crm-activity-sync

name

crm-activity-sync

description

Sync daily SE work activities (POC, Design, Workshops, Meetings, Ideations) into MSX CRM milestone activities. Reads activity-log.md from customer-engagements (populated by /daily-activity-log), maps each entry to the correct milestone, and creates CRM tasks. Runs on-demand or as a daily automation (Sun–Thu). Includes first-run onboarding, SSP/opportunity discovery, and failure recovery. Triggers include: 'crm activity', 'sync activities', 'log crm', 'update crm', 'crm tasks', 'activity sync', 'log my work', 'update milestones', 'what did I work on', or any request to push SE activities into MSX.

/crm-activity-sync — CRM Activity Sync for Solution Engineers

Read structured activity logs from customer-engagements and push them into MSX CRM (Dynamics 365) as milestone activities. This skill is the second stage of a two-stage pipeline:

/daily-activity-log → activity-log.md → /crm-activity-sync → MSX CRM tasks

/daily-activity-log collects evidence (git repos, calendar, emails) and writes activity-log.md in each project folder. This skill reads those logs, maps each entry to the correct MSX milestone, and creates CRM tasks.

Architecture: Pipeline Model

┌─────────────────────────┐     ┌──────────────────────────┐     ┌──────────┐
│  /daily-activity-log     │     │  customer-engagements/    │     │  MSX CRM │
│  (upstream skill)        │     │  (single source of truth) │     │          │
│                          │     │                           │     │          │
│  📦 Work repos (git)    │────▶│  activity-log.md          │     │          │
│  📅 Calendar events     │────▶│  meetings/                │────▶│  Tasks   │
│  📧 PG/Eng emails       │────▶│  followups.md             │     │          │
│  💬 Teams (future)      │────▶│  email-threads/ (future)  │     │          │
└─────────────────────────┘     └──────────────────────────┘     └──────────┘

 Runs daily at 07:30          Source of truth                  Runs daily at 08:00

This skill reads ONLY from customer-engagements/. It never directly queries calendar, git repos, or email. That is /daily-activity-log's job.

Platform Compatibility

This skill runs on macOS, Linux, and Windows. Detect the OS first and pick the right command syntax. See _shared/PLATFORM.md (skills repo root) for the full translation table. Quick reference:

Action	macOS / Linux (bash)	Windows (PowerShell)
Run node script	node ~/path/script.mjs	node $HOME/path/script.mjs
Find node	which node	Get-Command node
Install node	brew install node (macOS) / pkg mgr (Linux)	winget install OpenJS.NodeJS
Run shell script	bash ~/Scripts/x.sh	pwsh $HOME/Scripts/x.ps1 (provide PS1 alongside)
Home dir	~ or $HOME	$HOME

VPN check note: ~/Scripts/ensure-vpn.sh is POSIX-only. On Windows, the user must connect Azure VPN Client manually before running this skill, or you must provide a PowerShell equivalent (ensure-vpn.ps1). If neither exists on Windows, ask the user to confirm VPN is connected and proceed.

Default to POSIX commands; fall back to PowerShell when running on Windows native (not WSL, not Git Bash).

Core Principles

• Single source of truth. All activity evidence lives in customer-engagements/. This skill reads activity-log.md — nothing else. If an activity isn't logged there, it doesn't get synced to CRM.
• Never fabricate activities. Only create CRM tasks backed by entries in activity-log.md. If the log is empty for a date, create nothing.
• Idempotent. Before creating any CRM task, check if a matching task already exists on the milestone (same subject + same scheduled-end month). Never create duplicates.
• Milestone-first. Every CRM activity must link to a milestone via the regardingobjectid field. If no milestone exists, queue the activity locally and alert the user — never create an orphaned task.
• User reviews before CRM writes. In interactive mode, always present the proposed activities and get confirmation before creating anything. In automated mode, create activities and send a receipt summary.
• Preserve source language. Activity subjects and descriptions stay in their original language (English or Hebrew). Do not translate.
• Portable by design. No hardcoded user names, paths, or customer mappings. Everything is discovered at runtime via M365 profile + CRM queries + local folder scanning. Any team member with the prerequisites can run this skill.

Prerequisite Auto-Install

Before running, verify all dependencies are present. Install anything missing automatically.

Required Sibling Skills

This skill requires sibling skills from the same repository (https://github.com/roie9876/clawpilot-skills):

Skill	Purpose	Required?
/daily-activity-log	Upstream — populates activity-log.md that this skill reads	✅ Must run before this skill
/customer-repo	Scaffolds customer-engagements/ folder structure	✅ For initial setup
/msx-crm	CRM query tools (run-tool.mjs) for reading/writing MSX data	✅ CRM backend

Check if each required skill is installed:

# macOS / Linux
for skill in daily-activity-log customer-repo msx-crm; do
  [ -f "$HOME/.copilot/skills/$skill/SKILL.md" ] && echo "✅ $skill" || echo "❌ $skill MISSING"
done

# Windows
foreach ($skill in @('daily-activity-log','customer-repo','msx-crm')) {
    if (Test-Path "$HOME\.copilot\skills\$skill\SKILL.md") { "✅ $skill" } else { "❌ $skill MISSING" }
}

If ANY required skill is missing, install all skills from the repository:

1. Clone the repo (skip if already cloned):

   # macOS / Linux
   [ -d "$HOME/customer-skills/.git" ] || git clone https://github.com/roie9876/clawpilot-skills.git "$HOME/customer-skills"
   

   # Windows
   if (-not (Test-Path "$HOME\customer-skills\.git")) {
       git clone https://github.com/roie9876/clawpilot-skills.git "$HOME\customer-skills"
   }
   

2. Run the installer (idempotent — safe to re-run):

   # macOS / Linux
   bash "$HOME/customer-skills/scripts/install.sh"
   

   # Windows
   pwsh "$HOME\customer-skills\scripts\install.ps1"
   

3. Verify the required skills are now installed. If still missing, stop and report the error.

Required Tools

Tool	Check (POSIX)	Check (Windows)	Install (macOS)	Install (Windows)
Node.js	node --version	Get-Command node	brew install node	winget install OpenJS.NodeJS
git	git --version	Get-Command git	Pre-installed	winget install Git.Git

Install any missing tools before proceeding. After installing Node.js, verify: node --version.

