handoff-brief-generator

name	handoff-brief-generator
description	Creates comprehensive handoff documentation for sales reps going on vacation or transitioning deals. Generates structured briefs with deal status, activities, next steps, contacts, and risks. Use when user says "I'm going on vacation", "create handoff brief", "coverage brief for my deals", "vacation handoff", "out of office brief", "transition my deals", or "backup documentation".
metadata	{"author":"Dataverse","version":"1.0.0","category":"sales-productivity"}

Handoff Brief Generator

When a sales rep goes on vacation or needs to hand off deals temporarily, the backup needs to quickly understand the status of each deal. This skill automatically generates comprehensive handoff briefs from Dataverse data, ensuring smooth coverage and no deals fall through the cracks.

Instructions

Step 1: Identify Handoff Scope

When user says "I'm going on vacation - create a handoff brief for my backup on active deals":

1.1 Get User Context:

• Identify the sales rep going on vacation (current user or specified)
• Determine vacation dates (if provided)
• Identify backup person (if specified)

1.2 Query Active Opportunities:

SELECT opportunityid, name, customerid, accountid, estimatedvalue,
       estimatedclosedate, salesstage, stepname, closeprobability,
       budgetstatus, need, purchasetimeframe, decisionmaker,
       description, currentsituation, customerneed,
       msdyn_forecastcategory, msdyn_opportunityscore,
       createdon, modifiedon, statecode
FROM opportunity
WHERE ownerid = '[user_id]'
AND statecode = 0
ORDER BY estimatedclosedate ASC

Step 2: For Each Opportunity, Gather Context

2.1 Get Account Information:

SELECT accountid, name, telephone1, emailaddress1, 
       address1_city, address1_stateorprovince,
       industrycode, numberofemployees, primarycontactid
FROM account
WHERE accountid = '[opportunity.accountid]'

2.2 Get Key Contacts:

SELECT contactid, fullname, jobtitle, emailaddress1, telephone1,
       mobilephone, accountrolecode, msdyn_decisioninfluencetag
FROM contact
WHERE accountid = '[accountid]'
AND statecode = 0
ORDER BY accountrolecode

2.3 Get Recent Activities (Last 30 Days):

SELECT activityid, activitytypecode, subject, description,
       createdon, actualend, statecode, statuscode
FROM activitypointer
WHERE regardingobjectid = '[opportunityid]'
AND createdon >= '[30_days_ago]'
ORDER BY createdon DESC

2.4 Get Open Tasks:

SELECT activityid, subject, description, scheduledend, 
       prioritycode, statecode, statuscode
FROM task
WHERE regardingobjectid = '[opportunityid]'
AND statecode = 0
ORDER BY scheduledend ASC

2.5 Get Scheduled Appointments:

SELECT activityid, subject, description, scheduledstart, scheduledend,
       location, ownerid
FROM appointment
WHERE regardingobjectid = '[opportunityid]'
AND scheduledstart >= '[today]'
AND statecode IN (0, 3)
ORDER BY scheduledstart ASC

For each appointment, fetch attendees via activityparty:

SELECT partyid, participationtypemask
FROM activityparty
WHERE activityid = '[activityid]'

Note: requiredattendees and optionalattendees are not selectable columns; attendee lookups are stored in the activityparty table.

2.6 Get Recent Notes:

SELECT annotationid, subject, notetext, createdon
FROM annotation
WHERE objectid = '[opportunityid]'
AND createdon >= '[30_days_ago]'
ORDER BY createdon DESC

Step 3: Identify Urgency and Risks

3.1 Calculate Urgency Level:

Factor	Urgent	Moderate	Low
Close Date	Within coverage period	Within 30 days	30+ days out
Stage	Close	Propose	Qualify/Develop
Scheduled Activities	Meetings during vacation	Tasks due	Nothing scheduled
Deal Size	Top 20% of pipeline	Average	Below average
Forecast Category	Committed	Best Case	Pipeline

3.2 Identify Potential Risks:

• No scheduled next steps
• Proposal sent but no response
• Competitor mentioned in notes
• Key contact hasn't engaged recently
• Approaching close date with no commitment
• Budget not confirmed for late-stage deal

3.3 Flag Urgent Items:

URGENT flag if:
- Close date during vacation period
- Meeting scheduled during vacation
- Pending action that can't wait
- Critical response expected from customer
- Proposal review scheduled

Step 4: Generate Handoff Brief

Output Format:

════════════════════════════════════════════════════════════════
             SALES HANDOFF BRIEF
════════════════════════════════════════════════════════════════

Prepared for: [Backup Name]
Prepared by: [Sales Rep Name]
Coverage Period: [Start Date] - [End Date]
Generated: [Current Date/Time]

