Proposal follow-up email batch

Proposal follow-up email batch

Work through a batch of outstanding proposal follow-ups: draft emails from Capsa context, get user review, send through a connected email provider, and record completion only after the email actually went out.

New to the Capsa connector? Start with the capsa-orientation skill (or https://github.com/capsa-analytics/capsa-agent-cookbook).

Purpose

After a proposal goes out, follow-ups slip. This skill takes a pile of outstanding follow-ups and walks the user through them in one short session: one draft per follow-up, one review pass, one approved send, and a clean completion record.

The steps are the same whether this runs as an installed skill, is pasted into another agent, or is run ad-hoc. The "Configuration" section lists the inputs a run needs; persist them in the Team specifics block below, a system message, or a wrapper script — or leave them runtime-only.

When to use

Use it when all of the following are true:

• The Capsa MCP connector is connected and reports outstanding follow-up actions.
• The user wants to clear several follow-ups in a single pass, not write one bespoke email.
• An email provider connector is connected (Gmail, Outlook, or any other) and the user intends to send from it.

Skip it when the user wants a single high-touch reply, or when no email provider is connected — ask the user to connect one first.

Required connected apps

• Capsa MCP connector. Provides the follow-up list, the context behind each one, and the call to record completion.
• An email provider connector. Sends the approved drafts. Send only through a connected provider — never via raw SMTP or an unconnected channel.

Configuration

The inputs a run needs. Most vary session-to-session, so leaving them runtime-only is fine.

• Filter scope. Call capsa_list_followup_filter_options to see the branches and sales reps available to the connection; the user picks the subset to clear.
• Lookback / lookahead window. lookback_weeks (1–52) and lookahead_weeks (0–52).
• Statuses. Any subset of past_due, overdue, upcoming, complete. Most clearance passes use past_due and overdue.
• Max rows. A cap so the review step stays manageable.
• Standard intro / signature (optional). A baseline opener or closer to reuse; the agent fills specifics from Capsa context.

Workflow

1. Orient (only if needed)

If you haven't used Capsa recently this session, call capsa_describe_service once to confirm available tools and their shape.

2. Pull outstanding follow-ups

Call capsa_find_followup_actions. Expect items each with a short description, one or more customer contact candidates, and drafting context (proposal reference, date sent, prior touchpoints).

3. Show a concise review list

Summarize what came back — one line per follow-up. The user decides which to act on and which to skip. Don't draft or send yet.

4. Draft editable emails

For each follow-up the user picks, draft a short email using only Capsa's context: three to five sentences, specific to the follow-up, addressed to the selected contact, free of invented facts. If multiple contacts exist and the user hasn't chosen, ask.

5. Review and approve

Present each draft with recipient(s) and subject. The user can approve as-is, edit then approve, skip (optionally mark not needed), or defer. Don't send until the user approves the specific draft.

6. Send through the connected email provider

Send each approved draft through the connected provider. Capture the result — message ID, sent timestamp, or an error. If a send fails, surface the error and do not mark that follow-up done.

7. Mark complete only after evidence

For each follow-up with send evidence (or explicit user confirmation it was handled out-of-band), call capsa_mark_followups_done with that follow-up's identifier. Never mark done because a draft was created, edited, or approved.

Stop rules

• No user approval. Never send without explicit approval on the specific draft.
• Draft is not completion. Never call capsa_mark_followups_done because a draft exists — the trigger is send evidence or user confirmation.
• No invented contact info. Missing email, no usable recipient, or low contact confidence → ask, don't guess.
• No invented context. A fact not in the Capsa context gets omitted or asked about, never invented.
• Send error. If the provider errors, don't mark that follow-up done.

Example user prompt

"I have a bunch of proposals sitting out there with no follow-up. Can you work through them with me? I want to look at each one before anything goes out."

Example agent output (fictional)

I found 3 outstanding proposal follow-ups via Capsa:

1. Greenleaf Landscaping — proposal sent 12 days ago, no reply.
   Contact: Jamie Doe <[email protected]>

2. Cedar Creek Lawn Care — proposal sent 6 days ago, last touch was a question
   about pricing tiers.
   Contact: Pat Roe <[email protected]>

3. Stoneridge Grounds — proposal sent 9 days ago, contact asked for a follow-up
   "next week."
   Contact candidates: Sam Lee <[email protected]>, Alex Park <[email protected]>

Which would you like me to draft? For Stoneridge, which contact should I use?

After the user replies, the agent drafts the chosen emails, presents them for approval, sends only after approval, and records completion via capsa_mark_followups_done only after each send.

All names, emails, and timing above are fictional.

Team specifics