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Find stale Salesforce users and the work they leave unattended
For IT and admins reviewing Salesforce access who want stale, unassigned and inactive users found, with open records counted, by asking their AI assistant.
On this page
Connector
Connect Salesforce, pick your AI tool and paste the prompt.
The problem
Stale users still owning deals and cases nobody works
Salesforce user lists collect people who have not logged in for months, inactive users still in groups and users with no role or manager. Inactive users can still own open deals and cases, and finding them means cross checking several lists.
Without PopdockAI
- Export users and sort by last login
- Check group membership for inactive users
- Look for missing roles and managers
- Cross check who still owns open deals and cases
With PopdockAI
- Up to 2000 users are read and checked
- Stale logins, missing roles and grouped inactive users are flagged
- Open deals and cases they still own are counted
- Read only, with reassignment called out before any deactivation
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find Salesforce users whose access should be reviewed, treating a login older than `{stale-days}` days (default 90) as stale.
**Step 1: Pull users**
Call `salesforce-get-user` with `max-records` 2000.
**Step 2: Check**
* **Stale:** active users whose last-login is older than `{stale-days}` days, or who have never logged in.
* **No role or manager:** active standard users with no role or no manager.
* **Inactive still grouped:** for inactive users, call `salesforce-get-group-member` with `user-or-group-id` set to their user-id; any membership is a flag.
* **Owns open work:** for stale and inactive users, call `salesforce-get-opportunity` with `owner` set to their name and `closed` false, and `salesforce-get-case` with `owner` and `closed` false. Count what they still own.
**Step 3: Report**
A count per flag, then a table: name, username, profile, role, active, last login, days since login, open opportunities, open cases, groups, flags. List inactive users who still own open records first, since that work is going unattended.
**Rules & Guidelines:**
* This prompt is read-only. Do not call any write tool: `salesforce-add-account`, `salesforce-add-contact`, `salesforce-add-lead`, `salesforce-add-opportunity`, `salesforce-add-case`, `salesforce-add-task`, `salesforce-add-asset`, `salesforce-add-campaign`, `salesforce-update-account`, `salesforce-update-contact`, `salesforce-update-lead`, `salesforce-update-opportunity`, `salesforce-update-case`, `salesforce-update-task` or `salesforce-update-asset`.
* Do not recommend deactivating a user who owns open records without saying the records need reassigning first.
**Validation:**
* If no user is flagged, say so.Who it's for
One answer, three teams that use it
Salesforce administrators
Run access reviews in one pass
Get every stale, unassigned and still grouped user in one report, with counts per issue.
Audit Salesforce users who have not logged in for 60 days and inactive users still in groups.
IT security
Tighten access without breaking work
See which stale accounts still own open records before anyone is deactivated.
Which inactive Salesforce users still own open opportunities or cases?
Sales operations
Find unattended deals and cases
Find open work owned by people who have left so it can be reassigned.
List open Salesforce deals and cases owned by users with no login in 90 days.
How it works
What PopdockAI does when you ask
You optionally set what counts as a stale login, and your AI assistant audits Salesforce users and the work they still own. It changes nothing.
01
Ask
You optionally set what counts as a stale login.
02
Read
It reads up to 2000 Salesforce users.
03
Check
It flags stale, unassigned and still grouped users and counts their open records.
04
Report
You get a count per issue and a table, inactive owners of open work first.
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-user
salesforce-get-group-member
salesforce-get-opportunity
salesforce-get-case
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
Access reviews with a safe order for clean up
Related use cases
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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.