crm-maintenance

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CRM Maintenance

CRM维护

Quick start

快速开始

Pull context from the referenced email or calendar event, resolve the right HubSpot contact and deal, log the activity, and surface what changed. For a deal cleanup, audit the deal against recent email/calendar activity and propose updates — never apply them without approval.

User: "log this call to the Acme deal"
→ Read the most recent completed calendar event
→ Confirm attendees map to the Acme deal's contacts
→ Write a call activity on the Acme deal
→ Report: "Logged call to Acme Q2 Expansion. [deal link]"

从关联的邮件或日历事件中提取信息，找到对应的HubSpot联系人和交易记录，记录活动并展示变更内容。如果是交易清理任务，请根据近期邮件/日历活动审核交易记录并提出更新建议——未经批准切勿执行修改。

User: "log this call to the Acme deal"
→ Read the most recent completed calendar event
→ Confirm attendees map to the Acme deal's contacts
→ Write a call activity on the Acme deal
→ Report: "Logged call to Acme Q2 Expansion. [deal link]"

Workflow

工作流程

Identify intent. Decide which of three paths applies from the user's message and context:
- Email path — "update my CRM", "add this to the deal", or any reference to an email thread
- Call path — "log this call", "log the meeting", or any reference to a calendar event
- Cleanup path — "clean up HubSpot", "is this deal up to date", or any request to audit a specific deal If the intent is ambiguous (e.g. "update HubSpot" with no referenced email/meeting/deal), ask which path before proceeding.
Gather context.
- Email path: read the thread (subject, participants, last 1–3 messages). Identify the primary external contact.
- Call path: read the calendar event (title, attendees, time, description). If no event was specified, use the most recent completed meeting in the last 24 hours and confirm with the user before proceeding.
- Cleanup path: pull the deal (stage, amount, close date, next-step, associated contacts, activities in last 60 days), plus the last 14 days of email threads and calendar events involving the deal's contacts.
Resolve the HubSpot contact and deal. For email/call paths:
- Search HubSpot contacts by email address. If a contact is missing, create it from email signature or calendar invite data — announce creation in chat before writing.
- Find the right deal in this order: (a) explicit match if the user named one, (b) the contact's sole open deal, (c) fuzzy match across the contact's open deals against the email subject or meeting title — confirm before writing, (d) ask the user if no match. Never auto-create a deal.
- For field names, activity types, and association rules, read reference/hubspot-fields.md before writing anything to HubSpot.
- If deduplication or deal-resolution feels ambiguous, check reference/gotchas.md before proceeding — it covers the most common failure modes.
Execute the action.
- Email path: write an email activity with the thread subject as the title and a concise summary (not the full thread) as the body. Timestamp to the latest message. For a worked example, see reference/examples/log-email-happy-path.md.
- Call path: write a call activity with the event title, duration, and any notes available. Timestamp to the event start. For a worked example including a missing-contact scenario, see reference/examples/log-call-happy-path.md.
- Cleanup path: walk each field per reference/cleanup-checklist.md and assemble a proposed-changes list. Show current → proposed side-by-side. Write only what the user approves. For a full worked example, see reference/examples/cleanup-deal.md.
Approval gate — every externally visible write. For contact creation and activity logging, announce before writing and surface the result after. For cleanup edits, do not write anything until the user approves the specific changes.
Report what happened. Tell the user what was written and what's pending. Include a HubSpot link to the affected deal when possible. Keep it short.