CRM Tool Script (run-tool.mjs)

The CRM helper script must exist at $HOME/.copilot/skills/msx-crm/crm-tools/run-tool.mjs.

# macOS / Linux
[ -f "$HOME/.copilot/skills/msx-crm/crm-tools/run-tool.mjs" ] && echo "✅ CRM tools found" || echo "❌ CRM tools missing"

# Windows
if (Test-Path "$HOME\.copilot\skills\msx-crm\crm-tools\run-tool.mjs") { "✅ CRM tools found" } else { "❌ CRM tools missing" }

If missing, clone the SE Kanban Tracker repo:

# macOS / Linux
git clone https://github.com/roie9876/crm-tools.git "$HOME/.copilot/skills/msx-crm/crm-tools"
cd "$HOME/.copilot/skills/msx-crm/crm-tools"

# Windows
git clone https://github.com/roie9876/crm-tools.git "$HOME\.copilot\skills\msx-crm\crm-tools"
Set-Location "$HOME\.copilot\skills\msx-crm\crm-tools"; npm install

VPN Connection

CRM is only accessible on Microsoft corpnet.

macOS / Linux: Run $HOME/Scripts/ensure-vpn.sh if it exists. If not, ask user to connect Azure VPN manually.

Windows: No automated VPN script. Ask user to confirm Azure VPN Client is connected.

M365 Sign-In

Check m_m365_status. If not signed in → call m_m365_sign_in.

Additional Checks

Prerequisite	How to check	If missing
customer-engagements/ folder	$HOME/customer-engagements/ exists with ≥1 customer	Run /customer-repo to scaffold
Config file	$HOME/.copilot/crm-activity-sync/config.json exists	Run /crm-activity-sync setup (Step 1)
Activity logs populated	activity-log.md exists in ≥1 project	Run /daily-activity-log first

Upstream dependency: /daily-activity-log must run before /crm-activity-sync to populate activity-log.md. If activity-log.md is missing or has no entry for the target date, this skill reports "No activities logged for {date}. Run /daily-activity-log first."

Commands

Command	Purpose
/crm-activity-sync	Sync yesterday's logged activities to CRM (interactive)
/crm-activity-sync setup	First-run onboarding — discover profile, customers, SSPs, milestones
/crm-activity-sync week	Sync the current work week (Sun–Thu)
/crm-activity-sync range <start> <end>	Sync a custom date range (ISO dates)
/crm-activity-sync status	Show config, pending queue, last sync date
/crm-activity-sync remap	Re-run milestone mapping for a customer/project
/crm-activity-sync watch	Check for new opportunities from known SSPs
/crm-activity-sync retry	Retry all pending (failed/queued) activities

File Locations

File	Purpose
~/.copilot/crm-activity-sync/config.json	User profile, SSP list, customer coverage, preferences
~/customer-engagements/{customer}/crm-mapping.json	Per-customer: opportunity + milestone + project + work repo mappings
~/customer-engagements/{customer}/projects/{project}/activity-log.md	Daily activity log (written by /daily-activity-log, read by this skill)
~/.copilot/crm-activity-sync/pending.json	Queue of activities that couldn't be synced (no milestone, CRM error, etc.)
~/.copilot/crm-activity-sync/sync-log.json	History of synced activities (for idempotency and audit)

CRM Tool Path

All CRM operations use the existing tool runner:

~/Scripts/ensure-vpn.sh --quiet
node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs <tool-name> '<json-params>'

Important: The CRM tool currently supports read-only operations. Before this skill can create activities, run-tool.mjs must be extended with a create_task tool. See Phase 0: CRM Write Tool below.

---

Step 0: Environment Check

Run before every sync operation.

1. VPN: Run ~/Scripts/ensure-vpn.sh --quiet. If exit code ≠ 0:

   • Log: "⚠️ VPN not connected. CRM operations will fail."
   • If interactive → ask user to connect manually.
   • If automated → queue all activities to pending.json, send Teams notification: "CRM activity sync skipped — VPN down."
   • Stop.

2. CRM auth: Run node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_auth_status.

   • If authenticated: false → same behavior as VPN failure.

3. Config: Check ~/.copilot/crm-activity-sync/config.json exists.

   • If missing → run Step 1 (setup) automatically.

4. Activity logs exist: Check that at least one activity-log.md file exists across projects.

   • If none exist → prompt: "No activity logs found. Run /daily-activity-log first to populate them."
   • In automated mode → send Teams notification and stop.

---

Step 1: First-Run Setup (/crm-activity-sync setup)

This step runs once to bootstrap the configuration. Re-run anytime to update.

1a. Discover User Identity

m365_get_my_profile → displayName, mail, jobTitle, department, officeLocation
m365_get_my_manager → manager name, email, title
CRM: crm_whoami → UserId (CRM system user GUID)

Store in config:

{
  "user": {
    "name": "Roie Ben Haim",
    "email": "[e-mail]",
    "initials": "RBH",
    "jobTitle": "Azure Specialist SE",
    "department": "IL-Spec Sales",
    "officeLocation": "HERZLIYA-AT3",
    "crmUserId": "<GUID from WhoAmI>",
    "manager": {
      "name": "Ido Katz",
      "email": "[e-mail]"
    }
  }
}

Initials derivation: Take the first letter of each word in the display name, uppercase. "Roie Ben Haim" → "RBH". Confirm with user — they may prefer different initials (e.g., "RB" instead of "RBH").