════════════════════════════════════════════════════════════════
EXECUTIVE SUMMARY
════════════════════════════════════════════════════════════════

Total Active Opportunities: [N]
Total Pipeline Value: $[X]
Urgent Items: [N] (require action during coverage)
Scheduled Meetings: [N] (need attendance/rescheduling)

COVERAGE PRIORITIES:
🔴 Urgent (Action Required): [N] deals
🟡 Important (Monitor Closely): [N] deals
🟢 Standard (Check if contacted): [N] deals

════════════════════════════════════════════════════════════════
🔴 URGENT - ACTION REQUIRED
════════════════════════════════════════════════════════════════

────────────────────────────────────────────────────────────────
DEAL #1: Contoso Enterprise Platform
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Account: Contoso Corporation
• Value: $150,000
• Stage: Close
• Close Date: [Date - during vacation]
• Probability: 75%
• Forecast: Committed

WHY IT'S URGENT:
⚠️ Contract signature expected [Date]
⚠️ Final negotiation call scheduled [Date]
⚠️ Legal review completing this week

CURRENT STATUS:
We've completed the proposal review with the evaluation team. They've 
selected us over [Competitor]. Sarah Chen (VP Operations) gave verbal 
commitment. Waiting on legal review of contract and final signature 
from CFO.

WHAT'S HAPPENED RECENTLY:
[Date] - Contract sent to legal for review
[Date] - Proposal accepted, moving to contract
[Date] - Final presentation to executive team
[Date] - Technical validation completed

WHAT'S NEXT:
1. [Date] - Legal review call (YOU NEED TO JOIN)
   • Attendees: Sarah Chen, Legal team
   • Prep: Review redlines from their legal (attached)
   • Key issue: Indemnification clause - we can go to $500K cap
   
2. [Date] - Expected signature
   • Contact CFO's office if not received by EOD
   
3. [By EOD Friday] - If signed, initiate onboarding handoff

KEY CONTACTS:
📞 Sarah Chen (VP Operations) - CHAMPION
   Email: [e-mail]
   Mobile: [phone]
   Notes: Prefers text for urgent matters

📞 Michael Ross (CFO) - ECONOMIC BUYER
   Email: [e-mail]
   Phone: [phone]
   Notes: His EA is Jennifer - reach out to her first

📞 Tom Bradley (Legal) - BLOCKER POTENTIAL
   Email: [e-mail]
   Notes: Very detail-oriented, wants everything in writing

RISKS/CONCERNS:
• Legal may push back on liability clause
• CFO traveling next week - signature could slip
• Competitor (Acme) made last-minute counter-offer

IF THINGS GO WRONG:
• If legal pushback: Loop in our legal (Bob Smith) immediately
• If CFO delays: Ask Sarah to escalate internally
• If competitor resurfaces: Offer [approved discount] as last resort

RELATED DOCUMENTS:
• Final proposal: [Link/Location]
• Contract redlines: [Link/Location]
• Presentation deck: [Link/Location]

────────────────────────────────────────────────────────────────
DEAL #2: Fabrikam Cloud Migration
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Account: Fabrikam Industries
• Value: $85,000
• Stage: Propose
• Close Date: [Date - 2 weeks out]
• Probability: 50%
• Forecast: Best Case

WHY IT'S URGENT:
⚠️ Proposal expires [Date]
⚠️ Customer evaluating 2 other vendors
⚠️ Demo scheduled during vacation - needs coverage

CURRENT STATUS:
Proposal submitted 10 days ago. Customer is comparing us against 
[Competitor A] and [Competitor B]. We differentiate on integration 
capabilities and support model. Demo of integration features 
scheduled for [Date].

WHAT'S HAPPENED RECENTLY:
[Date] - Sent proposal follow-up email (no response yet)
[Date] - Technical Q&A call with their IT team
[Date] - Proposal presentation meeting

WHAT'S NEXT:
1. [Date] - Integration Demo (YOU NEED TO ATTEND OR RESCHEDULE)
   • Attendees: IT Team (5 people)
   • Location: Virtual - [Link]
   • Prep: Demo environment in sandbox-fabrikam
   • Focus: API integration with their existing ERP
   
2. [Date +3] - Follow up on demo
   • Get feedback, identify remaining concerns
   
3. [Date +7] - Decision expected

KEY CONTACTS:
📞 Jennifer Walsh (IT Director) - TECHNICAL BUYER
   Email: [e-mail]
   Phone: [phone]
   Notes: Engineer mindset, wants to see it work

📞 David Kim (COO) - ECONOMIC BUYER
   Email: [e-mail]
   Notes: Haven't met yet - Jennifer supposed to intro

COMPETITIVE INTELLIGENCE:
• Competitor A: Lower price, less functionality
• Competitor B: Similar features, weaker support
• Our edge: Integration capabilities and SLA terms

RISKS/CONCERNS:
• Haven't engaged economic buyer directly
• Price may be concern - authorized to offer 10% if needed
• Technical team loves us but may not have budget authority

IF DEMO NEEDS RESCHEDULING:
• Contact Jennifer directly, explain coverage
• Offer earliest date after [return date]
• Keep IT team engaged via email

[Continue for additional deals...]

