Find CRM Record

Last updated: February 10, 2026

The Find CRM Record action locates a single existing record in your CRM (Salesforce or HubSpot) so downstream workflow actions can update or use the right record. This ensures your workflows connect to the correct opportunity, account, or contact without creating duplicates.

⚠ Notes:

  • This action will only ever return one record. If multiple matches are found, Swyft will select the best match.

Record Type

Select the CRM record type you want to search for, such as Opportunity, Account, Contact, or Lead.

Example: Choose Opportunity if you want to match meeting details against open opportunities.

Filters

You can add filters to narrow down the set of records being searched.

  • Filters work like CRM list views — they define which records are considered.

  • Only records meeting all filter conditions will be evaluated.

Example: Filter to only include opportunities where Stage = Discovery.

Best Practice: Use filters when your CRM has large volumes of records to improve matching speed and accuracy.

Fields Relevant to Matching

Define which workflow variables should be compared against which CRM fields to find the right record.

For example:

  • Match workflow variables like Meeting Title, Meeting Participants, and Meeting Summary

  • Against CRM fields like Opportunity Name, Stage, or Account

The action will compare these fields across candidate records to find the closest match.

Best Practice:

  • Include identifiers like Account Name, Opportunity Name, or Contact Email where possible.

  • Use multiple matching fields (e.g., Name + Stage) to increase accuracy.

Advanced Prompt Settings

Always auto-generated by Swyft AI, but can optionally be edited. Lets you use and edit a natural language AI prompt to guide how matching is performed.

This is useful when:

  • Exact string matches aren’t reliable (e.g., “ACME Inc.” vs “Acme Corporation”)

  • You want AI to weigh multiple variables intelligently rather than applying strict filters

Best Practice: Use natural language prompts to describe how Swyft should prioritize context, like:

“Match to the opportunity that best aligns with the meeting title and linked account name, preferring open opportunities in later stages.”

Running with Elevated Permissions

By default, lookups in the CRM are run using the permissions of the user who triggered the workflow.

However, some lookups require access beyond that user’s privileges — for example, when finding restricted records.

To handle these cases, you can configure the workflow action with elevated permissions on behalf of a technical administrator.

  1. In the top-right corner, click the gear icon, then enable “Run workflow action as technical admin.”

  2. Select a Swyft Technical Admin user to execute the action with their respective privileges.

Example Use Cases

  • Find the correct Opportunity from a meeting transcript and automatically update fields like next steps or decision criteria.

  • Match a Contact by email and create a follow-up task in CRM.

  • Locate the right Account for a support escalation workflow.

⚡ By setting up Find CRM Record carefully, you make sure every downstream workflow updates the correct record and no revenue-critical data slips through the cracks.