1b. Discover Customers and Projects

Scan the local customer-engagements folder:

ls ~/customer-engagements/

For each customer folder found:

1. Read ~/customer-engagements/{customer}/README.md — extract customer display name.
2. Read ~/customer-engagements/{customer}/stakeholders.md — extract Microsoft account team members (SSPs, account leads).
3. List ~/customer-engagements/{customer}/projects/ — each subfolder is a project.
4. For each project, read projects/{project}/README.md — extract project type (POC, ADS, etc.) and status.

1b-2. Classify Customers: Core vs. Temp

During setup, ask the user:

1. "Who are your dedicated SSPs?" — These are the field sellers you work with daily.
2. "Which customers are you actively covering?" — These become core customers.

Any customer folder in ~/customer-engagements/ that is NOT listed as core is classified as temp.

Core customers:

• Always scanned for activities during daily sync.
• Their SSPs are watched for new opportunities (/crm-activity-sync watch).
• Persist indefinitely in the config.

Temp customers:

• Scanned for activities the same way as core (customer-engagements is always source of truth).
• Their SSPs are NOT watched for new opportunities.
• After preferences.temp_archive_days (default 14) with no new activity, the sync prompts: "No activity with {customer} for {N} days. Archive this temp engagement?"
• Archiving sets customer_type: "archived" in crm-mapping.json — stops scanning but preserves history.

Classification is stored in crm-mapping.json:

{
  "customer_type": "core",  // or "temp" or "archived"
  "temp_reason": "Urgent help request via Ido Katz",  // only for temp
  "temp_started": "2026-04-20"  // only for temp
}

Discovery of new temp customers: When /daily-activity-log detects a calendar meeting with an external domain not matching any existing crm-mapping.json, it alerts:

• "Meeting detected with unknown customer domain: clal-ins.co.il. Is this: A) A new core customer, B) A temp engagement, C) Not customer work (skip)"

1c. Match Customers to MSX Accounts + Opportunities

For each discovered customer:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs list_opportunities '{"customerKeyword":"<customer-name>"}'

Present the matches to the user:

Found for "checkpoint":
  1. Checkpoint - SASE (opportunityid: xxx, owner: Kobi Shitrit)
  2. Checkpoint - CloudGuard (opportunityid: yyy, owner: ...)
Which opportunities are you actively working on?

For each confirmed opportunity, fetch milestones:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs get_milestones '{"opportunityId":"<opp-id>","statusFilter":"active"}'

1d. Build Per-Customer Mapping

Write ~/customer-engagements/{customer}/crm-mapping.json:

{
  "customer_display_name": "CheckPoint",
  "customer_slug": "checkpoint",
  "account_name": "CHECK POINT SOFTWARE TECHNOLOGIES LTD",
  "account_id": "<GUID>",
  "ssps": [
    {
      "name": "Kobi Shitrit",
      "email": "[e-mail]",
      "role": "Account Lead",
      "crm_user_id": "<GUID>"
    }
  ],
  "projects": {
    "sase": {
      "display_name": "SASE",
      "project_type": "POC",
      "opportunity_id": "<GUID>",
      "opportunity_name": "Checkpoint - SASE",
      "milestones": [
        {
          "milestone_id": "<GUID>",
          "milestone_number": "7-502749008",
          "milestone_name": "SASE POC",
          "milestone_status": "On Track",
          "is_primary": true
        }
      ],
      "default_activity_type": "POC",
      "subject_keywords": ["sase", "checkpoint", "aks", "dpdk"],
      "work_repos": [
        {
          "path": "/Users/robenhai/SASE",
          "label": "SASE Design & POC",
          "added": "2026-04-23"
        }
      ]
    }
  },
  "last_refreshed": "2026-04-23T08:00:00Z"
}

Mapping rules:

• Each project maps to exactly one opportunity (1:1).
• A project may have multiple milestones (e.g., "SASE ADS" and "SASE POC"). Mark one as is_primary — this is the default target for activities.
• subject_keywords are used by /daily-activity-log to match calendar events to projects.
• default_activity_type is the fallback when classification is ambiguous.
• work_repos are registered manually — not every project has a repo. Used by /daily-activity-log to scan git history.

1e. Discover SSPs

For each confirmed opportunity:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_query '{
  "entitySet": "msp_dealteams",
  "filter": "_msp_opportunityid_value eq '\''<opportunity-id>'\''",
  "select": "_msp_userid_value,msp_role",
  "top": 50
}'

Cross-reference with stakeholders.md to identify SSPs (Solution Sales Professionals), ATU members, and other field roles. Store in the ssps array of crm-mapping.json.

Also store the aggregated SSP list in the global config for opportunity watching:

{
  "known_ssps": [
    {
      "name": "Kobi Shitrit",
      "email": "[e-mail]",
      "crm_user_id": "<GUID>",
      "customers": ["checkpoint"]
    }
  ]
}

1f. Set Preferences

Ask the user:

1. Sync mode: Interactive (review before creating) or Auto (create + receipt)?
   • Default: Interactive.
2. Scheduling: Manual only, or daily automation (Sun–Thu)?
   • If daily: what time? Default: 08:00 IST.
3. Activity naming convention:
   • Default: {initials} - {type} (e.g., "RBH - POC"). Matches the pattern in the screenshot.
   • Option: {initials} - {type} - {description} (e.g., "RBH - POC - AKS Architecture Review").
4. Which data sources to scan: Calendar (always on), customer-engagements (always on), Teams (optional), Kanban (optional).

