Articles on: Inbox

How to Create Records from the Inbox

Turn any conversation participant into a CRM record without leaving your inbox.


Overview

When you receive a message from someone who is not yet in your CRM, you can create a Person, Company, or Deal record directly from the inbox — without leaving the conversation. Breakcold will automatically enrich the new record with AI, pulling in details like company name, job title, LinkedIn profile, location, and more.

Step 1 — Open a Conversation

  1. Go to your Inbox and click on a conversation from a contact you want to add to your CRM.

Open a conversation from someone you want to create a record for.

Step 2 — Open the Participants Panel

  1. Click the Participant button in the top-right corner of the conversation. The Participants panel will slide open on the right side.


The Participants panel shows the conversation participant and lets you create or link records.

Step 3 — Choose the Record Type

  1. In the Participants panel, click on the participant's name or the dropdown arrow. A menu will appear with three options:
  • Create as Person — Create a new People record
  • Create as Company — Create a new Company record
  • Create a Deal — Create a new Deal record


Choose whether to create a Person, Company, or Deal record from the conversation.

Step 4 — Create the Record

  1. Select your record type (e.g. Create as Person). A form will appear in the Participants panel.
  2. Click the Create record button to save the new record.

Click "Create record" to add the contact to your CRM.

Step 5 — Automatic AI Enrichment

Once you click Create record, Breakcold automatically enriches the new record with AI. Within seconds, the record is populated with details extracted from the conversation and public data:

  • Company — The contact's company name
  • Email — Their email address
  • Phone — Phone number (if available)
  • Job Title — Their role
  • LinkedIn — Their LinkedIn profile
  • Location — City, region, country
  • Quick Notes — An AI-generated summary based on the conversation context

The record is created and automatically enriched — Company, LinkedIn, Location, and Quick Notes are all filled in by AI.


Tip — The AI-generated Quick Notes are particularly useful. Breakcold analyzes the conversation content and creates a brief summary so you can remember the context at a glance.

Viewing the Record Details

After the record is created, you can view all its details directly in the sidebar without leaving the inbox.

  1. The Details tab shows all enriched fields: Company, Email, Phone, Job Title, LinkedIn, Location, and Quick Notes.

The Details tab shows all enriched information including an AI-generated summary in Quick Notes.

  1. The Activity tab shows a log of what happened: when the record was created, which fields were enriched, and by whom.

The Activity tab logs all actions — here you can see Breakcold enriched multiple fields automatically.

Linking to Another Record

After creating a record, you can also link it to another existing record in your CRM. For example, you might want to link a Person to their Company record or to a Deal.

  1. In the Participants panel, click Link to another record below the record details.

Use "Link to another record" to connect this person to a Company, Deal, or other record.

Note — You can also click Manage Roster at the bottom of the Participants panel to manage all participants in the conversation and their linked records.

Frequently Asked Questions

How do I create a record from the inbox?
Open a conversation, click Participant in the top-right, then choose Create as Person, Create as Company, or Create a Deal from the dropdown.
What types of records can I create?
You can create Person, Company, or Deal records directly from any inbox conversation.
Does Breakcold automatically fill in the record details?
Yes. When you create a record from the inbox, Breakcold's AI automatically enriches it with details like company name, job title, LinkedIn profile, location, and a Quick Notes summary based on the conversation.
What are Quick Notes?
Quick Notes are AI-generated summaries based on the conversation context. They help you remember who the person is and what they were talking about at a glance.
Can I link the new record to other records?
Yes. After creating a record, click Link to another record in the Participants panel to connect it to a Company, Deal, or other existing record.
Where can I see the enrichment activity?
Click the Activity tab in the record sidebar. It shows a log of all enrichment actions, including which fields were auto-filled and when.
Do I need to leave the inbox to create records?
No. The entire flow — creating the record, enriching it, viewing details, and linking records — happens directly within the inbox sidebar.

Updated on: 04/04/2026