════════════════════════════════════════════════════════════════
🟡 IMPORTANT - MONITOR CLOSELY
════════════════════════════════════════════════════════════════

────────────────────────────────────────────────────────────────
DEAL #3: Acme Corp Expansion
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Value: $65,000 | Stage: Develop | Close: 45 days
• Status: Discovery complete, building proposal

QUICK CONTEXT:
Existing customer looking to expand. Good relationship with main 
contact (Bob Jones). Need to finalize technical requirements before 
proposal.

DURING COVERAGE:
• No action needed unless they reach out
• If contacted: Schedule requirements call for after [return date]
• If urgent: Can answer basic questions, defer technical to SE team

KEY CONTACT:
📞 Bob Jones: [e-mail] | [phone]

────────────────────────────────────────────────────────────────
DEAL #4: Global Industries New Logo
────────────────────────────────────────────────────────────────

[Similar format - condensed for Important tier...]

════════════════════════════════════════════════════════════════
🟢 STANDARD - CHECK IF CONTACTED
════════════════════════════════════════════════════════════════

DEAL #5: Tech Startup Initial Deal
• Value: $15,000 | Stage: Qualify | Close: 90 days
• Status: Early stage, initial discovery scheduled after vacation
• Action: Only respond if they reach out
• Contact: Amy Lee | [e-mail]

DEAL #6: Manufacturing Co Renewal
• Value: $45,000 | Stage: Develop | Close: 60 days
• Status: Renewal discussion started, no urgency
• Action: Standard check-in if they email
• Contact: Jim Peters | [e-mail]

[List remaining deals...]

════════════════════════════════════════════════════════════════
SCHEDULED ACTIVITIES DURING COVERAGE
════════════════════════════════════════════════════════════════

[Date] 10:00 AM - Legal Review Call (Contoso)
       ⚠️ MUST ATTEND - See Deal #1 for details

[Date] 2:00 PM - Integration Demo (Fabrikam)
       ⚠️ ATTEND OR RESCHEDULE - See Deal #2 for details

[Date] 11:00 AM - Check-in Call (Acme)
       Can reschedule - not urgent

════════════════════════════════════════════════════════════════
TASKS DUE DURING COVERAGE
════════════════════════════════════════════════════════════════

[Date] - Send Contoso contract to legal (DONE - can delete)
[Date] - Follow up on Fabrikam demo (See Deal #2)
[Date] - Prepare Acme proposal (Can wait until return)

════════════════════════════════════════════════════════════════
EMERGENCY CONTACTS
════════════════════════════════════════════════════════════════

Sales Manager: [Name] | [Phone] | [Email]
SE Support: [Name] | [Phone] | [Email]
Legal (urgent contracts): [Name] | [Phone] | [Email]

For ANYTHING truly urgent: Text me at [Mobile]
I'll be checking email [frequency] and can jump on critical calls.

════════════════════════════════════════════════════════════════

Step 5: Create Supporting Records

5.1 Save Brief as Note:

Use create_record with tablename: annotation
{
  "subject": "Handoff Brief - [Rep Name] Vacation [Dates]",
  "notetext": "[Full brief content]",
  "objectid": "[First/primary opportunity or user account]",
  "objecttypecode": "opportunity"
}

5.2 Reassign Ownership (if requested):

For temporary coverage, update each opportunity:
Use update_record with tablename: opportunity
{
  "ownerid": "[backup_user_id]"
}

5.3 Create Reminder Task:

Use create_record with tablename: task
{
  "subject": "Review deals after vacation - reassign ownership",
  "description": "Deals were handed off to [Backup Name] during vacation.\nReview status and reassign to yourself.",
  "scheduledend": "[return_date]",
  "prioritycode": 1
}

Dataverse Tables Used

Table	Purpose
opportunity	Active deals to hand off
account	Account context
contact	Key stakeholder information
activitypointer	Recent activity history
task	Open tasks to transfer
appointment	Scheduled meetings to cover
annotation	Notes and brief storage
phonecall	Recent call history
email	Recent email history

Key Fields Reference

opportunity:

• ownerid (OWNER) - Current owner/rep on vacation
• estimatedclosedate (DATE) - For urgency calculation
• salesstage (CHOICE) - Qualify(0), Develop(1), Propose(2), Close(3)
• msdyn_forecastcategory (CHOICE) - Pipeline(100000001), Best case(100000002), Committed(100000003), Omitted(100000004), Won(100000005), Lost(100000006)
• statecode (STATE) - Open(0), Won(1), Lost(2)
• closeprobability (INT) - Win probability (0-100)

task:

• scheduledend (DATETIME) - Due date
• statecode (STATE) - Open(0), Completed(1), Canceled(2)
• statuscode (STATUS) - Not Started(2), In Progress(3), Waiting(4), Completed(5), Canceled(6), Deferred(7)
• prioritycode (CHOICE) - Low(0), Normal(1), High(2)

appointment:

• scheduledstart, scheduledend (DATETIME) - Meeting times
• statecode (STATE) - Open(0), Completed(1), Canceled(2), Scheduled(3)
• statuscode (STATUS) - Free(1), Tentative(2), Completed(3), Canceled(4), Busy(5), Out of Office(6)
• requiredattendees, optionalattendees (ACTIVITY PARTY) - Participants
• location (NVARCHAR) - Meeting location
• isonlinemeeting (BIT) - Teams meeting flag

contact:

• accountrolecode (CHOICE) - Decision Maker(1), Employee(2), Influencer(3)
• mobilephone (PHONE) - For urgent contact
• msdyn_decisioninfluencetag (CHOICE) - Decision maker(0), Influencer(1), Blocker(2), Unknown(3)

Handoff Best Practices

1. Generate early: Create brief 2-3 days before vacation
2. Walk through: Schedule brief call with backup to review
3. Mark urgent clearly: Visual indicators for priority
4. Include context: Not just facts, but relationship nuances
5. Provide escalation path: How to reach you if truly critical
6. Return review: Check in on day one back

Examples

Example 1: Vacation Handoff Brief

User says: "I'm going on vacation March 10-17, create a handoff brief for my deals"

Actions:

1. Query all open opportunities owned by user
2. For each deal, gather account, contacts, activities, tasks, appointments
3. Identify urgent items (close dates during vacation, meetings scheduled)
4. Generate structured handoff document
5. Create annotation attached to each opportunity

Result:

SALES HANDOFF BRIEF
Prepared for: [Backup Name]
Coverage Period: March 10-17, 2026

URGENT (2 deals):
1. Contoso Enterprise - $150K - Close date March 12
   - Proposal sent, awaiting response
   - Contact: John Smith (CEO) - 555-1234
   - ACTION: Follow up Tuesday if no response

2. Fabrikam Deal - Meeting March 14 at 2pm
   - Demo for technical team
   - Teams link: [included]
   - ACTION: Attend or reschedule

MONITOR (5 deals):
[Summary of each...]

Example 2: Deal Transition to New Rep

User says: "I'm transitioning my territory to Sarah, create handoff documentation"

Actions:

1. Query all opportunities and accounts
2. Generate comprehensive relationship context
3. Include full history and relationship insights
4. Create permanent documentation

Result:

TERRITORY TRANSITION BRIEF
From: [Current Rep] To: Sarah

ACCOUNTS (15 total):

1. CONTOSO LTD
   Relationship: 3 years, strong
   Key Contacts: John (CEO), Mary (VP Ops)
   Open Pipeline: $250K
   History: Started as SMB, now enterprise
   Tips: John prefers morning calls, Mary is technical champion

Example 3: Quick OOO Brief

User says: "I'll be out tomorrow, quick brief for my urgent deals"

Actions:

1. Filter to deals with activities due tomorrow
2. Generate abbreviated urgent-only brief

Result:

QUICK COVERAGE BRIEF - March 5

URGENT ITEMS ONLY:
1. Alpine call at 10am - Reschedule or cover
2. Tailspin proposal due - Send by EOD
3. Northwind - Check for contract signature

All other deals: No action needed for 1 day

Troubleshooting

Error: No opportunities found

Cause: User has no open deals or wrong user context Solution:

• Verify correct user ID in query
• Check statecode filter (should be 0 for open)
• Include transferred opportunities if recently changed ownership

Error: Meeting attendees not retrieved

Cause: Activity party relationship requires separate query Solution:

• Query activityparty table separately for each appointment
• Use participationtypemask to identify required vs optional attendees
• Fall back to meeting organizer if attendee data unavailable

Error: Brief too long for annotation

Cause: Notetext field has length limits Solution:

• Split into multiple annotations if needed
• Create summary version for annotation, full version as attachment
• Prioritize urgent deals in limited space