Connectors

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Microsoft Dynamics 365 Sales

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Reconcile Dynamics 365 Sales and Freshdesk contacts
Report
Cross-Connector

Find contacts missing between Dynamics 365 Sales and Freshdesk

For operations teams who ask their AI assistant to compare one customer's contacts across Dynamics 365 Sales and Freshdesk.

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Reconcile Dynamics 365 Sales and Freshdesk contacts
Compare the contacts for Fabrikam Inc between Dynamics 365 Sales and Freshdesk and tell me who is missing or out of date.
Fabrikam Inc has 9 contacts in Dynamics 365 Sales and 7 in Freshdesk, with 6 matched by email. - Dynamics only: Lena Ortiz, lena@fabrikam.com, Procurement Manager - Freshdesk only: Raj Mehta, raj@fabrikam.com, contact type Agent - Different: Tom Reed, job title is Buyer in Dynamics and blank in Freshdesk - Recommendation: Add Lena to Freshdesk and confirm whether Raj should exist in the CRM Want the full list of the 3 contacts without an email?
Microsoft Dynamics 365 Sales
Sample figures. Your results come from your own account.
microsoft-dynamics-365-sales-get-contacts
freshdesk-get-companies
freshdesk-get-contacts

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Microsoft Dynamics 365 Sales

Microsoft Dynamics 365 Sales
Run it on your own Microsoft Dynamics 365 Sales data.

Connect Microsoft Dynamics 365 Sales, pick your AI tool and paste the prompt.

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The problem

Sales and support keep different contact lists for one customer

Sales adds contacts in Dynamics 365 Sales and support adds them in Freshdesk, and the lists drift. Someone has left in one system, a title or phone differs, or a person exists in only one place, and comparing screens by hand misses them.

Without PopdockAI

  • Open the customer's contacts in both systems
  • Compare names, titles and phones by eye
  • Miss people who exist in only one place
  • Leave stale details in both

With PopdockAI

  • Contacts are read from both systems for the customer
  • It stops if the companies clearly differ or are ambiguous
  • People are matched by email and details compared
  • Gaps and differences come with a recommendation, and nothing is changed

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** For the customer `{customer-name}`, compare its contacts in Dynamics 365 Sales with its contacts in Freshdesk and report who is in one system only or has differing details.

**Step 1: Dynamics contacts (Dynamics 365 Sales server)**

Call `dynamics-365-sales-get-contacts` with `parent-customer.contains` set to the customer name. If the names returned in `parent-customer` clearly belong to different companies, list them and stop.

**Step 2: Freshdesk contacts (Freshdesk server)**

Call `freshdesk-get-companies` with `name.contains` set to the customer name; if exactly one matches, call `freshdesk-get-contacts` with its `company-id`. If none or several match, report that and stop.

**Step 3: Match and compare**

Match on `email` (case-insensitive) between the two lists. For matched pairs compare name (Dynamics `full-name` against Freshdesk `name`), `job-title` and phone numbers. For contacts without an email, list them separately as unmatched.

**Step 4: Report**

* Counts in each system
* In Dynamics only (name, email, job-title)
* In Freshdesk only (name, email, contact-type)
* Matched but different (field, Dynamics value, Freshdesk value)
* A recommendation per item, as text only

**Rules & Guidelines:**

* `dynamics-365-sales-get-contacts` is on the Dynamics 365 Sales server; `freshdesk-get-companies` and `freshdesk-get-contacts` are on the Freshdesk server.
* Read-only. Do not call `freshdesk-add-contact`, `freshdesk-update-contact`, `freshdesk-delete-contact`, `dynamics-365-sales-create-contact` or `dynamics-365-sales-update-contact`. Propose changes in words only.

**Validation:**

* If either side returns no contacts, say so and report the other side as unmatched.
* Treat phone numbers as equal when they match after removing spaces and punctuation.

Who it's for

One answer, three teams that use it

Operations analysts

Keep contact data consistent

Counts, gaps and differences show exactly what needs updating where.

Compare Contoso's contacts between Dynamics 365 Sales and Freshdesk.

Support team leads

Know who to contact at a customer

People missing from Freshdesk are listed so support reaches the right person.

Which Northwind Traders contacts in Dynamics 365 Sales are missing from Freshdesk?

Account managers

Spot people who have moved on

Contacts in only one system often point to someone who has left or changed role.

Who at Fabrikam has a different job title or phone in Freshdesk than in Dynamics 365 Sales?

How it works

What PopdockAI does when you ask

You name the customer and your AI assistant compares their contacts in Dynamics 365 Sales and Freshdesk. Phone numbers are compared without punctuation, and nothing is changed.

01

Ask

You name the customer to compare.

Your AI tool

02

Read

It reads the customer's contacts in Dynamics 365 Sales and in Freshdesk, stopping if the customer is ambiguous.

microsoft-dynamics-365-sales-get-contacts
freshdesk-get-companies
freshdesk-get-contacts

03

Match

It matches people by email and compares name, job title and phone.

No items found.

04

Report

You get counts, the gaps and differences, and a written recommendation for each.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Microsoft Dynamics 365 Sales and one secure connection to your AI tool. No code, no exports.

get-data

microsoft-dynamics-365-sales-get-contacts

Returns Dynamics 365 Sales contacts. Filter by full name, email, city, job title, state, parent customer, created date and status, and cap how many records come back.
get-data

freshdesk-get-companies

Returns companies from Freshdesk, with filters on the fields that matter. Read-only.
get-data

freshdesk-get-contacts

Returns contacts from Freshdesk, with filters on the fields that matter. Read-only.
Read only.Nothing in Microsoft Dynamics 365 Sales 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

A precise list of missing and stale contacts

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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.

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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