Store preferences in config:

{
  "preferences": {
    "sync_mode": "interactive",
    "schedule": "daily",
    "schedule_time": "08:00",
    "schedule_days": ["sunday", "monday", "tuesday", "wednesday", "thursday"],
    "subject_format": "{initials} - {type}",
    "data_sources": ["calendar", "customer-engagements", "teams"],
    "auto_retry_pending": true
  }
}

1g. Confirm and Save

Present a summary of the entire config to the user:

✅ Setup complete!

User: Roie Ben Haim (RBH), Azure Specialist SE
Manager: Ido Katz
CRM User ID: xxx

Customers:
  • CheckPoint → Checkpoint - SASE → Milestone: SASE POC (7-502749008)
  • Clal Insurance → [opportunity TBD]
  • Sapiens → [opportunity TBD]

SSPs watching: Kobi Shitrit (checkpoint)
Sync mode: Interactive
Schedule: Daily Sun–Thu at 08:00

Ready to sync? Run /crm-activity-sync

---

Step 2: Read Activity Logs

This is the core data-reading phase. For a target date (or date range), scan all customer projects for logged activities.

Default target: Yesterday, adjusted for Israeli work week.

• If today is Sunday → yesterday was Saturday (weekend) → use Thursday.
• If today is Friday/Saturday → use Thursday.
• Otherwise → use yesterday.

2a. Scan All Projects

find ~/customer-engagements/*/projects/*/activity-log.md -type f 2>/dev/null

For each activity-log.md found:

1. Parse the file for ## <target-date> headers.
2. If a matching date header exists → extract the full entry (everything between this ## header and the next ## header or --- separator).
3. If no matching date → skip this project.

2b. Parse Each Entry

From each daily entry, extract:

Field	Source in activity-log.md	Required?
Activity type	**Type:** Design line	✅
Sources	**Sources:** repo (21 commits), email (1 PG thread) line	✅
Summary	### Summary section — the 2-4 sentence description	✅
Repo details	### Repo Work section — commit count, topics	Optional (enriches description)
Meeting details	### Meetings section — attendees, subjects	Optional (enriches description)
Engineering coordination	### Engineering Coordination section	Optional (enriches description)

2c. Build Activity List

Produce a list of activities to sync:

[
  {
    customer: "checkpoint",
    project: "sase",
    date: "2026-04-21",
    activity_type: "Design",
    summary: "Full design sprint for SASE — 10 architecture areas...",
    sources: "repo (21 commits)",
    already_synced: false  // checked against sync-log.json
  },
  ...
]

If zero activities found across all projects → report: "No activities logged for {date}. Run /daily-activity-log first." Stop.

---

Step 3: Map Activities to Milestones

For each activity in the list:

1. Load CRM mapping — read ~/customer-engagements/{customer}/crm-mapping.json.

   • If missing → queue with reason no_crm_mapping.

2. Find the project — look up projects.{project} in the mapping.

   • If missing → queue with reason project_not_mapped.

3. Select milestone — use the is_primary: true milestone for the project.

   • If the project has multiple milestones, check if the activity type matches a milestone name more closely (e.g., "Workshop" activity + milestone named "SASE Workshop" → use that one).

4. Validate milestone is still active — query CRM to confirm:

   node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs get_milestones '{"milestoneId":"<milestone-id>"}'
   

   Check msp_milestonestatus is in the active set (Not Started, On Track, In Progress, Blocked, At Risk).

5. Handle missing/closed milestones:

   Scenario	Action
   Milestone exists and is active	✅ Proceed to Step 4
   Milestone exists but is completed/closed	⚠️ Alert: "Milestone {name} is closed. Create activity anyway, or skip?"
   No milestone for this project	🔴 Queue to pending.json with reason no_milestone. Alert: "No active milestone for {customer}/{project}. Ask {ssp} to create one?"
   No opportunity for this customer	🔴 Queue with reason no_opportunity. Alert: "No MSX opportunity found for {customer}."

---

Step 4: Create CRM Activities

5a. Prepare Activity Payload

For each activity to create, build the CRM task record:

{
  "subject": "RBH - POC",
  "description": "SASE architecture review with CheckPoint — discussed AKS networking gaps, SRv6 encapsulation options, and multi-NIC requirements.",
  "scheduledend": "2026-04-30T08:00:00Z",
  "msp_taskcategory": 861980005,
  "[e-mail]": "/msp_engagementmilestones(<milestone-id>)"
}

Field mapping:

CRM Field	Source	Notes
subject	{initials} - {type} from preferences	E.g., "RBH - POC"
description	Auto-generated summary from activity-log.md ### Summary section	Keep concise: 1-3 sentences. Include customer name, topic, key work done.
scheduledend	End of current month at 08:00 UTC (11:00 IST), OR milestone due date if sooner	Matches the pattern seen in the screenshot (4/30/2026 11:00 AM). If the milestone has a msp_milestonedate, use the earlier of: milestone date or end-of-month.
msp_taskcategory	Activity type → CRM enum (see table below)	Maps our activity classification to CRM picklist values.
regardingobjectid	Milestone GUID	Binds the task to the milestone via OData relationship.

msp_taskcategory Mapping — All 20 Categories:

The **Type:** line in activity-log.md uses the exact CRM label. This skill maps it directly to the msp_taskcategory integer value:

CRM Label (from activity-log.md Type: field)	msp_taskcategory Value
ACE	606820000
Architecture Design Session	861980004
Blocker Escalation	861980006
Briefing	861980008
Call Back Requested	861980010
Consumption Plan	861980007
Cross Segment	606820001
Cross Workload	606820002
Customer Engagement	861980000
Demo	861980002
External (Co-creation of Value)	861980013
Internal	861980012
Negotiate Pricing	861980003
New Partner Request	861980011
PoC/Pilot	861980005
Post Sales	606820003
RFP/RFI	861980009
Tech Support	606820004
Technical Close/Win Plan	606820005
Workshop	861980001

If the Type: value from activity-log.md doesn't match any CRM label exactly, fall back to the project's default_activity_type from crm-mapping.json. If that's also missing, default to Customer Engagement (861980000).

