Skills › Knowledge Work Plugins › crm-autopilot › cleanup-checklist.md

cleanup-checklist.md

82 lines · small-business/skills/crm-autopilot/reference/cleanup-checklist.md at 2574e29

1# Cleanup checklist

3The fields the `crm-autopilot` skill checks during a deal cleanup, plus the evidence needed to flag each. This runs when the user says "clean up HubSpot," "clean up Salesforce," or "is this deal up to date" scoped to a specific deal.

5Work through every item. Present findings as a review list; write only what the user approves.

7**Field names below are HubSpot's.** On Salesforce the same checks read these fields on `Opportunity`, through the discover → describe → dispatch_readonly flow in `salesforce-fields.md`:

9| Check | HubSpot | Salesforce |

10|---|---|---|

11| 1. Last activity | `notes_last_updated` | `LastActivityDate` (null = nothing ever logged) |

12| 2. Next step | `hs_next_step` | `NextStep` |

13| 3. Stage | `dealstage` | `StageName` — flag only, never written |

14| 4. Close date | `closedate` | `CloseDate` |

15| 5. Amount | `amount` | `Amount` — flag only, never written |

16| 6. Associated contacts | deal associations | `OpportunityContactRoles` subquery; a missing person is created as a `Contact` (or reported as an existing unconverted `Lead`) before a role is proposed |

17| 7. Notes | notes on the deal | `Task` and `Event` records against the opportunity; a clarifying note is a new `Task` with `Status` = Completed, never an edit |

Cleanup checklist

The fields the crm-autopilot skill checks during a deal cleanup, plus the evidence needed to flag each. This runs when the user says "clean up HubSpot," "clean up Salesforce," or "is this deal up to date" scoped to a specific deal.

Work through every item. Present findings as a review list; write only what the user approves.

Field names below are HubSpot's. On Salesforce the same checks read these fields on Opportunity, through the discover → describe → dispatch_readonly flow in salesforce-fields.md:

Check	HubSpot	Salesforce
1. Last activity	`notes_last_updated`	`LastActivityDate` (null = nothing ever logged)
2. Next step	`hs_next_step`	`NextStep`
3. Stage	`dealstage`	`StageName` — flag only, never written
4. Close date	`closedate`	`CloseDate`
5. Amount	`amount`	`Amount` — flag only, never written
6. Associated contacts	deal associations	`OpportunityContactRoles` subquery; a missing person is created as a `Contact` (or reported as an existing unconverted `Lead`) before a role is proposed
7. Notes	notes on the deal	`Task` and `Event` records against the opportunity; a clarifying note is a new `Task` with `Status` = Completed, never an edit

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19## 1. Last activity date

21**Check:** Is the deal's `notes_last_updated` older than the most recent real interaction (email or meeting) involving its associated contacts?

23**Evidence to flag:** An email thread or calendar event in the last 14 days with one of the deal's contacts, newer than `notes_last_updated`.

25**Proposed action:** Offer to log the missing activity. Don't mark the deal itself; logging the activity updates `notes_last_updated` automatically.

1. Last activity date

Check: Is the deal's notes_last_updated older than the most recent real interaction (email or meeting) involving its associated contacts?

Evidence to flag: An email thread or calendar event in the last 14 days with one of the deal's contacts, newer than notes_last_updated.

Proposed action: Offer to log the missing activity. Don't mark the deal itself; logging the activity updates notes_last_updated automatically.

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27## 2. Next-step field (`hs_next_step`)

29**Check:** Does the current `hs_next_step` still reflect what was agreed in the latest email or meeting?

31**Evidence to flag:** The field says "send pricing" and a subsequent email shows pricing was sent. Or the field is blank and a recent meeting explicitly set a next action.

33**Proposed action:** Propose a new value (or blank if the step is completed). Show current → proposed side-by-side.

2. Next-step field (`hs_next_step`)

Check: Does the current hs_next_step still reflect what was agreed in the latest email or meeting?

Evidence to flag: The field says "send pricing" and a subsequent email shows pricing was sent. Or the field is blank and a recent meeting explicitly set a next action.

Proposed action: Propose a new value (or blank if the step is completed). Show current → proposed side-by-side.

