botserver/templates/crm/contacts.gbai

CRM Contacts Template (contacts.gbai)

A General Bots template for managing contact directories with search, add, update, and company management capabilities.

Overview

The Contacts template provides a complete contact management system with natural language interaction. Users can add new contacts, search the directory, manage company records, and track contact history through conversational AI.

Features

• Contact Management - Add, update, search, and delete contacts
• Company Records - Automatic company creation and association
• Flexible Search - Search by name, email, company, or phone
• Activity Tracking - Log all contact interactions
• Tag System - Organize contacts with custom tags
• Export Capabilities - Export contact lists in various formats

Package Structure

contacts.gbai/
├── README.md
├── contacts.gbdialog/
│   ├── start.bas           # Main entry point and tool registration
│   ├── add-contact.bas     # Add new contacts
│   └── search-contact.bas  # Search contact directory
├── contacts.gbkb/          # Knowledge base for contact help
└── contacts.gbot/
    └── config.csv          # Bot configuration

Scripts

File	Description
start.bas	Initializes tools, sets context, and displays welcome menu
add-contact.bas	Creates new contact records with validation
search-contact.bas	Searches directory by multiple fields

Available Tools

The template registers these tools for LLM access:

Tool	Description
add-contact	Add a new contact to the directory
search-contact	Search contacts by any field
update-contact	Modify existing contact information
list-contacts	List all contacts with optional filters
add-company	Create a new company record
contact-history	View interaction history for a contact

Data Schema

Contacts Table

Field	Type	Description
contactid	String	Unique identifier (CON-YYYYMMDD-XXXX)
firstname	String	Contact's first name
lastname	String	Contact's last name
fullname	String	Combined full name
email	Email	Email address
phone	Phone	Phone number
companyname	String	Associated company
jobtitle	String	Job title or role
tags	String	Comma-separated tags
notes	String	Additional notes
createdby	String	User who created the record
createdat	DateTime	Creation timestamp

Companies Table

Field	Type	Description
companyid	String	Unique identifier
name	String	Company name
createdat	DateTime	Creation timestamp

Activities Table

Field	Type	Description
contactid	String	Related contact ID
action	String	Action description
createdby	String	User who performed action
createdat	DateTime	Activity timestamp

Usage

Adding a Contact

Users can add contacts naturally:

• "Add John Smith from Acme Corp"
• "Create a new contact for jane@company.com"
• "Add contact: Mike Johnson, Sales Manager at TechCo"

Or provide structured input:

First Name: John
Last Name: Smith
Email: john.smith@acme.com
Phone: +1-555-123-4567
Company: Acme Corporation
Job Title: VP of Sales
Tags: customer, vip
Notes: Met at trade show

Searching Contacts

Search using natural language:

• "Find contacts at Acme"
• "Search for John"
• "Look up john.smith@acme.com"
• "Find all VIP contacts"

Search filters:

Filter	Example
By name	"search John Smith"
By email	"search john@company.com"
By company	"find contacts at Microsoft"
By phone	"lookup +1-555-1234"
By tag	"show all VIP contacts"

Managing Companies

Companies are auto-created when adding contacts:

' When adding a contact with a new company
IF companyname THEN
    existingcompany = FIND "companies.csv", "name=" + companyname
    IF COUNT(existingcompany) = 0 THEN
        ' Auto-create company record
        SAVE "companies.csv", companyid, companyname, createdat
    END IF
END IF

Configuration

Configure in contacts.gbot/config.csv:

Parameter	Description	Example
Theme Color	UI accent color	blue
Default Tags	Auto-applied tags	new,prospect
Require Email	Email required?	true
Duplicate Check	Check for duplicates	true

Customization

Adding Custom Fields

Extend the contact schema in add-contact.bas:

PARAM department AS STRING LIKE "Engineering" DESCRIPTION "Department name" OPTIONAL
PARAM linkedin AS STRING LIKE "linkedin.com/in/john" DESCRIPTION "LinkedIn profile" OPTIONAL

' Include in save
SAVE "contacts.csv", contactid, firstname, lastname, fullname, email, phone, 
     companyname, jobtitle, department, linkedin, tags, notes, createdby, createdat

Custom Search Filters

Add specialized search in search-contact.bas:

IF searchby = "department" THEN
    results = FIND "contacts.csv", "department LIKE " + searchterm
END IF

IF searchby = "recent" THEN
    cutoff = DATEADD(NOW(), -7, "day")
    results = FIND "contacts.csv", "createdat >= " + cutoff
END IF

Integration with Email

Send welcome emails to new contacts:

' In add-contact.bas after SAVE
IF email THEN
    subject = "Thank you for connecting!"
    body = "Hi " + firstname + ", we look forward to working with you."
    SEND EMAIL email, subject, body
END IF

Integration with CRM Pipeline

Connect contacts to leads:

' Convert contact to lead
PARAM convert_to_lead AS BOOLEAN DESCRIPTION "Create lead from contact" OPTIONAL

IF convert_to_lead THEN
    WITH new_lead
        id = FORMAT(GUID())
        name = fullname
        email = email
        phone = phone
        company = companyname
        source = "contact_conversion"
        status = "new"
        created_at = NOW()
    END WITH
    
    SAVE "leads.csv", new_lead
    TALK "Lead created from contact: " + fullname
END IF

Example Conversations

Adding a Contact

User: Add a new contact
Bot: I'll help you add a new contact. What is their first name?
User: Sarah
Bot: And their last name?
User: Johnson
Bot: What is Sarah's email address?
User: sarah.johnson@techstartup.io
Bot: Phone number? (optional)
User: 555-987-6543
Bot: What company does Sarah work for?
User: TechStartup Inc
Bot: What is her job title?
User: CTO
Bot: ✅ Contact added: Sarah Johnson
     ID: CON-20240115-4821
     Email: sarah.johnson@techstartup.io
     Phone: 555-987-6543
     Company: TechStartup Inc
     Title: CTO

Searching Contacts

User: Find contacts at TechStartup
Bot: Found 2 contact(s):
     ---
     **Sarah Johnson**
     sarah.johnson@techstartup.io
     555-987-6543
     TechStartup Inc
     CTO
     ID: CON-20240115-4821
     ---
     **Mike Chen**
     mike.chen@techstartup.io
     TechStartup Inc
     Developer
     ID: CON-20240110-3392

Best Practices

1. Validate input - Use PARAM type validation for email and phone
2. Check duplicates - Search before creating to avoid duplicates
3. Log activities - Track all changes for audit trail
4. Use tags - Organize contacts with meaningful tags
5. Keep notes - Add context about how/where you met contacts
6. Regular cleanup - Archive inactive contacts periodically

Troubleshooting

Issue	Solution
Duplicate contacts	Enable duplicate checking in config
Search returns nothing	Try broader search terms
Company not linked	Ensure company name matches exactly
Missing activities	Check activity logging is enabled

Related Templates

• crm.gbai - Full CRM with leads, opportunities, and pipeline
• marketing.gbai - Marketing automation with contact segmentation
• office.gbai - Office productivity with contact directory

Use Cases

• Sales Teams - Manage prospect and customer contacts
• HR Departments - Employee and candidate directories
• Event Management - Attendee and speaker contacts
• Networking - Professional contact management
• Customer Support - Customer contact lookup

License

AGPL-3.0 - Part of General Bots Open Source Platform.

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Pragmatismo - General Bots