How to Create Automatic Tasks Using Note Analysis in Kylas CRM

How to Create Automatic Tasks Using Note Analysis in Kylas CRM

How to Create Automatic Tasks Using Note Analysis in Kylas CRM

Kylas CRM’s Sherpa AI – Note Analysis feature helps you automate task creation simply by writing notes.
Whenever users write a note that includes a time-bound instruction—such as “Call the lead tomorrow at 2 PM”—Sherpa AI intelligently identifies the action and automatically creates a task under Pending Activities.

This eliminates manual work, improves follow-ups, and ensures no important commitment is ever missed.

Table of Contents

  1. Overview

  2. Prerequisites

  3. Steps to Enable and Use Note Analysis

  4. How Note-Based Automatic Task Creation Works

  5. Use Cases

  6. Benefits

  7. Conclusion

 Overview

The Note Analysis feature in Kylas CRM uses AI to understand the content of your notes.
If the note contains an actionable instruction with a date/time (e.g., “call tomorrow morning”), Kylas automatically creates a task with the correct:

  • Title

  • Due date & time

  • Entity association (Lead / Deal / Contact)

This makes your CRM more intelligent and helps users stay productive without manual task creation.

Prerequisites

  • Before using Note Analysis for automatic task creation, ensure:

    • You have Admin or Settings Access permission.

    • Sherpa AI is enabled for your account.

    • The Note Analysis feature is turned ON within Sherpa AI settings.

    • You have access to Leads/Deals/Contacts to add notes.

How It Works

  1. When a note is added to a lead (e.g., "Call lead tomorrow at 2 PM"), Kylas automatically detects the date and time mentioned.

  2. The AI feature creates a task for that lead, scheduled for the specified time (e.g., tomorrow at 2 PM).

  3. The task is automatically linked to the lead, ensuring the user has a clear record of the action needed.

  4. No manual input is required—tasks are generated seamlessly from the note content.

  5. The task is timestamped with the exact time mentioned in the note, ensuring accurate follow-up.

Steps to Enable & Use the Note Analysis Feature

Step 1: Navigate to Sherpa AI Settings

  1. Login to your Kylas CRM account → app.kylas.io

  2. Go to Settings

  3. Navigate to Sherpa AI

  4. Locate the Note Analysis option

Step 2: Enable Note Analysis

  • Toggle Enable Note Analysis to ON.

  • The system will now begin analyzing notes for actionable tasks.

Step 3: Add a Note on a Lead / Contact / Deal

  1. Open any Lead (or Contact/Deal).

  2. Go to the Notes section.

  3. Type a natural language instruction such as:

    • “Call the lead tomorrow at 2 PM”

    • “Follow up on payment next Monday morning”

  4. Click Save Note.

Step 4: Refresh the Page

  • After saving, refresh the lead page.

  • Sherpa AI processes the note in real-time.

Step 5: Automatic Task Creation

  • Go to the Pending Activities section for that Lead.

  • You will see a new automatically created task such as:

    • Task Title: Call the lead

    • Due Date: Tomorrow, 2:00 PM

    • Task Type: Call

    • Status: Pending

Kylas has now created the task without any manual inputs.


Use Cases

Use Case Example Note Automatic Task Created
Sales Follow-up “Follow up with the client next Wednesday at 11 AM.” Follow-up call scheduled for next Wednesday at 11 AM.
Meeting Reminder “Schedule a meeting with Rajesh on Friday evening.” Meeting task created for Friday evening.
Payment Reminder “Remind the customer about payment tomorrow at 10 AM.” Payment reminder task scheduled for tomorrow at 10 AM.
Document Collection “Collect KYC documents by Monday.” Document collection task scheduled for Monday.
Demo Scheduling “Arrange product demo next week Tuesday at 4 PM.” Demo meeting task set for next Tuesday at 4 PM.

Benefits

Benefit Description
Saves Time No manual task creation required.
 Better Follow-up Accuracy AI ensures commitments are not missed.
 Smart Interpretation Understands natural language (tomorrow, next week, etc.).
 Improves Productivity Sales teams can work faster with fewer steps.
 Consistent Task Tracking Every actionable note becomes a task automatically.
Works with Any Entity Leads, Contacts, Deals, or even custom entities.

Conclusion

The Note Analysis feature in Kylas CRM transforms simple notes into actionable tasks automatically—ensuring your team never misses follow-ups and stays highly productive.
By enabling this feature in Sherpa AI and writing clear instructions in notes, Kylas intelligently handles the rest.

This small automation leads to big improvements in sales efficiency and CRM hygiene.


    • Related Articles

    • Call Sentiment Analysis Workflow in Kylas CRM

      Call Sentiment Analysis Workflow in Kylas CRM The Call Sentiment Analysis Workflow in Kylas CRM leverages AI to automatically analyze the tone, emotion, and sentiment of recorded calls between your agents and customers. This helps sales and service ...

    • Generate Call Insights by Adding Custom Questions for Call Transcripts via Workflow in Kylas CRM

      ? Generate Call Insights by Adding Custom Questions for Call Transcripts via Workflow in Kylas CRM Kylas CRM’s AI-powered call summary and insight generation workflow allows you to automatically analyze and summarize recorded calls — helping teams ...

    • How to Use the Email Assistance Feature in Kylas CRM

      How to Use the Email Assistance Feature in Kylas CRM Kylas CRM introduces Sherpa AI – Email Assistance, a powerful feature that helps users generate professional, structured, and personalized emails simply by providing a prompt. This saves time, ...