Record Groups: A Complete Guide

1. What are Record Groups?

Record Groups are your central space for keeping track of everything your AI Agents do for you in the background.

In Record Groups, you can:

• Monitor AI agent activity running in the background

• See results generated by agents

• View and manage calls, emails, documents, and photos

• Work with data stored in database-style tables

• Share data and progress with your team

Each Record Group contains multiple Records.

A Record represents all activity and information related to a specific person, claim, customer, crew member, or scenario.

2. How to add data to Record Groups

You can bring data into Record Groups in two main ways.

Option 1 – Upload a database file to an AI Agent

1. Choose an AI Agent.

2. Upload your database file to that agent.

3. Ask the agent to create a Record Group with the columns (categories) you need, such as:

   • Name

   • ID

   • Phone

   • Email

   • Claim ID

   • Any other fields you require

Once the Records list is created, you can:

• Work with the data directly using the AI Agent

• Create and open individual Records

• Update or expand the structure as your needs change

Below is a short video tutorial:

Option 2 – Import a CSV file.

Import a CSV file containing a list of rows and convert each of its rows into a sepeate record system.

Option 3 – Set up automatic data imports

If you want data to flow into Record Groups continuously from other systems:

1. Contact 913.ai.

2. Request automatic data imports into Record Groups.

The team will help connect your external sources so data is synced and updated seamlessly in the background.

3. Working with records list inside a Record Group

Once your data is in a Record Group, you will have a list of records, you can manage records individually or perform actions across many records at once.

Working with AI Agents inside a Record Group

While inside a Record Group, you can open the AI Agent and ask it to perform actions across all records in the group.

For example, you can ask the agent to:

• Call or email everyone in the Record Group

• Start processing all claims in the group

• Review, analyze, or update data across multiple records

• Run the same workflow for every record

This allows you to operate at scale instead of working record by record.

Below is a short video tutorial:

Managing columns and data

You can customize how records are structured and displayed.

You can:

• Ask the AI Agent to add new columns to the Record Group

• Provide the data you want to populate the rows with

• Use the Columns menu to:

  • Hide or unhide columns

  • Rearrange columns in the order you want

Filtering and opening records

You can:

• Filter records based on time

• Click any record to open it and view the AI Agent’s activity and details for that specific record

4. What is a Record?

A Record contains everything related to AI Agent activity and information for one specific case.

A Record includes:

• Every step the AI Agent has taken

• All results the agent has generated

• All related documents and photos

• All related emails and calls

• All record-specific details

Opening a Record gives you a complete view of what has happened and what is currently in progress.

5. Using the Overview menu

The Overview menu is the first screen you see inside a Record.

It provides a quick snapshot of:

• Key record details

• Important agent results

• Latest notes

Think of Overview as a summary of what is happening in the record at a glance.

6. Using the Agent Activity menu

The Agent Activity menu shows every step taken by the AI Agent for the record.

You can:

• View a timeline of agent actions

• Understand what happened and when

• Click any step to see full details

How to use it

View steps

Scroll through the activity list to see everything the agent has done.

See step details

Click any step to open detailed information.

Talk to the AI Agent about a step

Use the agent sidebar to ask questions such as:

• “Why did you do this?”

• “What does this result mean?”

• “Can you repeat this step for other records?”

Add your own activity

Click Add Activity to log actions you performed manually, such as:

• A phone call you made

• A manual update

• An external decision

This keeps the record complete and up to date.

Below is a short video tutorial:

7. Using the Results menu

The Results menu shows all outputs generated by the AI Agent.

You can:

• Review agent findings and outcomes

• Check calculations, summaries, or decisions

• Ask questions about any result

• Add or update results manually

• Download results for sharing or reporting

Below is a short video tutorial:

Using the Notes menu

The Notes menu contains all notes related to a record, created either by the AI Agent or by users.

Notes are used to capture observations, decisions, reminders, or any important context that should stay attached to the record.

What you can do in the Notes menu

You can:

• View all notes added to the record

• See which notes were created by the AI Agent and which were added by users

• Discuss notes with the AI Agent

Managing notes

You can also:

• Add new notes to record important information

• Edit existing notes to keep them up to date

• Delete notes that are no longer relevant

This makes the Notes menu a flexible space for tracking ongoing thoughts, clarifications, and updates that don’t belong in structured fields but are still important for the record.

Below is a short video tutorial:

8. Using the Documents menu

The Documents menu shows all files related to the record, including:

• Documents generated by the AI Agent

• Files uploaded by you or your team

• Supporting PDFs, Word files, or attachments

You can:

• Browse all related documents

• Discuss any document with the AI Agent

• Upload new documents to the record

9. Using the Photos menu

The Photos menu shows all images linked to the record.

This includes:

• Photos uploaded by you or your team

• Photos generated or processed by the AI Agent

You can:

• View all photos

• Ask the agent questions about an image

• Upload additional photos

10. Using the Emails menu

The Emails menu shows all emails connected to the record, including:

• Emails sent by the AI Agent

• Emails received from external parties

You can:

• Review all emails

• Ask the agent to summarize, reply, or extract details

• Ask the agent to draft and send new emails.

11. Using the Calls menu

The Calls menu shows all calls related to the record.

You can:

• View call history

• Review call outcomes and notes

• Ask the agent to explain what happened on a call

• Initiate a new call manually

12. Using the Details menu

The Details menu shows all information related to a specific record.

What you can do

You can:

• View all details stored for the record

• Discuss any detail with the AI Agent

• Ask the agent to use specific details to perform actions

Customizing record details

You can fully customize the information shown by:

• Adding new sections

• Adding fields to sections

• Renaming section titles

• Renaming field titles and values

• Deleting sections or individual fields

This gives you full control over how record information is structured and displayed.

Below is a short video tutorial:

13. Sharing a Record Group with your team

You can share Record Groups to collaborate with others:

You can:

• Share a Record Group with your entire team or selected individuals

• Control who has access

• View current access at any time

• Remove access whenever needed

This enables collaboration without losing control over your data.

Below is a short video tutorial:

14. Quick recap

• Record Groups are your central hub for AI Agent activity and data

• Records store everything related to one specific person, claim, or scenario

• You can add data by:

  • Uploading a database file to an AI Agent

  • Setting up automatic imports with 913.ai

• Inside each Record, you can explore:

  • Overview

  • Agent Activity

  • Results

  • Documents

  • Photos

  • Emails

  • Calls

  • Details

• You can perform actions across multiple records using AI Agents

• You can collaborate by sharing Record Groups with your team