Section 2A: How Records Get Into Your CRM

Content Type: Getting Started

2.1 How Lightfield auto-creates CRM records from email

Lightfield builds your CRM automatically. Every time you send or receive an email with an external contact, Lightfield reads it and decides whether to create or update accounts, contacts, and opportunities — without you doing anything.

What gets created

• Accounts — one per company domain. Email someone at acme.com and an Acme account is created.

• Contacts — one per person, linked to their employer's account.

• Opportunities — NOT created automatically. You create these manually (or via the agent) when a deal becomes active.

Why your account list may look noisy at first

When you connect your email, Lightfield back-syncs 30 days of history. This can create accounts for newsletters, vendors, and recruiters. That's expected. Your Accounts tab is a catch-all database — it's not where you work day-to-day. Your Opportunities view is your clean working pipeline.

Once you delete a record, it's gone for good. Lightfield adds it to an internal block list and won't recreate it even if new emails arrive from that domain.

Ongoing updates

After records are created, Lightfield keeps them current: emails enrich timelines, meeting transcripts update opportunity fields, and the agent surfaces suggested field updates for your review.

2.2 Manually create an account or contact

While Lightfield creates most records automatically, you can create them manually at any time.

Create an account

Via the agent: "Create an account for Acme Corp at acme.com"

Via the UI: Accounts → + New account → enter name and website → Create.

Create a contact

Via the agent: "Create a contact for Jane Doe, VP of Sales at Acme Corp. Her email is jane@acme.com."

Via the UI: Contacts → + New contact → enter name, email, title, and link to an account → Create.

Tips

• Always include a website when creating an account — this is how Lightfield deduplicates and enriches records.

• If a record already exists, Lightfield will detect the duplicate and skip creation.

• To create many records at once, upload a CSV — see 2.10.

2.3 Create and manage opportunities

Opportunities are your active deals. Lightfield doesn't create them automatically — you build them deliberately so your pipeline stays clean.

Create an opportunity

Via the agent: "Create an opportunity for the Acme Corp deal. Stage: Qualification."

Via the UI: Opportunities → + New opportunity → name it, select the account, set the stage → Create.

Import from a spreadsheet

Open a new chat, attach your spreadsheet, and type: "Use this to create opportunities, accounts, and contacts in my CRM." Lightfield maps the columns and walks you through any ambiguous cases.

Inside an opportunity

Click into any deal to see:

• Summary — AI-generated overview of the deal status

• Timeline — all emails, calls, and meetings in chronological order

• Deal fields — stage, amount, close date, next steps, competitors, and more

• Contacts — people associated with this deal

• Tasks — open action items

Moving deals through stages

Lightfield suggests stage changes based on emails and transcripts. Accept them from the Records to Review panel on your home page, or move deals manually by clicking the stage field.