识别用户意图。根据用户消息和上下文确定适用以下三种路径中的哪一种：
- 邮件路径 —— 用户提及“更新我的CRM”、“将此添加到交易记录”或任何与邮件线程相关的请求
- 通话路径 —— 用户提及“记录此次通话”、“记录会议”或任何与日历事件相关的请求
- 清理路径 —— 用户提及“清理HubSpot”、“这个交易记录是否是最新的”或任何要求审核特定交易记录的请求如果意图不明确（例如用户仅说“更新HubSpot”但未关联邮件/会议/交易记录），请先询问用户适用哪种路径再继续操作。
收集上下文信息。
- 邮件路径：读取邮件线程（主题、参与者、最近1-3条消息），识别主要外部联系人。
- 通话路径：读取日历事件（标题、参与者、时间、描述）。如果未指定具体事件，使用过去24小时内最近完成的会议，并在操作前与用户确认。
- 清理路径：提取交易记录信息（阶段、金额、截止日期、下一步计划、关联联系人、过去60天内的活动），以及过去14天内与该交易记录联系人相关的邮件线程和日历事件。
匹配HubSpot联系人和交易记录。针对邮件/通话路径：
- 通过邮箱地址搜索HubSpot联系人。如果联系人不存在，根据邮件签名或日历邀请数据创建联系人——创建前需在聊天中告知用户。
- 按以下顺序查找对应的交易记录：(a) 用户明确指定的交易记录，(b) 该联系人唯一的未结交易记录，(c) 根据邮件主题或会议标题模糊匹配该联系人的未结交易记录——匹配后需确认再操作，(d) 如果无匹配项则询问用户。切勿自动创建交易记录。
- 在向HubSpot写入任何内容前，请阅读reference/hubspot-fields.md了解字段名称、活动类型和关联规则。
- 如果在去重或交易记录匹配时存在疑问，请先查看reference/gotchas.md再继续——该文档涵盖了最常见的问题场景。
执行操作。
- 邮件路径：创建邮件活动，以邮件线程主题为标题，简洁摘要（而非完整线程）为内容，时间戳设为最新消息的时间。完整示例请查看reference/examples/log-email-happy-path.md。
- 通话路径：创建通话活动，包含事件标题、时长和可用的笔记内容，时间戳设为事件开始时间。包含缺失联系人场景的完整示例请查看reference/examples/log-call-happy-path.md。
- 清理路径：按照reference/cleanup-checklist.md检查每个字段，整理出建议变更列表，以“当前值 → 建议值”的对比形式展示。仅执行用户批准的变更。完整示例请查看reference/examples/cleanup-deal.md。
审批关卡——所有对外可见的写入操作。创建联系人或记录活动时，需先告知用户再执行操作，并在操作后展示结果。对于清理编辑操作，在用户批准具体变更前切勿执行任何写入。
反馈操作结果。告知用户已执行的操作和待处理的事项，尽可能包含受影响交易记录的HubSpot链接。请保持内容简洁。

Approval gates

审批规则

Never delete records. Not contacts, not deals, not activities. If the user asks, say the skill cannot and direct them to HubSpot.
Never change deal stage or close a deal without explicit user approval. Even if evidence is strong. Flag and defer.
Never create a new deal unprompted. Ask if the right deal can't be resolved.
Announce contact creation before writing. One line — lets the user catch typos or duplicates.
Side-by-side diffs for cleanup. Show current value and proposed value; wait for approval per item.

切勿删除任何记录。包括联系人、交易记录和活动。如果用户要求删除，请告知该技能无法执行此操作并引导用户直接操作HubSpot。
未经用户明确批准，切勿修改交易记录阶段或关闭交易记录。即使有确凿证据，也需标记并等待用户指示。
切勿在未得到用户提示的情况下创建新交易记录。如果无法找到对应的交易记录，请询问用户。
创建联系人前需告知用户。用一句话说明，以便用户发现拼写错误或重复项。
清理操作需展示对比差异。显示当前值和建议值，逐项等待用户批准。

Reference

参考资料

reference/hubspot-fields.md — activity types, field names, association rules used in this skill
reference/cleanup-checklist.md — the fields checked during a deal cleanup and the evidence needed to flag each
reference/gotchas.md — Good / Bad patterns for contact resolution, activity summaries, and cleanup proposals
reference/examples/log-email-happy-path.md — worked example: email to existing deal
reference/examples/log-call-happy-path.md — worked example: meeting to existing deal, missing contact
reference/examples/cleanup-deal.md — worked example: stale deal audit

reference/hubspot-fields.md —— 本技能使用的活动类型、字段名称和关联规则
reference/cleanup-checklist.md —— 交易记录清理时检查的字段及标记每个字段所需的证据
reference/gotchas.md —— 联系人匹配、活动摘要和清理建议的正确/错误模式
reference/examples/log-email-happy-path.md —— 示例：邮件关联至现有交易记录
reference/examples/log-call-happy-path.md —— 示例：会议关联至现有交易记录、缺失联系人场景
reference/examples/cleanup-deal.md —— 示例：过期交易记录审核