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Review open Capsule CRM projects
Report

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.

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Review open Capsule CRM projects
Review our open Capsule CRM projects; flag anything with no activity in 30 days.
Of 18 open projects, 11 are active, 3 are quiet and 4 are stalled. - Stalled: Northwind onboarding, no entries and 2 overdue tasks - Stalled: Contoso data migration, no open tasks - Quiet: Fabrikam rollout, next task due October 14 Want the recommendation for each stalled project?
Capsule CRM
Sample figures. Your results come from your own account.
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On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Capsule CRM

Capsule CRM
Run it on your own Capsule CRM data.

Connect Capsule CRM, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Check

It reads each project's recent history, track and tasks.

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capsule-crm-get-entry
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capsule-crm-get-task

03

Classify

It classes each project active, quiet or stalled.

No items found.

04

Report

You get stalled projects first with a recommendation each.

Your AI tool

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.

get-data

capsule-crm-get-case

Returns Capsule CRM projects (cases) with status, owner, team, party, linked opportunity and last contacted date. Filter by name, status, party, owner, created date or closed date.
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capsule-crm-get-entry

Returns Capsule CRM history entries (notes, emails and completed activities) with subject, content, creator and activity type. Filter by date range, type, activity type, creator, subject, party, opportunity or project.
get-data

capsule-crm-get-track

Returns the tracks (task sequences) applied to Capsule CRM opportunities and projects, with track date and direction. Filter by opportunity, project, description or track date.
get-data

capsule-crm-get-task

Returns Capsule CRM tasks with due date, status, owner, category and the linked party, opportunity or project. Filter by status, due date range, owner, category, party or description.
Read only.Nothing in Capsule CRM 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

Forgotten projects found before customers chase

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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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