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Hand a rep's open Capsule CRM work to someone else in one pass
For sales managers who need a departing rep's open deals, projects and tasks reassigned without touching anything closed.
On this page
Connector
Connect Capsule CRM, pick your AI tool and paste the prompt.
The problem
Handing over a rep's work one record at a time
When a rep leaves or changes territory, their open deals, projects and tasks have to be reassigned one record at a time. It is easy to miss a task, move a closed deal or change more than the owner.
Without PopdockAI
- Find every open deal, project and task they own
- Reassign each record by hand
- Move a closed deal by accident
- Miss a task and leave it with nobody
With PopdockAI
- Both people are matched to real users
- Every open deal, project and task is listed with counts
- You exclude items before you say yes
- Only the owner changes, and the result is checked
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Hand over everything open that `{from-owner}` owns to `{to-owner}`: open opportunities, open projects and open tasks, plus the people and organizations they own when `{include-contacts}` is yes (default no).
**Step 1: Resolve both users**
Call `capsule-crm-get-user` with name = {from-owner}, and again with name = {to-owner}. Each must resolve to exactly one user, and they must differ. Keep the to-owner's user-id.
**Step 2: Inventory what will move**
* Call `capsule-crm-get-opportunity` with owner-name = {from-owner} and max-records = 500; keep rows with no closed-on-date.
* Call `capsule-crm-get-case` with owner-name = {from-owner}, status = open and max-records = 500.
* Call `capsule-crm-get-task` with owner-name = {from-owner}, status = open and max-records = 500.
* Only if {include-contacts} is yes, call `capsule-crm-get-party` with owner-name = {from-owner} and max-records = 1000.
**Step 3: Confirm**
Show the counts per kind, then the list of each (name, and for deals value and milestone). Closed deals, closed projects and completed tasks stay where they are. Let the user exclude items by name or number. Wait for an explicit yes.
**Step 4: Write**
Pass only id and owner-id = the to-owner's user-id:
* each opportunity with `capsule-crm-update-opportunity`
* each project with `capsule-crm-update-case`
* each task with `capsule-crm-update-task`
* each contact with `capsule-crm-update-party`, only when included
With more than 25 items in total, work in batches of 25 and report progress after each batch.
**Step 5: Verify**
Re-run the Step 2 reads for {from-owner}. Report how many of each kind moved, which were excluded, and any that failed or are still owned by {from-owner}.
**Rules & Guidelines:**
* Change owner-id and nothing else. Do not pass status, milestone, value, dates or names.
* Each record is updated at most once. Do not call any add tool.
* If an update fails, carry on and list the failures at the end.
**Validation:**
* If {from-owner} owns nothing open, say so and stop.
* If {include-contacts} is anything other than yes, leave contacts alone.Who it's for
One answer, three teams that use it
Sales managers
Cover a leaver's accounts fast
Move a departing rep's open work to their replacement in one step.
Hand over all of Alex Kim's open Capsule CRM work to Priya Shah, including contacts.
Sales operations
Rebalance territories cleanly
Move open records between reps without touching closed history.
Move Dana Whitfield's open deals and tasks to Tom Reyes, but leave her contacts.
Account managers
Cover a colleague on leave
Take over open tasks and deals while someone is away, leaving out what you do not need.
Hand Sam Patel's open Capsule CRM tasks to me, Jo Lee, while he is on leave.
How it works
What PopdockAI does when you ask
You name who is handing over and who takes over, and your AI assistant gathers the open work. Nothing is reassigned until you have seen the list and confirmed.
01
Ask
You name who is handing over, who takes over and whether contacts move.
02
Gather
It lists every open deal, project and task they own.
03
Confirm
You see counts and the full list, exclude items and say yes.
04
Reassign
It changes only the owner, then checks and reports the result.
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-user
capsule-crm-get-opportunity
capsule-crm-get-case
capsule-crm-get-task
capsule-crm-get-party
capsule-crm-update-opportunity
capsule-crm-update-case
capsule-crm-update-task
capsule-crm-update-party
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
Open work changes hands in one pass
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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