Close Automation

Core Workflows

1. Create and Manage Leads

When to use: User wants to create new leads or manage existing lead records

Tool sequence:

1. CLOSE_CREATE_LEAD - Create a new lead in Close [Required]

Key parameters:

• name: Lead/company name
• contacts: Array of contact objects associated with the lead
• custom: Custom field values as key-value pairs
• status_id: Lead status ID

Pitfalls:

• Leads in Close represent companies/organizations, not individual people
• Contacts are nested within leads; create the lead first, then contacts are included
• Custom field keys use the custom field ID (e.g., 'custom.cf_XXX'), not display names
• Duplicate lead detection is not automatic; check before creating

2. Log Calls

When to use: User wants to log a phone call activity against a lead

Tool sequence:

1. CLOSE_CREATE_CALL - Log a call activity [Required]

Key parameters:

• lead_id: ID of the associated lead
• contact_id: ID of the contact called
• direction: 'outbound' or 'inbound'
• status: Call status ('completed', 'no-answer', 'busy', etc.)
• duration: Call duration in seconds
• note: Call notes

Pitfalls:

• lead_id is required; calls must be associated with a lead
• Duration is in seconds, not minutes
• Call direction affects reporting and analytics
• contact_id is optional but recommended for tracking

3. Send SMS Messages

When to use: User wants to send or log SMS messages through Close

Tool sequence:

1. CLOSE_CREATE_SMS - Send or log an SMS message [Required]

Key parameters:

• lead_id: ID of the associated lead
• contact_id: ID of the contact
• direction: 'outbound' or 'inbound'
• text: SMS message content
• status: Message status

Pitfalls:

• SMS functionality requires Close phone/SMS integration to be configured
• lead_id is required for all SMS activities
• Outbound SMS may require a verified sending number
• Message length limits may apply depending on carrier

4. Manage Tasks

When to use: User wants to create or manage follow-up tasks

Tool sequence:

1. CLOSE_CREATE_TASK - Create a new task [Required]

Key parameters:

• lead_id: Associated lead ID
• text: Task description
• date: Due date for the task
• assigned_to: User ID of the assignee
• is_complete: Whether the task is completed

Pitfalls:

• Tasks are associated with leads, not contacts
• Date format should follow ISO 8601
• assigned_to requires the Close user ID, not email or name
• Tasks without a date appear in the 'no due date' section

5. Manage Notes

When to use: User wants to add or retrieve notes on leads

Tool sequence:

1. CLOSE_GET_NOTE - Retrieve a specific note [Required]

Key parameters:

• note_id: ID of the note to retrieve

Pitfalls:

• Notes are associated with leads
• Note IDs are required for retrieval; search leads first to find note references
• Notes support plain text and basic formatting

6. Delete Activities

When to use: User wants to remove call records or other activities

Tool sequence:

1. CLOSE_DELETE_CALL - Delete a call activity [Required]

Key parameters:

• call_id: ID of the call to delete

Pitfalls:

• Deletion is permanent and cannot be undone
• Only the call creator or admin can delete calls
• Deleting a call removes it from all reports and timelines

Common Patterns

Lead and Contact Relationship

Close data model:
- Lead = Company/Organization
  - Contact = Person (nested within Lead)
  - Activity = Call, SMS, Email, Note (linked to Lead)
  - Task = Follow-up item (linked to Lead)
  - Opportunity = Deal (linked to Lead)

ID Resolution

Lead ID:

1. Search for leads using the Close search API
2. Extract lead_id from results (format: 'lead_XXXXXXXXXXXXX')
3. Use lead_id in all activity creation calls

Contact ID:

1. Retrieve lead details to get nested contacts
2. Extract contact_id (format: 'cont_XXXXXXXXXXXXX')
3. Use in call/SMS activities for accurate tracking

Activity Logging Pattern

1. Identify the lead_id and optionally contact_id
2. Create the activity (call, SMS, note) with lead_id
3. Include relevant metadata (duration, direction, status)
4. Create follow-up tasks if needed

Known Pitfalls

ID Formats:

• Lead IDs: 'lead_XXXXXXXXXXXXX'
• Contact IDs: 'cont_XXXXXXXXXXXXX'
• Activity IDs vary by type: 'acti_XXXXXXXXXXXXX', 'call_XXXXXXXXXXXXX'
• Custom field IDs: 'custom.cf_XXXXXXXXXXXXX'
• Always use the full ID string

Rate Limits:

• Close API has rate limits based on your plan
• Implement delays between bulk operations
• Monitor response headers for rate limit status
• 429 responses require backoff

Custom Fields:

• Custom fields are referenced by their API ID, not display name
• Different lead statuses may have different required custom fields
• Custom field types (text, number, date, dropdown) enforce value formats

Data Integrity:

• Leads are the primary entity; contacts and activities are linked to leads
• Deleting a lead may cascade to its contacts and activities
• Bulk operations should validate IDs before executing

Quick Reference