Skip to main content

Advisory Notes

This guide explains how to draft a note to one client from the Compose tab, check the figures in it, and send it from your own email. To draft a note for every client in a bucket at once, see Working the Queue.

How Drafting Works​

A note is drafted from the items you select. Atlas gives the AI only the figures already shown in the attention panel, formatted the way you see them, and tells it to quote nothing else. The draft comes back written as your firm, in the tone set in your advisory settings.

Nothing leaves Atlas without you. You read the draft, edit it, and send it yourself from your email client. Atlas keeps the draft, the facts it was written from, and the date it was marked as sent.

Starting a Note​

Before you begin:

  • You need the Action advisory items permission
  • The client needs at least one open item

There are three ways in, and each sets what the note is about:

  • In the Portfolio, open the row's ⋯ menu and select Draft note about this. The note starts with the client's lead item
  • In the attention panel's Items tab, select Draft note about this on one item, or Draft note at the top for every open item
  • On a Queue card, select Draft note for the client's items in that bucket

The attention panel opens on the Compose tab.

Setting Up the Draft​

The items the note is about appear as chips under About. Select the × on a chip to leave that item out, or Add to include another open item for this client.

tip

Fewer items make a better note. Two or three related points read as a considered message. Six read as a list.

  1. Select a Purpose: Reminder leads with the deadline or amount and asks for something by a date. Heads-up says what you have noticed and that nothing is needed yet. Advice explains what the figures mean and suggests next steps. Book a call summarises the matters and proposes a short call
  2. In Address the client as, enter the contact's first name if you want a greeting. Leave it blank to start with the first point
  3. In Anything to add?, give the AI a steer if you want one, such as "mention we can chase the three largest invoices"
  4. Open What the AI sees to check the facts that will be given to the AI. A metric that failed a plausibility check appears crossed out with the reason, and is not sent
  5. Select Draft with AI

The subject and message appear after a few seconds. Select Draft again for a fresh version with the same inputs.

Checking the Figures​

Read the draft as the client will. Edit the subject and message directly.

Every figure in the message is marked as you type:

  • Green — The figure matches one of the facts given to the AI
  • Amber — The figure matches nothing you were shown

Under the message, a line counts the matches, and each amber figure appears as a chip. Change the figure in the message to one from the facts, or check it against the client's books and select Confirm on the chip. Mark as sent stays greyed out until every amber figure is edited or confirmed.

What the AI sees below the message lists the exact facts used for this draft, so you can check any figure without leaving the panel.

Select Save draft to keep the note without sending. It appears in the client's history as a draft, the client's status becomes Draft ready, and you can reopen it later.

Sending the Note​

You send the note from your own email, so the client sees your address and your signature.

  • Copy puts the subject and message on your clipboard, ready to paste into any email
  • Open in mail opens a new message in your default mail client with the recipient, subject and message filled in

After you send the email, come back and select Mark as sent. The note moves from draft to sent in the client's history, with the date and your name, and the client's status becomes Contacted for the next 14 days.

info

Marking a note as sent is how Atlas knows the client has been written to. The Contacted tab, the Not contacted in 90 days preset, and the history on the client page all depend on it.

Managing Drafts and Sent Notes​

The History tab of the attention panel, and the Advisory section on the client's page, list every note.

  • Select Open on a draft to continue editing it
  • Select Delete draft to remove a draft you no longer want. Sent notes cannot be deleted
  • Open a sent note to copy it or open it in your mail client again. Its figures are checked against the facts stored with it, not today's figures

Daily Limit​

Each firm can draft a set number of AI notes per day. The limit is shown in the Compose tab and set under Settings > Advisory. Drafting again, and each client in a bulk round, count as one draft. Editing, saving and sending do not.

Common Issues​

The draft mentions a number you did not expect

Any figure Atlas cannot match to the facts is marked amber and listed under the message. Treat it as unverified. Change it to the correct figure, or remove the sentence, before sending. If you have checked it yourself, select Confirm on its chip.

A year or a date is marked amber

Years and dates taken from the facts are recognised. A year or date the AI introduced on its own, such as "next April", is not, and is marked so you can check it.

Draft with AI is unavailable

Either your firm has reached its daily limit, no items are selected under About, or you do not have the Action advisory items permission. Hover over the button for the reason.

Open in mail does nothing

Your browser has no default mail client set. Use Copy instead and paste the note into your email.