Subject format options (from config subject_format):

• {initials} - {type} → "RBH - POC" (matches screenshot pattern)
• {initials} - {type} - {description} → "RBH - POC - AKS Architecture Review"
• {initials} - {type} ({date}) → "RBH - POC (Apr 22)"

Subject {type} short labels (for readability in CRM):

CRM Label	Short label for subject
Architecture Design Session	ADS
PoC/Pilot	POC
Workshop	Workshop
Customer Engagement	Meeting
Briefing	Briefing
Blocker Escalation	Escalation
Demo	Demo
Internal	Internal
ACE	ACE
Consumption Plan	Consumption
RFP/RFI	RFP
Tech Support	Support
Technical Close/Win Plan	Close Plan
Post Sales	Post Sales
Negotiate Pricing	Pricing
New Partner Request	Partner
Cross Segment	Cross-Seg
Cross Workload	Cross-WL
Call Back Requested	Callback
External (Co-creation of Value)	Co-creation

5b. Idempotency Check

Before creating, query existing activities on the milestone:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs get_milestone_activities '{"milestoneId":"<milestone-id>"}'

Check if any existing task has:

• Same subject (exact match), OR
• Same subject pattern (e.g., "RBH - POC") AND same scheduledend month

If a match exists:

• Interactive: "Activity 'RBH - POC' already exists on milestone {name}. Skip or update?"
• Auto: Skip, log to sync-log.

5c. Ensure Deal Team Membership

Before creating any task on a milestone, verify the user is on the deal team for the parent opportunity. If not, auto-add them.

Check membership:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_query '{
  "entitySet": "msp_dealteams",
  "filter": "_msp_parentopportunityid_value eq '"'"'<opportunity-id>'"'"' and _msp_dealteamuserid_value eq '"'"'<user-crm-id>'"'"' and statecode eq 0",
  "select": "msp_dealteamid",
  "top": 1
}'

• If count > 0 → already on team, proceed to task creation.
• If count == 0 → auto-add to deal team:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_query '{
  "method": "POST",
  "entitySet": "msp_dealteams",
  "body": {
    "[e-mail]": "/systemusers(<user-crm-id>)",
    "[e-mail]": "/opportunities(<opportunity-id>)"
  }
}'

On success:

• Log: "Added {user} to deal team for {opportunity-name}."
• Cache in crm-mapping.json: "deal_team_verified": true on the project.
• Proceed to task creation.

On failure (403/permissions):

• Interactive: "Cannot auto-join deal team for {opp}. Ask SSP ({ssp-name}) to add you."
• Auto: send Teams message to user with the SSP name. Queue activity in pending.json.

Cache the check. Once verified, set "deal_team_verified": true in the project's crm-mapping.json entry. Skip the check on subsequent syncs unless the opportunity changes. Reset to false if the opportunity ID changes or a task creation fails with a permissions error.

5d. Create the Task

This requires the create_task tool in run-tool.mjs (see Phase 0).

Parse duration from activity-log.md: Extract the number from the **Duration:** line (e.g., **Duration:** 285 min (4h 45m) — ... → 285). Pass as duration (the tool maps it to actualdurationminutes internally).

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs create_task '{
  "subject": "RBH - POC",
  "description": "...",
  "scheduledend": "2026-04-30T08:00:00Z",
  "milestoneId": "<milestone-guid>",
  "taskcategory": 861980005,
  "duration": 285
}'

Duration field mapping:

• duration — maps to actualdurationminutes CRM field internally
• Value in minutes, rounded to nearest 15 by /daily-activity-log
• If **Duration:** line is missing from activity-log.md (older entries), omit the field — CRM will use its default

On success:

• Log to sync-log.json with the created task ID.
• In interactive mode: "✅ Created 'RBH - POC' on milestone SASE POC."
• In auto mode: append to receipt.

On failure:

• If permissions error → deal team membership may have been revoked. Reset deal_team_verified to false, retry Step 5c, then retry task creation.
• Save to pending.json with error details.
• In interactive mode: show error and ask to retry.
• In auto mode: send Teams notification.

5d. Present Summary

After all activities are processed, show a summary:

📋 CRM Activity Sync — April 22, 2026

Created:
  ✅ RBH - POC → SASE POC (CheckPoint) — AKS architecture review
  ✅ RBH - Design → AI Search ADS (Clal Insurance) — Agent infrastructure discussion

Skipped (already exists):
  ⏭️ RBH - Meeting Call → SASE POC (CheckPoint) — duplicate

Pending (no milestone):
  🔴 Sapiens / Digital-AI — no active milestone. Queued.

Run /crm-activity-sync retry after milestone is created.

---

Step 5: Milestone Scanner and Opportunity Watch

This step runs as part of every sync. It serves three purposes:

1. Find new opportunities from core SSPs where you're not on the deal team.
2. Find new milestones on tracked opportunities.
3. Resolve orphaned activities from the pending queue.

5a. Scan Core SSP Opportunities

For each SSP in config.json → core_ssps:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_query '{"entitySet":"opportunities","filter":"_ownerid_value eq '"'"'<ssp-crm-user-id>'"'"' and statecode eq 0","select":"opportunityid,name,_parentaccountid_value,createdon","orderby":"createdon desc","top":20}'

Compare against known opportunities in all crm-mapping.json files. If an opportunity is:

• Owned by a core SSP
• For an account that matches a customer you cover
• NOT already in any crm-mapping.json
• Created in the last 30 days (or new since last check)

Then alert:

🔔 New opportunity detected!
  "Checkpoint - CloudGuard" by Kobi Shitrit
  → Add to your tracking? (Yes / Skip)

5b. Refresh Milestones on Tracked Opportunities

For each opportunity in all crm-mapping.json files:

node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs get_milestones '{"opportunityId":"<opp-id>","statusFilter":"active"}'

Compare against milestones currently in the mapping:

• New milestone found → "New milestone 'SASE Workshop' on Checkpoint - SASE. Add to mapping?"
• Milestone status changed (e.g., On Track → Completed) → update the mapping.
• Milestone that was missing now exists → check if any pending activity matches.

