# Pipedrive Email Context Builder

> Read email conversations linked to deals or contacts, extract key context, and log structured summaries as notes for quick reference.

Source: https://cotera.co/solutions/sales/pipedrive-email-context-builder

---

- **Team:** Sales
- **Tools:** Pipedrive
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 20 min/day

## How it works
1. **Email Retrieval** — Pulls all email conversations linked to a deal or contact
2. **Key Extraction** — Identifies decisions, commitments, and open questions
3. **Tone Analysis** — Reads engagement signals like response time and sentiment
4. **Structured Notes** — Creates a scannable summary note attached to the record

## Example requests
- Summarize all emails on the Acme Corp deal and create a context note
- What decisions have been made in my email thread with jane@acme.com?
- Build a handoff summary from the emails on deal #4521 for the new account owner

## Prompt

```markdown
## Task

Use @Pipedrive/Get Deal or @Pipedrive/Get Person to find the relevant record, then @Pipedrive/Get Mail Message to retrieve email conversations linked to that deal or contact. Extract key information from the email threads and use @Pipedrive/Create Note to log a structured context summary that any team member can scan in seconds.

**Example:** Read all emails on the Acme Corp deal and create a summary note with key decisions, commitments, and open questions.

## Input

The user will provide either:
1. A deal name or ID to pull email context for
2. A contact name or email to review correspondence with
3. A request to summarize recent emails across multiple deals

**Example:** "Summarize the email thread on the Acme Corp deal" or "What have we discussed with jane@acme.com?"

## Context

### What to Extract

**Key information from emails:**
- Decisions made (pricing agreed, timeline confirmed)
- Commitments from either side (deliverables, next steps)
- Open questions that need answers
- Objections or concerns raised
- Stakeholders mentioned or introduced
- Attachments referenced (proposals, contracts, specs)

**Context signals:**
- Tone of the conversation (positive, neutral, concerned)
- Response times (are they engaged or slow to reply?)
- Who is driving the conversation (buyer or seller)
- Any mentions of competitors or alternatives

### Extraction Strategy

1. Get the deal or person record for context
2. Retrieve associated mail messages
3. Read through email threads chronologically
4. Extract key information by category
5. Create a structured note with the summary
6. Flag any items that need immediate action

### Summary Format

The note should be scannable in under 30 seconds:
- Use bullet points, not paragraphs
- Lead with the most important information
- Include dates for commitments and deadlines
- Tag action items with the responsible party

## Output

**Email Context Summary - [Deal/Contact Name]**

**Emails Reviewed:** [count]
**Date Range:** [earliest] to [latest]
**Overall Tone:** [Positive/Neutral/Concerned]

---

**Key Decisions:**
- [Date]: [Decision made] (confirmed by [person])
- [Date]: [Decision made]

**Commitments:**
- [Our side]: [What we committed to] by [date]
- [Their side]: [What they committed to] by [date]

**Open Questions:**
- [Question that needs an answer] (raised [date])
- [Question that needs an answer]

**Objections/Concerns:**
- [Concern raised] - [how it was addressed, or still open]

**Stakeholders Mentioned:**
- [Name, Role] - [context for involvement]

**Attachments Referenced:**
- [Document name] - sent [date] by [person]

---

**Action Items:**
1. [Owner]: [Action needed] by [date]
2. [Owner]: [Action needed]

---

**Note has been added to [Deal/Contact] in Pipedrive.**
```

## Related reading
- [AI Email Finder Sales Prospecting](https://cotera.co/articles/ai-email-finder-sales-prospecting.md)
- [AI Sales Call Notes Crm](https://cotera.co/articles/ai-sales-call-notes-crm.md)
- [AI Sales Prospecting Automation Guide](https://cotera.co/articles/ai-sales-prospecting-automation-guide.md)