Deal brief, buying roles, and AI fields

This guide covers the tools that help you move a deal forward. The deal brief pulls together what's known about a deal. Buying roles record who makes the decision. Re-engage helps you win back a stalled deal. AI fields fill in CRM attributes from your notes and meetings, with you checking every value first.

Before you begin

• Role: anyone who can see a deal can read its brief and choose Prepare for meeting. Drafting emails, creating tasks, proposing changes, and editing buying roles need editor access or higher. Setting up AI fields needs an admin or owner.
• Orbit: most actions open in Orbit, Spacebrain's AI assistant, for you to review. If you see Orbit is unavailable for this workspace., Orbit isn't turned on.
• Meetings: the brief is most useful when meetings are linked to the deal. See meeting preparation and follow-up.
• Credits: some actions, such as drafting an email or running AI fields, use credits. Spacebrain shows the cost before you confirm. Refreshing the brief and preparing for a meeting don't use AI credits.

Open the deal brief

1. Open CRM → Deals.
2. Select a deal's name. Its panel opens on the Details tab.
3. Scroll to Deal brief.

The brief shows:

• Suggested next step: a short suggestion for what to do next.
• Recorded deal value and Expected close.
• Buying roles: who you've confirmed as decision-makers.
• Deal evidence: up to 20 points taken from meetings linked to this deal. Expand one to see the exact quote, and choose Review meeting source to open the meeting.
• Account context: recent activity with the company, which may include other deals.

The brief refreshes on its own. Choose Refresh to update it now. When there's something new, it shows how many points changed since you last looked. Choose Mark reviewed once you've read them.

Act on the brief

The brief has four buttons:

For each action:

1. Choose the button. A review panel opens.
2. Under Selected evidence, tick the sources to use (up to six). The first two are ticked for you.
3. Fill in the details. For a follow-up, check Subject, the recipient, and Send from. For a task, choose the Task owner and optional due date.
4. Tick the confirmation boxes.
5. Choose Open review in Orbit.
6. Check the result in Orbit and approve it there.

What you should see: the action appears under Reviewed actions in the brief. You can dismiss one with a reason, such as Already handled or Wrong source.

Draft follow-up needs a lead with an email address linked to the deal. If there isn't one, use Edit deal to link one.

Confirm buying roles

A job title doesn't prove someone can approve a purchase. Buying roles record what you've actually confirmed.

1. In Buying roles, choose Review roles.
2. Search for the person in Find a person and select them.
3. Tick their roles: Champion, Budget approver, Technical reviewer, Procurement, or Legal.
4. Choose Save confirmed roles.

Roles you haven't filled show as Unconfirmed, so you can see who you still need to meet. To remove someone, clear all their roles and save.

Example: your contact at Acme is keen (Champion), but nobody has confirmed budget. The brief shows "Unconfirmed: Budget approver", so your next meeting should include the finance lead.

Win back a stalled or lost deal (Re-engage)

Re-engage reminds you to reach out again at the right time, based on a reason and a date you've agreed.

1. In the deal brief, expand Re-engage. The deal must have a linked lead.
2. Choose Set recovery watch.
3. Under Documented obstacle, write why the deal paused, for example "Budget frozen until Q1".
4. Tick the sources that support it, such as a meeting or email.
5. Choose a Date type: Agreed revisit or Explicit renewal, and set the date. Alternatively, watch a linked Inbox conversation for a reply.
6. Tick the confirmation and choose Save recovery watch.

When the date arrives, or the customer replies, a card appears, for example Review follow-up timing. Choose Prepare draft to create an email for you to review, or Snooze it. Spacebrain holds back outreach if it could be unwelcome or a duplicate, for example if the contact has opted out, an email sequence is active, or someone has already contacted them. The card explains why.

When the customer replies or books a meeting, record it with Save reviewed result. The counters Reviewed, Contacted, Replied, and Booked show how well re-engagement is working over a 30-day window.

Add approved sales material to an email draft

You can add approved text or links from your Knowledge library to an email draft, such as a case study or an answer to a common objection.

Step 1: Approve material in Knowledge

1. Open a knowledge base in Knowledge and find a document with a ready status.
2. From the row's menu, choose Sales use.
3. Choose Preview indexed excerpts and pick the passage to use.
4. Set Allowed use to Customer approved (or Internal guidance for team-only use).
5. Add a Content owner and a Review due date, and optionally a public link.
6. Tick the confirmation and choose Save sales use.

When the review date passes, the material stops being suggested until someone reviews it again.

Step 2: Insert it into a draft

This works on a saved email draft, for example one created by Draft follow-up or Prepare draft.

1. Open the draft and choose Review approved material.
2. Pick a Knowledge base and describe the Customer objection or question, for example "How do we move our existing contacts?".
3. Choose Find approved material.
4. Choose Insert approved text, Insert approved link, or Insert text and link. You can add up to three items.
5. Choose Save draft. The message Draft saved. No email was sent. confirms it.

Spacebrain checks the approval again before the email is sent. Save any other edits to the draft before you choose material.

Fill CRM fields with AI

AI fields (shown as AI suggestions) read your CRM notes and linked meetings and suggest a value for a field. You review every value before it's saved.

What works: custom Text, Long Text, Single Select, and Multi Select attributes on Leads, Companies, or People. Deal fields can't use AI suggestions.

Step 1: Configure

1. Open CRM → Attributes. Create the attribute if needed, then choose Edit on it.
2. Choose AI suggestions.
3. On 1. Configure, pick a preset or write What should this field extract?. For example: "The competitor the customer mentions most recently, or leave empty."
4. Choose Allowed sources: CRM record and permitted notes and/or Explicitly linked meetings.
5. Set Look back (days), for example 90.
6. Choose Save AI settings.

Step 2: Test on a sample

1. Open 2. Test sample.
2. Select up to 10 records. Pick a mix you know well.
3. Choose Preview cost and check the credits.
4. Choose Open sample in Orbit and run it there.

Step 3: Review sources and apply

1. Open 3. Review results and choose Refresh results.
2. For each record, compare Current: with Proposed:.
3. Choose Inspect sources to read the exact text behind the suggestion.
4. Tick Apply this reviewed value for the ones you trust.
5. Tick the sharing confirmation and choose Apply selected values.

If nothing supports a value, the result says No supported value found. Your current value is kept.

Keep values up to date (optional)

Under Automatic suggestion refresh, set a Daily cap in credits and choose Enable refresh for selected records. Spacebrain checks those records when their sources change. You still review each suggestion before it's applied. Choose Turn off automatic refresh to stop.

If something goes wrong

• "Deal context changed." Close the review and open it again to use the latest information.
• "This action needs another review." A source or permission changed. Choose Refresh on the brief, then check the existing action in Orbit.
• "Outreach is paused" on a Re-engage card. Read the reason, for example An email sequence is active, and resolve it first.
• AI suggestions is greyed out. Save your field changes first. Check the field is a supported type on a Lead, Company, or Person.
• "No current customer-approved material matches." Approve documents in Knowledge, or try different words or tags.

FAQ

Does anything get sent or changed without me?

No. Drafts aren't sent, tasks and CRM changes wait for your approval in Orbit, and AI field values are only saved when you apply them.

Why does the brief only show some meetings?

It uses meetings explicitly linked to the deal, up to eight. Link more from Linked records on the meeting.

Next step

Track the month's results in the sales forecast.