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Find forgotten Capsule CRM projects before customers chase
For project managers who want open Capsule CRM projects classed active, quiet or stalled, with a next step, by their AI assistant.
On this page
Connector
Connect Capsule CRM, pick your AI tool and paste the prompt.
The problem
Forgotten projects still look active
Open projects in Capsule CRM can sit untouched for weeks while still looking active. Telling a busy project from a forgotten one means opening each to check its history, track and tasks, which rarely happens until a customer chases.
Without PopdockAI
- Open each project one at a time
- Check its history for recent activity
- Review its track and open tasks
- Find forgotten projects when the customer chases
With PopdockAI
- Each project's history, track and tasks are read
- Projects are classed active, quiet or stalled by fixed rules
- Stalled projects come first with one recommendation each
- It only reads and closes nothing
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Review the open projects owned by `{owner-name}` (blank for everyone) and find the ones with no activity in the last `{inactive-days}` days (default 30).
**Step 1: Open projects**
Call `capsule-crm-get-case` with status = open, owner-name = {owner-name} when given, and max-records = 500.
**Step 2: Evidence per project**
For each project:
* Call `capsule-crm-get-entry` with case-id and date.from = today minus {inactive-days} days, and count the entries.
* Call `capsule-crm-get-track` with case-id to see which task sequence is applied, if any.
* Call `capsule-crm-get-task` with status = open and party-name.contains = the project's party-name, and keep tasks whose case-name equals the project's name. Note whether any are overdue.
**Step 3: Classify**
* **Active:** entries in the window.
* **Quiet:** no entries in the window, but open tasks due today or later.
* **Stalled:** no entries in the window and no open tasks, or only overdue ones.
**Step 4: Report**
1. Counts by class.
2. Stalled projects first, then Quiet: name, party, owner, team, severity, created date, last contacted date, applied track, open and overdue task counts.
3. Active projects in one compact list.
4. For each stalled project, one recommendation: follow up, add a next task, or close it.
**Rules & Guidelines:**
* This prompt is read-only. Do not call `capsule-crm-add-note`, `capsule-crm-update-note`, `capsule-crm-add-task`, `capsule-crm-update-task`, `capsule-crm-add-opportunity`, `capsule-crm-update-opportunity`, `capsule-crm-add-case`, `capsule-crm-update-case`, `capsule-crm-add-party` or `capsule-crm-update-party`.
* Do not close any project; recommend only.
**Validation:**
* If there are no open projects, say so.
* If more than 50 projects are open, check the 50 with the oldest last-contacted-date first and say how many were not checked.Who it's for
One answer, three teams that use it
Project managers
Catch projects that stalled
See stalled projects first with a clear next step for each.
Review our open Capsule CRM projects and flag anything with no activity in 21 days.
Delivery leads
Keep every customer project moving
Find projects with overdue tasks or no next task before they slip.
Which of Jo Lee's Capsule CRM projects are quiet or stalled?
Operations directors
Close what is finished
Spot projects that look done and recommend closing them.
Which open Capsule CRM projects should we close, follow up or add a next task to?
How it works
What PopdockAI does when you ask
You name an owner and inactive period, and your AI assistant reviews open projects in Capsule CRM. It recommends a next step for each but changes nothing.
01
Ask
You name an owner, or none, and the inactive period.
02
Check
It reads each project's recent history, track and tasks.
03
Classify
It classes each project active, quiet or stalled.
04
Report
You get stalled projects first with a recommendation each.
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-case
capsule-crm-get-entry
capsule-crm-get-track
capsule-crm-get-task
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
Forgotten projects found before customers chase
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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