---
title: Set Up Automations for Contact Capture and Voice Notes
description: Define what happens after a voice note, which AI actions are available, and whether contacts are automatically enriched after a scan.
---

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September 28, 2026

# Set Up Automations for Contact Capture and Voice Notes

**Requirements:** Administrator, Unit Admin · Sales Add-on

With automations, you can centrally define what happens automatically after contact capture for your team. For example, you can decide whether a voice note is added to the notes field as a transcript or an AI-generated summary, which AI actions are generated from each voice note, and whether new contacts are automatically enriched after scanning a business card.

### **Open Automations**

1. In the admin view, go to [**Contacts → Automations**](https://lemontaps.com/md/contacts/automations).
2. You will find three sections: Voice Note Inside a Contact, Automatic Contact Enrichment, and AI Actions for Voice Notes.

All changes are saved automatically.

![Bildschirmfoto 2026-09-28 um 15.11.13](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-28%20um%2015.11.13.png?width=670&height=313&name=Bildschirmfoto%202026-09-28%20um%2015.11.13.png)

### **1. Voice Note Inside a Contact**

These settings apply to voice notes recorded directly within a contact using Record note. They determine what happens automatically after the recording.

**Automatically fill the notes field**

Choose what should be added to the notes field after recording:

- **Yes, insert the full transcript.** The entire spoken text is added to the notes field. This option is selected by default.
- **Yes, insert a summary.** AI generates a summary of the recording and adds it to the notes field. Using the **Prompt** button, you can define how the summary should be structured, for example, which information it should include.
- **No, leave the notes field empty.** Nothing is automatically added to the notes field.

Existing notes are always retained. If you record additional voice notes for the same contact, the content of each new recording is added below the existing text in the notes field with spacing between entries. This makes it easy to distinguish between individual notes. The same applies to Fill Form.

**Automatically fill the contact form (Fill Form)**

Select **Yes** if you want Lemontaps to automatically transfer information from the recording into the contact fields. This may include information such as job title, phone number, email address, and company. This option is enabled by default.

Data is only added to empty fields. Fields that already contain information are not overwritten. Automatically filled fields are highlighted in blue within the contact.

Select **No** if you want the contact fields to remain unchanged.

**Provide additional AI context**

If certain fields are frequently not filled correctly, you can provide the AI with additional context:

1. Go to Contacts → Contact Fields.
2. Find the relevant field, click the three dots, and then select Edit field.
3. Navigate to Voice Note – Fill Form Settings.

Here, you can give the AI specific instructions on how to interpret information, similar to writing a prompt in ChatGPT.

For example, for a field such asProduct Interest, you could define:

1. Select Option A when terms such as “business card” or “digital business card” are mentioned.
2. Select Option B when other specified keywords are mentioned.

This helps the AI better understand internal terminology or abbreviations and fill fields more reliably.

- **AI context can be provided for:** Custom fields and CRM fields (e.g. fields imported from HubSpot).
- **AI context cannot be provided for:** AI fields (e.g. Industry) and certain system fields such as attachments or signature.

### **2. Automatic Contact Enrichment**

Here, you can define whether contact enrichment starts automatically after scanning a business card.

- **After scanning a business card:** When this option is enabled, enrichment starts automatically as soon as you have scanned a paper business card and clicked Continue. You can then save the contact directly without having to trigger enrichment manually. This option is enabled by default.

For the badge scanner and QR code scanner (including LinkedIn QR codes), contact enrichment always starts automatically, regardless of this setting.

![Bildschirmfoto 2026-09-28 um 15.13.24](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-28%20um%2015.13.24.png?width=443&height=486&name=Bildschirmfoto%202026-09-28%20um%2015.13.24.png)

### **3. AI Actions for Voice Notes**

AI actions are the outputs generated by AI from each voice note, such as a summary or follow-up email. Each active AI action appears as a separate view within the voice note. Here, you can define which AI actions your team uses, what they are called, and what the AI should generate for each one.

**Available AI actions**

The following AI actions are available by default:

- **Transcript:** The complete spoken text. The transcript is always available and cannot be edited.
- **Summary**
- **Follow-up Email**
- **Bullet Points**
- **Create Tasks**

**Customize AI actions**

For each AI action, except the transcript, you can:

- **Enable or disable it:** Disabled AI actions are not displayed in the voice note, either in the app or in the browser.
- **Change the order:** Rearrange AI actions using drag and drop.
- **Edit the name and prompt:** Define what the AI action is called and what the AI should generate.
- **Duplicate:** Create a copy of an existing AI action, for example, to create a version with a different prompt.
- **Delete** the AI action.

**Create a new AI action**

1. In theAI Actions section, click New AI Action.
2. Enter a name, for example, Objections or Strategic Insights.
3. Enter the prompt—the instruction that defines what the AI should generate from the voice note.

![Bildschirmfoto 2026-09-28 um 15.14.45](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-28%20um%2015.14.45.png?width=670&height=315&name=Bildschirmfoto%202026-09-28%20um%2015.14.45.png)

**How users see AI actions**

All active AI actions are automatically generated for each new voice note. They appear within the voice note in the order you have defined:

- **In the app:** Swipe horizontally between the different views.
- **In the browser:** The different views are displayed as tabs.

**How It Looks Within a Contact**

1. Open an existing contact or create and save a new contact under **Add Contact**.
2. Below the notes field, click **Record note** and record your conversation notes.
3. Once processing is complete, the notes field is filled according to your settings, either with the transcript or a summary. You can find the voice note, including its transcript and all active AI actions, in the contact’s **History** and under **AI Notes**.
4. If **Automatically fill the contact form** is enabled, recognized information such as company or job title is added to empty fields.

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