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Move Capsule CRM deals between milestones the right way
For sales reps who want to move a deal to a new stage, with a real lost reason when it is lost, by asking their AI assistant.
On this page
Connector
Connect Capsule CRM, pick your AI tool and paste the prompt.
The problem
Deals move stage without a reason recorded
Moving a Capsule CRM deal sounds simple, but a lost deal needs a lost reason, probability shifts with the stage, and the context often goes unrecorded. Pick the wrong deal from two similar names and the pipeline is wrong for everyone.
Without PopdockAI
- Find the deal among similar names
- Change the milestone and hope probability follows
- Skip the lost reason under time pressure
- Move the wrong deal by mistake
With PopdockAI
- The deal is found and checked as open
- Lost moves need a real lost reason from the list
- Old and new milestone and probability are shown first
- Only the milestone changes, then it is read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Move the opportunity `{opportunity-name}` to the milestone `{milestone-name}`, recording the lost reason `{lost-reason}` if it is being lost, and add `{note}` to its history if given.
**Step 1: Find the opportunity**
Call `capsule-crm-get-opportunity` with name.contains = {opportunity-name}. If more than one matches, list name, party, owner, milestone and value, and stop and ask which one. Keep the opportunity-id and current milestone-name. If closed-on-date is already set, tell the user the deal is already closed and ask whether to reopen it.
**Step 2: Find the milestone**
Call `capsule-crm-get-milestone` with name = {milestone-name}; if nothing matches, call it with no filter and list the available milestones, then stop. Keep the milestone-id, probability and complete flag. If the target is the milestone the deal is already at, say so and stop.
**Step 3: Lost reason (only for a lost milestone)**
When the target milestone is complete with probability 0, a lost reason is needed. Call `capsule-crm-get-lost-reason` with name.contains = {lost-reason}. If {lost-reason} is blank or matches nothing or several, list all lost reasons and ask the user to pick one. Keep the lost-reason-id.
**Step 4: Confirm**
Show: opportunity, party, current milestone, new milestone, the new probability the milestone implies, the lost reason if any, and the note if any. Wait for an explicit yes.
**Step 5: Write**
1. Call `capsule-crm-update-opportunity` once, with id, milestone-id, and lost-reason-id only when losing. Pass no other fields.
2. If {note} is given, call `capsule-crm-add-note` once, with opportunity-id and content = {note}.
**Step 6: Verify**
Call `capsule-crm-get-opportunity` with opportunity-id and confirm milestone-name now matches, and for a lost deal that lost-reason-name is set. Report the before and after.
**Rules & Guidelines:**
* The only write tools this prompt may call are `capsule-crm-update-opportunity` and `capsule-crm-add-note`, each at most once, after confirmation.
* Do not change the value, owner, probability, name or expected close date, even if they look wrong; mention them instead.
* Do not create a project for a won deal; the user can run the start-project-from-won-deal prompt.
**Validation:**
* If the update fails, report the error and do not add the note.Who it's for
One answer, three teams that use it
Account executives
Update deals after a call
Move a deal forward or mark it lost with a reason, in one message.
Move the Contoso analytics rollout deal to Negotiation in Capsule CRM.
Sales managers
Get a reason for every loss
Lost deals always carry a real lost reason for win-loss reviews.
Mark the Northwind warehouse pilot as Lost in Capsule CRM, they lost budget.
Sales operations
Keep stage data clean
Avoid moving the wrong deal or closed deals by mistake.
Move the Fabrikam support renewal deal to Won, and add a note that procurement signed today.
How it works
What PopdockAI does when you ask
You name the deal and the milestone, and your AI assistant checks it in Capsule CRM. Nothing changes until you have seen the before and after and said yes.
01
Ask
You name the deal, the milestone and an optional lost reason or note.
02
Find
It finds the deal and checks it is open and not already there.
03
Confirm
You see old and new milestone and probability, then say yes.
04
Update
It changes only the milestone and reads the deal back.
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-opportunity
capsule-crm-get-milestone
capsule-crm-get-lost-reason
capsule-crm-update-opportunity
capsule-crm-add-note
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
Deals at the right stage, losses explained
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.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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