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Find Capsule CRM deals that have quietly gone stale
For sales reps and managers who want deals with no recent activity found, with a next step for each, by asking their AI.
On this page
Connector
Connect Capsule CRM, pick your AI tool and paste the prompt.
The problem
Dead deals sit in the pipeline and inflate the forecast
Open deals in Capsule CRM go quiet and stay in the pipeline long after anyone works them. Finding them means checking each deal's last activity against its milestone and telling a parked deal from an abandoned one.
Without PopdockAI
- Open each deal and check its last activity
- Compare it with how long the milestone should take
- Look for planned tasks to tell parked from abandoned
- Leave dead deals in the forecast
With PopdockAI
- Each milestone's stale period is used, 30 days if unset
- The last activity and any open task are found
- Parked deals are told apart from abandoned ones
- One next step per deal, nothing moved
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find the open opportunities owned by `{owner-name}` (blank for everyone), worth at least `{min-value}` (default no minimum), that have gone quiet for longer than their milestone allows.
**Step 1: Stale thresholds**
Call `capsule-crm-get-milestone`. For each milestone, keep its name, complete flag and days-until-stale. Where days-until-stale is empty, use 30 days.
**Step 2: Open deals**
Call `capsule-crm-get-opportunity` with owner-name = {owner-name} and value.min = {min-value} when given, and max-records = 500. Keep only rows with no closed-on-date whose milestone is not complete. If more than 40 remain, work through the 40 highest-value deals and say how many were left out.
**Step 3: Check activity**
For each deal, call `capsule-crm-get-entry` with opportunity-id and date.from = today minus that milestone's threshold. A deal with no entries in that window is stale. For stale deals only, call `capsule-crm-get-entry` with opportunity-id and no date filter to find the date of the last entry ever.
**Step 4: Check for a planned next step**
For each stale deal, call `capsule-crm-get-task` with status = open and party-name.contains = the deal's party-name, and keep tasks whose opportunity-name equals the deal's name. A stale deal with an open task due in the future is parked, not abandoned.
**Step 5: Report**
A table of stale deals, oldest last activity first: name, party, owner, milestone, value, threshold in days, last activity date (or "never"), next open task and its due date.
Then one recommendation per deal: follow up now, update the expected close date, or move to Lost. Base it on the evidence: no activity ever and past its expected close date points to Lost; a parked deal needs only a date check.
**Rules & Guidelines:**
* This prompt is read-only. Do not call `capsule-crm-add-note`, `capsule-crm-update-note`, `capsule-crm-add-task`, `capsule-crm-update-task`, `capsule-crm-add-opportunity`, `capsule-crm-update-opportunity`, `capsule-crm-add-case`, `capsule-crm-update-case`, `capsule-crm-add-party` or `capsule-crm-update-party`.
* Do not move any deal. To act on a recommendation, the user can run the move-opportunity-stage prompt.
**Validation:**
* If no deal is stale, say so and report how many open deals were checked.
* If an entry read fails for a deal, list that deal as "not checked" rather than calling it stale.Who it's for
One answer, three teams that use it
Sales managers
Clean the pipeline before forecasting
Find deals nobody is working and decide what to do with each.
Which open Capsule CRM deals have gone stale, and what should we do with each?
Account executives
Revive deals before they die
See your quiet deals with a suggested next step before your manager asks.
Which of my Capsule CRM deals have gone stale? I am Tom Reyes.
Revenue operations
Keep the forecast honest
Flag large stale deals that make the number look better than it is.
List stale Capsule CRM opportunities over 25,000, oldest first.
How it works
What PopdockAI does when you ask
You can name an owner and value, and your AI assistant checks every open deal for staleness. It only reads and moves no deal.
01
Ask
You optionally name an owner and a minimum value.
02
Check
It reads each milestone's stale period and checks deal activity.
03
Date
It finds the last activity and any open task for stale deals.
04
Report
You get a table and one recommendation per deal, nothing moved.
What PopdockAI provides
The tools behind the answer
Ready made tools for Capsule CRM and one secure connection to your AI tool. No code, no exports.
capsule-crm-get-milestone
capsule-crm-get-opportunity
capsule-crm-get-entry
capsule-crm-get-task
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
A pipeline of deals that are really alive
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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