WooAutofill is a powerful tool that analyzes your messages, transcribes and summarizes your calls, and fills in your contact's data. By the end of this guide, you’ll know how to turn your conversations into structured data without lifting a finger.
How It Works
WooAutofill acts as an intelligent bridge between your communications and your database. When you have a conversation with a contact, the system:
Transcribes calls and generates a WooAI Summary including next steps, key topics, and quick recaps.
Tags the contact based on the conversation context across any channel (Calls, SMS, Email, etc.).
Fills Contact Fields automatically (e.g., Birthday, Email, or Family Size) based on the context of the interaction across any channel (Calls, SMS, Email, etc.).
WooAutofill Behaviors
To get the most out of this tool, it is important to understand how the WooAutofill logic operates:
No Overwriting: WooAutofill never overwrites existing data in a field. It only fills fields that are blank.
Trigger Point: It only runs on new calls and incoming messages received after the toggle is turned ON.
Persistence: It keeps running on new messages until every selected field/tag for that contact is filled.
Completion: Once all selected fields and tags for that contact are filled, WooAutofill stops running for that contact.
Focus: It ignores fields that already have data and only focuses on empty ones.
Set Up Phase 1. Preparing Your Tags & Fields
Before the AI can fill in your data, you have to give it "permission" and instructions for each specific field.
1. Setting Up Automated Tags
Tags are great for categorization (e.g., "Hot Lead," "Needs Follow-up," "Spanish Speaker").
Navigate to: Settings > Custom Info > Tags.
Select a Tag: Click on the tag you want the AI to apply automatically.
Enable: Toggle on "Allow WooAutofill."
Write Tag Description: In the description, tell the AI the conditions for applying this tag.
Example Description: "Apply this tag if the contact mentions they are looking to buy a home within the next 3 months."
Click Update
2. Setting Up Custom Fields
Custom Fields are used to extract specific snippets of information (e.g., Budget, Preferred Location, Square Footage).
Navigate to: Settings > Custom Info > Custom Fields.
Select a Field: Click on the tag you want the AI to fill.
Enable: Toggle on "Allow WooAutofill."
Write Field Description: In the description, tell the AI exactly what data to look for.
Example Description: "Extract the dollar amount mentioned as their maximum budget. If a range is given, record the high end of that range."
Click Save
Pro-Tip: The Difference in Prompting
For Tags: Use "If/Then" logic. ("If the customer complains about price, apply this tag.")
For Custom Fields: Use "Extraction" logic. ("Identify and record the specific software the customer is currently using.")
Set Up Phase 2: Global WooAutofill Configuration
Once your fields are primed, you need to enable the system-wide settings. Please go to Settings > WooAI > WooAutofill to:
1. Select Your Channels
Choose which communication streams you want WooAI to monitor (SMS, Email, Calls, Live Chat, and/or Facebook Chat).
2. Enable WooSummary
This will allow WooAI to transcribe your inbound and outbound calls and generate a WooAI Summary including next steps, key topics, and quick recaps. In addition, you may allow WooSummary to create note cards based on your calls.
Important Note
This is a requirement! If you want WooAutofill to look through your calls to tag contacts or fill contact fields, WooSummary must be enabled. It provides the transcription and analysis the AI needs to function.
For a more detailed guide on WooSummary's transcript and AI Summary features please view our article here.
3. Enable Tags
Toggle this on to allow the WooAI to start applying the tags you primed in Phase 1. Use the dropdown to pick exactly which specific tags you want to be part of this automated workflow.
4. Enable Contact Fields
Toggle this on to allow the WooAI to start filling in the contact fields you primed in Phase 1. Use the dropdown to pick exactly which custom fields you want to be part of this automated workflow.
Running WooAutofill Manually
Automation moves you forward, but what if you added a new tag after a call is over? You can trigger a retrospective scan at any time.
How it works: When you trigger a manual fill, WooAI scans the last 30 messages including calls (combined) for that contact.
When to use it: Use this if you’ve updated your prompts, added new fields, or if an automatic trigger was missed during a live interaction.
How to trigger: Open a Contact Profile and click Action > Run Manual WooAutofill.
Usage & Pricing
For information on usage and pricing for WooAutofill and Call Transcripts, please visit our pricing guide here: Usage Pricing Page