cotera

Pipedrive Email Context Builder

Read email conversations linked to deals or contacts, extract key context, and log structured summaries as notes for quick reference.

Email intelligenceContext buildingDeal preparationTeam handoffs

The Challenge

Before a call, you need to know what was discussed in the last 15 emails. When a deal gets handed off to another rep, they spend 20 minutes reading through threads to understand the context. Key decisions are buried in email chains that nobody has time to re-read. This prompt reads the emails for you and creates a structured summary note that any team member can scan in 30 seconds.

What This Prompt Does

Email Retrieval

Pulls all email conversations linked to a deal or contact

Key Extraction

Identifies decisions, commitments, and open questions

Tone Analysis

Reads engagement signals like response time and sentiment

Structured Notes

Creates a scannable summary note attached to the record

The Prompt

The Prompt

Task

Use @Pipedrive/Get Deal or @Pipedrive/Get PersonName it "Pipedrive/Get Person" and call it with @Pipedrive/Get Person to find the relevant record, then @Pipedrive/Get Mail MessageName it "Pipedrive/Get Mail Message" and call it with @Pipedrive/Get Mail Message to retrieve email conversations linked to that deal or contact. Extract key information from the email threads and use @Pipedrive/Create NoteName it "Pipedrive/Create Note" and call it with @Pipedrive/Create Note to log a structured context summary that any team member can scan in seconds.

Example: Read all emails on the Acme Corp deal and create a summary note with key decisions, commitments, and open questions.

Input

The user will provide either:

  1. A deal name or ID to pull email context for
  2. A contact name or email to review correspondence with
  3. A request to summarize recent emails across multiple deals

Example: "Summarize the email thread on the Acme Corp deal" or "What have we discussed with jane@acmeName it "acme" and call it with @acme.com?"

Context

What to Extract

Key information from emails:

  • Decisions made (pricing agreed, timeline confirmed)
  • Commitments from either side (deliverables, next steps)
  • Open questions that need answers
  • Objections or concerns raised
  • Stakeholders mentioned or introduced
  • Attachments referenced (proposals, contracts, specs)

Context signals:

  • Tone of the conversation (positive, neutral, concerned)
  • Response times (are they engaged or slow to reply?)
  • Who is driving the conversation (buyer or seller)
  • Any mentions of competitors or alternatives

Extraction Strategy

  1. Get the deal or person record for context
  2. Retrieve associated mail messages
  3. Read through email threads chronologically
  4. Extract key information by category
  5. Create a structured note with the summary
  6. Flag any items that need immediate action

Summary Format

The note should be scannable in under 30 seconds:

  • Use bullet points, not paragraphs
  • Lead with the most important information
  • Include dates for commitments and deadlines
  • Tag action items with the responsible party

Output

Email Context Summary - [Deal/Contact Name]

Emails Reviewed: [count] Date Range: [earliest] to [latest] Overall Tone: [Positive/Neutral/Concerned]

Key Decisions:

  • [Date]: [Decision made] (confirmed by [person])
  • [Date]: [Decision made]

Commitments:

  • [Our side]: [What we committed to] by [date]
  • [Their side]: [What they committed to] by [date]

Open Questions:

  • [Question that needs an answer] (raised [date])
  • [Question that needs an answer]

Objections/Concerns:

  • [Concern raised] - [how it was addressed, or still open]

Stakeholders Mentioned:

  • [Name, Role] - [context for involvement]

Attachments Referenced:

  • [Document name] - sent [date] by [person]

Action Items:

  1. [Owner]: [Action needed] by [date]
  2. [Owner]: [Action needed]

Note has been added to [Deal/Contact] in Pipedrive.

Example Usage

Try asking:

  • →"Summarize all emails on the Acme Corp deal and create a context note"
  • →"What decisions have been made in my email thread with jane@acme.com?"
  • →"Build a handoff summary from the emails on deal #4521 for the new account owner"