match, populating the account automatically. If it had found multiple matches, it would have presented a Suggested Accounts list for her to choose from. If no match was found at all, an account search modal would display so she could locate the right record manually.

  • Call Location — Because Sarah said "in-person meeting at Newton Memorial Hospital," and the Parent Call Account Type Preference in her Vault is set to Prefer Person Accounts, the Voice Agent uses Newton Memorial Hospital as the call location after setting Dr. Ackerman as the primary account on the call. If she hadn't mentioned a specific location, it would have defaulted to the matched account's primary address.

  • Call Channel — "In-person meeting" maps to the In-Person channel. The Voice Agent recognizes all standard channels—In-Person, Video, Phone, Email, Text/Message, and Other—in any supported language, and respects any admin-configured restrictions on call channels.

  • Call Date and Time — Because Sarah explicitly stated a date and time, the Voice Agent uses that rather than the recording timestamp. When no date or time is mentioned, the timestamp of the recording is used as the default, within any call backdate limits defined by her organization.

Call Attendees

Sarah mentioned that Dr. Adamson and Dr. Miller were present during the visit. The Voice Agent searched her territory for matching accounts. "Dr. Adamson" returned a strong match—Jose Adamson—and was added automatically. "Dr. Miller" returned multiple possible matches, so the Voice Agent presents Sarah with a Potential Attendees list to confirm the right person before the record is finalized.

To make sure the agent gets the attendee selection right, automatically adding an attendee without any user intervention is only possible when you start recording from an account-specific entry point, like the Account Detail page, and there is a strong, single match for the account name you mentioned.

Product Details

Sarah mentioned two products: Restolar and Natevba. The Voice Agent populated both entries in the Detail Products section automatically.

If a product belongs to multiple Detail Groups and Sarah didn't specify one, the Voice Agent leaves it off rather than guess. Semantic matching applies: for example, the phrases"Cholecap for heart health," "Cholecap for cardiology," and "Cholecap for cardiovascular patients" all map to the same Detail Group.

Follow-Up Activities

The Voice Agent picks up on Sarah’s mention of a needed follow-up: “I said I would email the new clinical data to Dr. Ackerman by next Friday.” This becomes a follow-up activity on the call report with account, assignee, due date, and description all populated automatically.

Call Notes

The full content of Sarah's Voice Note is pre-populated in the Call Notes field. When the Free Text Agent is enabled, that content is automatically checked for potential compliance issues.

Reviewing and Saving

Sarah reviews the call report, adds a couple details she forgot to mention in her dictation, and selects Save. Until she submits, she can access the original Voice Note audio and transcript from the View Call Voice Note option in the All Actions menu on the call report.

Once submitted, the Voice Note is permanently deleted for compliance and data privacy. If she deletes the call report without submitting, the Voice Note is also deleted.