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Keep one Salesforce asset per serial number
For service teams recording installed products who want no duplicate assets when equipment moves, by asking their AI assistant.
On this page
Connector
Connect Salesforce, pick your AI tool and paste the prompt.
The problem
Two asset records for the same serial number
Recording installed products as Salesforce assets keeps service and renewals accurate, but entering them by hand risks a second asset for the same serial number. When equipment moves sites, the old record stays and a new one is created beside it.
Without PopdockAI
- Search assets by serial number, if you remember to
- Look up the account and product by hand
- Create a new asset when equipment moves
- Leave the old record pointing at the wrong site
With PopdockAI
- The account and one active product are resolved first
- The serial number is checked against existing assets
- An existing asset is updated, with a move called out
- One write, only after you confirm
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record that `{product-name}` with serial number `{serial-number}` is installed at account `{account-name}`, installed on `{install-date}` (default today).
**Step 1: Resolve**
* Call `salesforce-get-account` with `name` set to `{account-name}`. If nothing matches, retry with `name.contains`. If more than one account matches, list them (name, billing city, owner, account ID) and stop. Use the returned account-id for every later call.
* `salesforce-get-product` with `name` set to `{product-name}`, falling back to `name.contains`, and `active` true. Require exactly one match.
* `salesforce-get-asset` with `serial-number` set to `{serial-number}`.
**Step 2: Decide create or update**
* No asset with that serial: plan a new asset named after the product, with account-id, product-id, serial-number, install-date, quantity 1, status Installed.
* An asset with that serial exists: show it. Plan an update of only account-id, install-date and status, and say that the asset is moving if the account differs.
**Step 3: Confirm and write**
Show the exact values you will send and wait for the user to confirm before any write. If they change anything, show the revised values and confirm again. Then call `salesforce-add-asset` once for a new asset, or `salesforce-update-asset` once with `id` for an existing one.
**Step 4: Report**
The asset ID and its values.
**Rules & Guidelines:**
* Exactly one write: `salesforce-add-asset` or `salesforce-update-asset`.
* Do not set a price unless the user gives one.
**Validation:**
* If the serial number is blank, stop and ask for it; serials are what keep assets from duplicating.Who it's for
One answer, three teams that use it
Field service technicians
Record installs as you finish them
Log the installed product against the customer in one message, without creating a duplicate.
Register the T500 Printer, serial TP-5521, as installed at Contoso Ltd on March 3.
Service coordinators
Track equipment moving between sites
When a unit moves, the existing asset is updated and the move is flagged instead of a new record created.
The X200 Scanner SN-1042 has moved to Fabrikam Labs. Update the asset in Salesforce.
Renewals managers
Trust the installed base
One asset per serial number means renewal and service quotes are built on accurate records.
Make sure serial NW-7781, a Z10 Router, is recorded at Northwind Traders with install date today.
How it works
What PopdockAI does when you ask
You give the product, serial number and account, and your AI assistant works out whether to create or update. The one write happens only after you confirm.
01
Ask
You give the product, serial number and account, and optionally an install date.
02
Check
It resolves the account and product and looks for an asset with that serial number.
03
Confirm
You see whether it will create or update, and if the asset is moving, and say yes.
04
Write
It creates or updates the asset and reports its ID.
What PopdockAI provides
The tools behind the answer
Ready made tools for Salesforce and one secure connection to your AI tool. No code, no exports.
salesforce-get-account
salesforce-get-product
salesforce-get-asset
salesforce-add-asset
salesforce-update-asset
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
One asset per serial number, at the right account
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One prompt template with infinite possibilities.
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