5c. Resolve Orphaned Activities

For each pending activity with reason no_milestone:

1. Check mapped opportunity — query milestones again (SSP may have created one since last check).

2. If still no milestone on mapped opp — broaden search to ALL active opportunities for the customer account:

   node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs list_opportunities '{"customerKeyword":"<customer-name>"}'
   

   Then get milestones for each:

   node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs get_milestones '{"opportunityId":"<opp-id>","statusFilter":"active"}'
   

3. Score each discovered milestone for the pending activity:

   • Milestone name contains project keyword? +3
   • Milestone category matches activity type (e.g., POC → POC/Pilot category)? +2
   • Milestone owner is a known SSP? +1
   • Milestone date is in the future? +1

4. If best score ≥ 3 → suggest: "Your pending {customer}/{project} activity might match milestone '{name}' on '{opportunity}'. Map it?"

5. If best score < 3 → no good match. In interactive mode: "No milestone found for {customer}/{project}. Notify SSP ({ssp_name}) to create one?"

6. If resolved → update crm-mapping.json with the new milestone, create the CRM task, move from pending to sync-log.

5d. When Does the Scanner Run?

Trigger	Scope	Depth
Every daily CRM sync	Core customers only	Lightweight: check mapped opps only
/crm-activity-sync watch	All customers	Full: scan all account opps
Processing pending items	Per-customer	Full: broaden to all account opps
/crm-activity-sync remap	Specific customer	Full: re-discover everything

---

Step 6: Pending Queue Management

pending.json Structure

[
  {
    "id": "pending-001",
    "customer": "sapiens",
    "project": "digital-ai",
    "date": "2026-04-22",
    "activity_type": "Meeting Call",
    "subject": "RBH - Meeting Call",
    "description": "Digital AI overview session",
    "reason": "no_milestone",
    "evidence": {
      "calendar_event_id": "AAMkAGI2...",
      "meeting_note": "~/customer-engagements/sapiens/projects/digital-ai/meetings/2026-04-22-digital-ai-overview.md"
    },
    "created_at": "2026-04-23T08:00:00Z",
    "retry_count": 0,
    "last_retry": null
  }
]

Retry Logic (/crm-activity-sync retry)

1. Load pending.json.
2. For each pending item: a. Re-check the reason:
   • no_milestone → query milestones again. If one now exists → proceed to create.
   • no_opportunity → query opportunities again.
   • crm_error → retry the create operation.
   • vpn_down / auth_failed → check VPN/auth, retry if resolved. b. If resolved → create the task, move from pending to sync-log. c. If still blocked → increment retry_count, update last_retry.
3. Report results.

Auto-Retry

If preferences.auto_retry_pending is true, every daily sync run starts by retrying pending items before processing new activities.

Stale Pending Cleanup

Items pending for >30 days are flagged:

⚠️ Stale pending items (>30 days):
  - Sapiens / Digital-AI (Apr 22) — no_milestone — 31 days pending
  Archive or escalate?

---

Failure Scenarios

Failure	Detection	Impact	Mitigation
VPN down	ensure-vpn.sh exit ≠ 0	All CRM ops fail	Auto-connect attempt → queue if still down → Teams alert
CRM auth expired	crm_auth_status → false	All CRM ops fail	CRM client auto-retries with fresh token; if persistent → queue + alert
CRM rate limit (429)	HTTP 429 from CRM	Writes throttled	CRM client has built-in backoff; batch creates with 1s delay between
CRM write fails (403)	HTTP 403 on POST	Task not created	Queue to pending with error; may need SSP to grant permissions on milestone
CRM write fails (500)	HTTP 500 on POST	Task not created	Retry once after 5s; if still fails → queue
No milestone	Milestone query returns empty	Can't link activity	Queue with reason no_milestone; alert user to request milestone creation
Duplicate activity	Idempotency check finds match	Redundant create	Skip silently (auto) or ask (interactive)
Wrong milestone mapping	User reports error	Activity on wrong milestone	Run /crm-activity-sync remap {customer}/{project} to fix; note: CRM task may need manual move
Customer-engagements missing	Folder doesn't exist	No local data source	Fall back to calendar-only mode
M365 not signed in	m_m365_status check	No calendar/Teams data	Prompt sign-in (interactive) or skip + alert (auto)
Calendar empty	No events returned	No calendar activities	Check customer-engagements for file changes as fallback
Config stale	last_refreshed >30 days old	Mappings may be wrong	Warn user; suggest re-running setup
SSP changed	Opportunity owner changed in CRM	Watch alerts stop	Weekly config refresh detects owner change
Network timeout	CRM request times out	Individual op fails	Built-in retry (3x for writes); queue if persistent

---

Phase 0: CRM Write Tool

This must be implemented before the skill can create activities.

