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Hand over Capsule CRM records to another user
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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.

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Hand over Capsule CRM records to another user
Hand over all of Sam Patel's open Capsule CRM work to Jordan Lee, but not contacts.
Sam Patel owns 37 open items to move to Jordan Lee. - Opportunities: 12, including Contoso renewal, 62,000 - Projects: 4 open - Tasks: 21 open - Staying put: closed deals, closed projects and completed tasks Exclude anything, or shall I move all 37?
Capsule CRM
Sample figures. Your results come from your own account.
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

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Capsule CRM

Capsule CRM
Run it on your own Capsule CRM data.

Connect Capsule CRM, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Gather

It lists every open deal, project and task they own.

capsule-crm-get-user
capsule-crm-get-opportunity
capsule-crm-get-case
capsule-crm-get-task
capsule-crm-get-party

03

Confirm

You see counts and the full list, exclude items and say yes.

No items found.

04

Reassign

It changes only the owner, then checks and reports the result.

Your AI tool

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.

get-data

capsule-crm-get-user

Returns Capsule CRM users with username, email, locale, time zone and currency. Filter by name or username. Use it to find the user id an assignment needs.
get-data

capsule-crm-get-opportunity

Returns Capsule CRM sales opportunities with milestone, value, currency, probability, expected close date, owner and lost reason. Filter by name, party, owner, milestone, value range, expected close date or closed date.
get-data

capsule-crm-get-case

Returns Capsule CRM projects (cases) with status, owner, team, party, linked opportunity and last contacted date. Filter by name, status, party, owner, created date or closed date.
get-data

capsule-crm-get-task

Returns Capsule CRM tasks with due date, status, owner, category and the linked party, opportunity or project. Filter by status, due date range, owner, category, party or description.
get-data

capsule-crm-get-party

Returns people and organizations from Capsule CRM with email, phone, job title, organization, location, owner and last contacted date. Filter by name, email, type, organization, owner, city, state or country.
run-action

capsule-crm-update-opportunity

Updates a Capsule CRM opportunity by id: move it to another milestone (including Won or Lost with a lost reason), or change its value, probability, close date, owner, name or description.
run-action

capsule-crm-update-case

Updates a Capsule CRM project (case) by id, such as closing it or changing its owner, name or description. Only the fields passed are changed.
run-action

capsule-crm-update-task

Updates a Capsule CRM task by id: complete it, reschedule it, reassign it or change its description. Only the fields passed are changed.
run-action

capsule-crm-update-party

Updates a person or organization in Capsule CRM by id: name, job title, owner and tags, and adds an email or phone number. Only the fields passed are changed.
Read only.Nothing in Capsule CRM Changes

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.

How Popdock AI secures your data

The outcome

Open work changes hands in one pass

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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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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