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35## 3. Deal stage (`dealstage`)

37**Check:** Do recent interactions suggest the deal has moved stage — e.g., proposal sent, contract signed, lost to a competitor?

39**Evidence to flag:** Explicit language in email/meeting notes like "we're moving forward," "we signed," "we went with [competitor]," or a change in meeting cadence.

41**Proposed action:** **Flag only — never change stage automatically.** Surface the evidence and let the user decide.

3. Deal stage (`dealstage`)

Check: Do recent interactions suggest the deal has moved stage — e.g., proposal sent, contract signed, lost to a competitor?

Evidence to flag: Explicit language in email/meeting notes like "we're moving forward," "we signed," "we went with [competitor]," or a change in meeting cadence.

Proposed action: Flag only — never change stage automatically. Surface the evidence and let the user decide.

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43## 4. Close date (`closedate`)

45**Check:** Has the latest email/meeting referenced a revised timeline that conflicts with the current `closedate`?

47**Evidence to flag:** Phrases like "pushing to Q3," "we'll sign by end of month," or "delayed until next quarter."

49**Proposed action:** Propose an updated date. Show current → proposed.

4. Close date (`closedate`)

Check: Has the latest email/meeting referenced a revised timeline that conflicts with the current closedate?

Evidence to flag: Phrases like "pushing to Q3," "we'll sign by end of month," or "delayed until next quarter."

Proposed action: Propose an updated date. Show current → proposed.

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51## 5. Amount (`amount`)

53**Check:** Has the latest email/meeting mentioned a different deal size?

55**Evidence to flag:** Explicit revised pricing in a pricing email, expanded scope in a meeting, or reduced scope the customer accepted.

57**Proposed action:** Propose an updated amount. Show current → proposed.

5. Amount (`amount`)

Check: Has the latest email/meeting mentioned a different deal size?

Evidence to flag: Explicit revised pricing in a pricing email, expanded scope in a meeting, or reduced scope the customer accepted.

Proposed action: Propose an updated amount. Show current → proposed.

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59## 6. Associated contacts

61**Check:** Are there people on recent emails or meetings with the deal's contacts who aren't themselves associated to the deal?

63**Evidence to flag:** An email CC or meeting attendee whose domain matches an existing deal contact's domain but who isn't on the deal.

65**Proposed action:** Propose adding the missing contact(s) to the deal. Create the contact in the CRM first if they don't exist yet (Salesforce: a `Contact`, then an `OpportunityContactRole`; both announced before writing).

6. Associated contacts

Check: Are there people on recent emails or meetings with the deal's contacts who aren't themselves associated to the deal?

Evidence to flag: An email CC or meeting attendee whose domain matches an existing deal contact's domain but who isn't on the deal.

Proposed action: Propose adding the missing contact(s) to the deal. Create the contact in the CRM first if they don't exist yet (Salesforce: a Contact, then an OpportunityContactRole; both announced before writing).

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67## 7. Notes hygiene

69**Check:** Are there notes or activities older than 90 days that explicitly contradict the current deal state?

71**Evidence to flag:** A note saying "customer is lost" on a deal still in an open stage, or a note with an outdated contract amount.

73**Proposed action:** Add a new note clarifying the current state — **never edit or delete** the old note. Append, don't rewrite history.

7. Notes hygiene

Check: Are there notes or activities older than 90 days that explicitly contradict the current deal state?

Evidence to flag: A note saying "customer is lost" on a deal still in an open stage, or a note with an outdated contract amount.

Proposed action: Add a new note clarifying the current state — never edit or delete the old note. Append, don't rewrite history.

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75## Output format

77Present findings as a numbered list, each item showing:

78- What was flagged

79- The evidence (email subject + date, or meeting title + date)

80- The proposed action (or "flag only" for stage changes)

82Then ask for approval item-by-item or bulk-approve. Write only what's approved.

Output format

Present findings as a numbered list, each item showing:

What was flagged
The evidence (email subject + date, or meeting title + date)
The proposed action (or "flag only" for stage changes)

Then ask for approval item-by-item or bulk-approve. Write only what's approved.

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