Clean up messy CRM notes

If you've kept an outside notetaker like Fathom or Fireflies around and pasted its transcript into your CRM, you've probably run into this. You open the note before your next call and it's a wall of text, no headers, no summary of what was decided, every "umm" included. Quin can clean this up for you, even when it wasn't the one that took the notes.

Why this happens

Other notetakers are built to capture the full transcript, and that's the point of those tools. It's not a flaw, just a different job than Quin's Notetaker, which organizes meeting notes into a clean recap with action items as part of joining the call. If you're standardized on another tool, have years of history in it, or just prefer it, Quin doesn't need to be the only thing that touches your meetings. It still drafts your follow-up and remembers what came out of the call. It's just the raw transcript that lands messy if nothing reformats it.

Ask Quin to clean up a note

If you're already using Quin, ask it to find and reformat the note. For example, ask something like "Look at the last note for [client], turn it into headers, and pull out the action items." Quin finds the note in your CRM and returns something you can skim before your next call, with headers and next steps pulled out instead of a raw transcript.

On Redtail, this shows up as a new note rather than an edit to the old one. Redtail doesn't allow changes to a saved note, which keeps the compliance audit trail intact. The cleaned-up result reads the same either way, it's just stored as a separate entry.

Clean up a backlog of old notes

If you have a stack of old transcripts sitting in your CRM, ask Quin to work through several at once, for example "go through my last five notes for [client] and reformat all of them the same way." Bulk requests like this take longer to process than a single note, so expect Quin to work through the list rather than return everything instantly.

Naming the specific client speeds this up too. Quin only has to search that one record instead of scanning your whole CRM, which also uses fewer credits.

Keep formatting consistent

If you're running another notetaker alongside Quin, you can still set a formatting preference in Guidelines, instructions that tell Quin how to handle requests like this one. Add something like "Always reformat CRM notes into headers with action items pulled out" so cleaned-up notes come out the same way every time you ask. You'll just be the one prompting the cleanup, since Quin isn't the one taking notes during the call.

What to expect

Quin looks up the note tied to the client or contact you named, reorganizes it into headers with an action items section, and saves the result back to your CRM. Single notes return quickly, while requests covering several notes at once take longer since Quin works through them one at a time. If you're on Redtail, the cleaned-up version appears as a new note rather than a replacement, since Redtail locks notes once they're saved.

Troubleshooting

Quin can't find the note I'm asking about

• Confirm you named the client or contact exactly as it appears in your CRM
• Check that the outside notetaker's transcript was actually saved to that contact's record before asking Quin to clean it up
• Try including the meeting date if the client has multiple recent notes

The cleaned-up note doesn't look right

• Tell Quin what to change, like "make the headers shorter" or "add a summary line at the top"
• Set a standing preference in Guidelines so future cleanups follow the same format

A bulk cleanup request is taking a while

• This is expected, Quin works through each note in the batch one at a time rather than all at once
• Narrow the request to fewer notes, or a specific date range, if you need results faster

Redtail shows a new note instead of an updated one

• This is expected behavior, not an error. Redtail doesn't allow edits to a note once it's saved, so Quin creates a new note with the cleaned-up version instead
• Both notes remain on the record so your audit trail stays intact