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:
By default, Swyft automatically associates Opportunities/Deals, Leads, Contacts, and Accounts/Companies when workflows run. If our built-in association method does not meet your needs, or you need to locate a different object type, that’s when you should use the Find CRM Record action.
This action will only ever return one record. If multiple matches are found, Swyft will select the best match.
Object Type
Select the CRM object 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, andMeeting SummaryAgainst CRM fields like
Opportunity Name,Stage, orAccount
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.”
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.