How to Customize your Smart Topics

In Avoma, you can set up Smart Topics that can be configured to extract custom notes to fit your needs. Includes Trigger Prompts & Keywords and Smart Trackers.

Smart Topics

Any Avoma Admin in your organization can add and configure your Smart Topics. To access this setting:

1. Click on Settings in the left side panel, and click on the Smart Topics option. Click HERE to access it directly.
2. Smart Topics are divided into two groups – Default AI Topics and Custom Topics.
   
   1. Default AI Topics are Smart Topics that Avoma provides out of the box. You may still need to configure some of these based on your business. For example, Competitors is a default AI topic that Avoma provides, but you may want to go in and add the names of your competitors to track them in the notes as well as on the Trackers dashboard.
   2. Custom Topics are Smart Topics that you can define yourself based on your business needs. You can specify trigger prompts and keywords that are very specific to your business.
3. Add as many additional Custom Topics as you need by clicking on the Add Custom Topic button on the top right corner of your screen.
   

For each topic, you have two options available to customize how and what notes will be automatically extracted from your meetings.

• Trigger Prompts for Topic Detection : In this section, you will specify the phrases or questions to be used as trigger prompts. When Avoma AI recognizes these prompts, relevant notes will be extracted from the surrounding text. 
• Keywords Tracking and Notes Extraction : In this section, you will specify the keywords and concepts that you want to extract in the notes as well as track to analyze trends. These are explained in detail below.

Trigger Prompts

Trigger Prompts are reference questions that allow you to extract more custom notes. With this feature, you can configure “trigger” questions or prompts that team members ask during the call, and Avoma extracts notes based on those trigger prompts into a specific Smart Topic.

In the example below, we created a custom topic called “Referral Source” and set up the trigger prompt as “How did you hear about us?” Anytime a rep asks this question (or a similar variation), and the prospect responds, Avoma will extract the response into the notes under the “Referral Source” topic.

You can add as many additional variations or prompts as needed.

To add a Trigger Prompt

1. Expand the Trigger Prompt and Keywords based AI-generated Smart Notes tab.
2. Type the first question to display in the notes editor next to the Smart Topics to extract notes based on the trigger prompt, then click Add.
   
   
3. Click on the plus [➕] to add additional variations to the trigger prompt, then click Add.

Keywords

Applying keywords to your Smart Topics will prompt Avoma to automatically pull in those keywords under that topic when they are mentioned during your meeting.

Using the same example, below is how you can configure your keywords under a “Referral Source” topic.

For e.g : If your reps ask a question "Where did you hear about us?" and this has been added as a trigger prompt in the "Referral Source" category , Avoma will search for any of the above configured keywords in the response through an exact keyword match.  When the notes are extracted, you'd find the keywords that Avoma identified under "Referral Source" category

Add the keywords that you want to be tracked and extracted under the Add Keywords for "exact" match label. You can add variations of the Keywords by clicking on the plus [➕] to add them.

Smart Trackers 

Smart trackers transcend traditional keyword matching, which requires exact word matches, by capturing conversations around specific concepts regardless of the phrasing.

For instance, your prospects might express a business goal like "lower churn rate" in multiple ways. Smart trackers ensure you capture this concept in any form it's mentioned, recording it in your notes and tracking it to analyze trends. This allows for a more comprehensive understanding of discussions, even when expressed differently.

How to set up Smart Trackers

1. Define your concept  : Under Keywords tracking and notes extraction section, you will find another setting with the label - Add Phrases for "smart" match . In the input box for this setting, enter a short phrase/label for the concept that you'd like to track and extract in the notes. When you hit Add , a modal will open.

2. Add context with examples : In the modal, provide an example sentence that reflects the idea that you want to track.  You will need to provide at least 5 examples of such sentences .You can either enter these examples manually or generate example sentences using AI

You can add as many as 20 example sentences. 

3. Monitor trends in trackers dashboard : Once you've added at least 5 example sentences, click Save to activate the smart tracker. Hereon, Avoma will look for instances of these concepts in the conversations and extract them in the notes as well as surface them in the trackers dashboard. 

If you have any additional questions, please contact help@avoma.com.