Add create_task to ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs:

async create_task({ subject, description, scheduledend, milestoneId, taskcategory, ownerId }) {
  if (!subject) error('subject is required');
  if (!milestoneId) error('milestoneId is required');
  const nid = normalizeGuid(milestoneId);
  if (!isValidGuid(nid)) error('Invalid milestoneId GUID');

  const body = {
    subject,
    ...(description && { description }),
    ...(scheduledend && { scheduledend }),
    ...(taskcategory && { msp_taskcategory: taskcategory }),
    '[e-mail]':
      `/msp_engagementmilestones(${nid})`
  };

  // If ownerId provided, bind it; otherwise CRM defaults to current user
  if (ownerId) {
    const oid = normalizeGuid(ownerId);
    if (isValidGuid(oid)) {
      body['[e-mail]'] = `/systemusers(${oid})`;
    }
  }

  const result = await crm.request('tasks', {
    method: 'POST',
    body
  });

  if (!result.ok) {
    error(`Create task failed (${result.status}): ${result.data?.message}`);
  }

  // Extract the created task ID from the OData-EntityId header or response
  const taskId = result.data?.activityid || 'created (ID not returned)';
  return { success: true, taskId, subject };
}

Also add update_task for future use (updating description, closing tasks):

async update_task({ taskId, subject, description, scheduledend, statuscode, statecode }) {
  if (!taskId) error('taskId is required');
  const nid = normalizeGuid(taskId);
  if (!isValidGuid(nid)) error('Invalid taskId GUID');

  const body = {};
  if (subject !== undefined) body.subject = subject;
  if (description !== undefined) body.description = description;
  if (scheduledend !== undefined) body.scheduledend = scheduledend;
  if (statuscode !== undefined) body.statuscode = statuscode;
  if (statecode !== undefined) body.statecode = statecode;

  if (!Object.keys(body).length) error('No fields to update');

  const result = await crm.request(`tasks(${nid})`, {
    method: 'PATCH',
    body
  });

  if (!result.ok) {
    error(`Update task failed (${result.status}): ${result.data?.message}`);
  }

  return { success: true, taskId: nid };
}

Testing the write tools:

1. First test with crm_whoami to confirm auth.
2. Create a test task on a known milestone with a clearly-marked test subject.
3. Verify it appears in MSX UI.
4. Delete or close the test task.

---

Automation Setup

If the user opts for daily scheduling during setup, create two Clawpilot automations:

Automation 1: Daily Activity Log
Schedule: Every weekday at 07:30 (Sun-Thu Israel time)
Prompt: |
  Run /daily-activity-log for yesterday.
  Process all customers. Skip already-logged dates.
  If new entries were created, send a brief Teams summary.
  If errors occur, include them in the summary.

Automation 2: CRM Activity Sync
Schedule: Every weekday at 08:00 (Sun-Thu Israel time)
Prompt: |
  Run /crm-activity-sync for yesterday.
  Mode: auto (create activities without asking, send receipt summary).
  If VPN is down, queue activities and notify me via Teams.
  If any activities were created, send a Teams summary.
  If any activities are pending, include them in the summary.
  Also run /crm-activity-sync watch to check for new opportunities.

Use m_create_automation with:

• schedule: "every sunday at 7:30am", "every monday at 7:30am", etc. (for activity log) and 8:00am versions (for CRM sync).
• triggerType: "schedule"
• oneShot: false

The 30-minute gap between 07:30 and 08:00 ensures /daily-activity-log finishes populating activity-log.md before /crm-activity-sync reads it.

Note on Israeli work week: Sunday–Thursday. The automations should NOT run on Friday or Saturday. Clawpilot's work-hours schedule option assumes Mon–Fri, so use explicit day-based scheduling instead.

---

Making This Skill Generic

For Other Team Members

When another team member wants to use this skill:

1. Install prerequisites:

   • Clawpilot with M365 signed in.
   • CRM tools: ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs + MCAPS-IQ library.
   • VPN script: ~/Scripts/ensure-vpn.sh.
   • At least one customer-engagements folder (via /customer-repo).

2. Run setup: /crm-activity-sync setup auto-discovers everything from their M365 profile and CRM access. No hardcoded values.

3. Differences per team member:

   • Different initials, different customers, different SSPs.
   • Same skill logic, same file structure.
   • Config is per-user (~/.copilot/crm-activity-sync/config.json).
   • Mappings are per-customer-repo (crm-mapping.json).

Portability Checklist

• No hardcoded email addresses (discovered via m365_get_my_profile)
• No hardcoded customer names (discovered via folder scan + CRM query)
• No hardcoded milestone IDs (discovered via CRM query)
• No hardcoded CRM user IDs (discovered via crm_whoami)
• No hardcoded file paths except ~/customer-engagements/ and ~/.copilot/skills/msx-crm/crm-tools/ (could be made configurable)
• Israeli work week (Sun–Thu) is configurable via preferences.schedule_days
• Initials are confirmed with user, not assumed

Team Onboarding Script

For rapid team rollout, a bootstrap script could:

1. Verify all prerequisites are installed.
2. Run /crm-activity-sync setup in interactive mode.
3. Optionally scaffold customer-engagements from a shared team list.

---

Refresh and Maintenance

Config Refresh Triggers

Trigger	Action
Manual: /crm-activity-sync setup	Full re-discovery
Manual: /crm-activity-sync remap	Re-map milestones for specific customer
Auto: last_refreshed >14 days	Warn during sync; suggest refresh
Auto: Milestone query returns "closed" status	Remove from active mapping; alert user
Auto: New opportunity detected via watch	Prompt to add to mapping

Sync Log Retention

sync-log.json entries older than 90 days are archived to sync-log-archive.json to keep the working file small. The archive is append-only.

