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Show the project team the job's budget where they work
For project managers who want Business Central job financials posted to Asana as a status update, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
The project team never sees the job's budget
The project team in Asana rarely sees the job's budget against usage, which sits in Business Central. Keeping them informed means someone copying figures across and judging whether the job is still on track.
Without PopdockAI
- Total budget and usage for the job
- Open the Asana project and count overdue tasks
- Write a status update by hand
- Leave the team unaware until the job is over budget
With PopdockAI
- Cost and price budget are totalled against usage
- The Asana project's open and overdue tasks and last status are read
- A status is drafted with clear rules and a recommendation
- You confirm or edit it before it posts, and Business Central is untouched
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Draft a status update for the Asana project that matches Business Central job `{job-number}`, based on the job's budget against usage, and post it to Asana once the user confirms.
**Step 1: Read the job in Business Central**
Call `business-central-get-job` with `job-number` set to `{job-number}` and `company` set to `{company}` if given. If nothing comes back, say so and stop. Then call `business-central-get-job-task` with `job-number` set to `{job-number}`. Total `total-cost-budget`, `total-cost-usage`, `total-price-budget` and `total-price-usage`, and note the tasks whose end date has passed.
**Step 2: Find the Asana project**
If `{project-id}` is given, use it. Otherwise call `asana-get-project` with `name.contains` set to `{job-number}`, then with the job description if that returns nothing. If more than one matches, list them and ask which one. If none matches, stop and say no Asana project was found.
**Step 3: Read the project's current state**
Call `asana-get-tasks` with `projects.contains` set to the project name and `completed` false, and count open and overdue tasks. Call `asana-get-status-updates` with `parent-id` set to the project id and read the latest one so the draft does not simply repeat it.
**Step 4: Draft**
Choose a status: on track when cost usage is at or below 80 percent of budget and nothing is overdue; at risk when usage is between 80 and 100 percent or some tasks are overdue; off track when usage is over budget or the job ending date has passed with open tasks. Write a title (`Job <job-number> financial status - <today>`) and plain-text body covering: cost budget vs usage with percentage, price budget vs usage, overdue job tasks, open and overdue Asana tasks, and one sentence of recommendation. Show the draft and the chosen status, and ask the user to confirm or edit it. Do not continue without a yes.
**Step 5: Post**
Call `asana-create-status-for-project` once with `project-id`, `status`, `title` and `text` as confirmed. Report the result.
**Rules & Guidelines:**
* `business-central-get-job` and `business-central-get-job-task` are on the business-central server; `asana-get-project`, `asana-get-tasks`, `asana-get-status-updates` and `asana-create-status-for-project` are on the asana server.
* `asana-create-status-for-project` is the only write tool this prompt may call, once, after confirmation. Do not call `asana-update-project`, `asana-update-task` or any other asana write tool, and no business-central create or update tool.
* Use the status values `asana-create-status-for-project` accepts for on track, at risk and off track.
**Validation:**
* If the job has no job tasks or a zero cost budget, say the financial basis is missing, base the status on the Asana tasks only, and say so in the body.Who it's for
One answer, three teams that use it
Project managers
Share budget status without copying figures
Post a status with budget against usage straight to the Asana project your team watches.
Post the budget position of Business Central job J-2210 to its Asana project.
Project accountants
Warn the team before overspend
Clear rules mark a job at risk once cost usage passes 80 percent, so the team hears early.
Draft an Asana status for job J-1077 from Business Central and tell me if it is at risk.
Delivery leads
See money and tasks in one update
The status puts figures beside open and overdue tasks with a one line recommendation.
Update the Asana project for Business Central job J-3015 with its cost and price usage.
How it works
What PopdockAI does when you ask
You give a job number and your AI assistant drafts an Asana status update from the job's Business Central figures. You confirm or edit the draft before it is posted.
01
Ask
You give a Business Central job number.
02
Read
It totals budget against usage and reads the Asana project's tasks and status.
03
Draft
It drafts a status using clear rules, with figures and a recommendation.
04
Post
You confirm or edit it, then it posts once to the Asana project.
What PopdockAI provides
The tools behind the answer
Ready made tools for Microsoft Dynamics 365 Business Central and one secure connection to your AI tool. No code, no exports.
asana-get-project
asana-get-tasks
asana-get-status-updates
asana-create-status-for-project
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
The job's financial position where the team works
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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