---

Example: Full Daily Pipeline Flow

07:30 IST — /daily-activity-log automation triggers

1. Scan work repos for Apr 22:
   - ~/SASE: 21 commits (design: 18, docs: 3) → CheckPoint/SASE, type: Design
   - No other repos have commits

2. Scan calendar for Apr 22:
   - 10:00-11:00 "SASE Architecture Deep-Dive" (checkpoint.com attendees) → CheckPoint/SASE
   - 14:00-15:30 "AI Search Agent Infrastructure" (clal-ins.co.il attendees) → Clal/AI-Search
   - 16:00-16:30 "Sapiens Digital AI Overview" (subject keyword match) → Sapiens/Digital-AI

3. Scan sent emails for Apr 22:
   - Email to [e-mail] (AKS PG): "multi-NIC node pool" → CheckPoint/SASE

4. Aggregate per customer/project:
   - CheckPoint/SASE → Design (21 commits + 1 meeting + 1 PG email) → write activity-log.md
   - Clal/AI-Search → Meeting Call (1 meeting) → write activity-log.md
   - Sapiens/Digital-AI → Meeting Call (1 meeting) → write activity-log.md

5. Commit to git in each customer-engagements repo.

---

08:00 IST — /crm-activity-sync automation triggers

1. Step 0: VPN ✅, CRM auth ✅, Config ✅, activity-log.md files ✅

2. Retry pending:
   - Sapiens/digital-ai (no_milestone from Apr 21) → query milestones → still none → stays pending

3. Read activity-log.md for Apr 22:
   - CheckPoint/SASE → Type: Design, Sources: repo (21), meeting (1), email (1)
   - Clal/AI-Search → Type: Meeting Call, Sources: meeting (1)
   - Sapiens/Digital-AI → Type: Meeting Call, Sources: meeting (1)

4. Map to milestones:
   - CheckPoint/SASE → SASE POC milestone ✅
   - Clal/AI-Search → [milestone lookup] ✅
   - Sapiens/Digital-AI → no milestone 🔴 → queue

5. Idempotency check:
   - "RBH - Design" on SASE POC → does not exist → create
   - "RBH - Meeting Call" on Clal milestone → does not exist → create

6. Create CRM tasks:
   ✅ RBH - Design → SASE POC (description: "SASE architecture design — PoP topology,
      traffic flows, HA/failover. Meeting with CheckPoint. Coordinated with AKS PG
      on multi-NIC. 21 commits.")
   ✅ RBH - Meeting Call → Clal AI Search ADS
   🔴 Sapiens → pending (no_milestone)

7. Opportunity watch:
   - Kobi Shitrit opps: Checkpoint-SASE (known), Checkpoint-CloudGuard (NEW!)
   - 🔔 Alert: New opp "Checkpoint - CloudGuard" — you're not on deal team

8. Send Teams receipt:
   "📋 CRM Sync Apr 22: 2 created, 1 pending, 1 new opp detected"

---

New User Adoption Guide

When this skill is installed by a new Clawpilot user, run through the following onboarding steps before the first sync. This section is for the AI executeagent these steps automatically on first invocation.

Prerequisites Check

1. VPN User must have Azure VPN configured for CRM access.access

   • Check: ~/Scripts/ensure-vpn.sh exists, or guide user to set up MSFT VPN.
   • If missing: "CRM access requires Microsoft VPN. Please configure Azure VPN Client and re-run setup."

2. CRM ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs must exist.tool

   • If missing: Clone the repo:

     git clone https://github.com/roie9876/crm-tools.git ~/.copilot/skills/msx-crm/crm-tools
     cd ~/.copilot/skills/msx-crm/crm-tools
     

   • Test (POSIX): node ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_whoami
   • Test (Windows PowerShell): node $HOME/.copilot/skills/msx-crm/crm-tools/run-tool.mjs crm_whoami auth/VPN issue.

3. Node. Required for CRM tools.js

   • Check: which node (POSIX) or Get-Command node (PowerShell)
   • If missing: macOS → brew install node · Windows → winget install OpenJS.NodeJS · Linux → use the distro package manager

4. M365 signed Needed for calendar, email, and Teams data.in

   • Check: m_m365_status
   • If not signed in: m_m365_sign_in

First-Run Setup Flow

On first invocation of /crm-activity-sync (no config.json exists):

1. Discover user identity: name, email, job title, department CRM user ID manager name and email "RBH")

   • Confirm with user: "Your initials for CRM subjects will be {XYZ}. OK?"

2. Discover customers:

   • Ask: "Which customers do you cover? List them or I'll scan your recent calendar for external attendee domains."
   • For each customer:
     • Create ~/customer-engagements/{slug}/ folder structure
     • Search CRM for matching opportunities
     • Get milestones for each opportunity
     • Build crm-mapping.json

3. Discover SSPs:

   • Ask: "Who are your SSPs (Solution Sales Professionals)?"
   • Or discover from deal team membership on known opportunities
   • Resolve Teams chat IDs: m365_create_chat_by_email(email)
   • Cache in crm-mapping.json under ssp_chat_ids

4. Register work repos:

   • Ask: "Do you have local git repos for any customer projects?"
   • For each: validate .git/ exists, register in crm-mapping.json

5. Set up automations:

   • Ask: "Want daily automated activity logging + CRM sync? (Recommended)"
   • If yes: create the two daily automations (07:30 activity log + 08:00 CRM sync)
   • Adjust schedule for user's work week (Israel: Sun-Thu, others may differ)

6. Test end-to-end:

   • Run /daily-activity-log today for one customer
   • Show the generated activity-log.md
   • Create one test CRM task on a known milestone
   • Verify in MSX UI
   • Delete the test task
   • "Setup complete! Your daily pipeline is ready."

What Gets Personalized (Not Hardcoded in Skill)

Item	Where stored	Discovered how
User name, email, CRM ID	config.json	M365 profile + CRM whoami
Manager	config.json	M365 Graph
Initials (for CRM subjects)	config.json	Derived from name, confirmed by user
Customers	customer-engagements/ folders	User input + calendar scan
Opportunities + milestones	crm-mapping.json per customer	CRM queries
SSPs	config.json + crm-mapping.json	User input + deal team queries
SSP chat IDs	crm-mapping.json	m365_create_chat_by_email
Work repos	crm-mapping.json	User input, validated
Work schedule (Sun-Thu vs Mon-Fri)	config.json	User input
VPN script path	config.json	Discovered or created during setup
CRM tool path	config.json	Default ~/.copilot/skills/msx-crm/crm-tools/run-tool.mjs