Prompt file imported from aj-enns/CSA-Swiss-Knife (.github/prompts/task-sync.prompt.md). Copyright stays with the author.

Task Sync

Reconcile my CRM task records with the vault so each customer milestone note has an up-to-date activity log of what SEs have actually done.

Steps

1. Identify role and user — vault Reference/MyRoleDescriptions.md (oil:search_vault for "My Role"), fallback crm_whoami. Capture display name and email for owner matching.

2. Scope — If user specified a customer name, scope to that customer. Otherwise, sweep all active customers from the vault roster.

3. Gather CRM task data — For each in-scope customer:

   1. get_customer_context({ customer }) → extract opportunity GUIDs and milestone metadata from vault.
   2. get_milestones({ opportunityIds: [...], statusFilter: 'active', includeTasks: true, format: 'triage' }) → retrieve milestones with inline tasks.
   3. For milestones with completed tasks of interest, also call get_milestone_activities({ milestoneId }) if the triage payload lacks task detail (description, completion date, owner).

4. Read existing vault activity log — For each milestone with tasks:

   1. Resolve the vault note path: Customers/<CustomerName>/milestones/<MilestoneName>.md (preferred nested) or Customers/<CustomerName>.md (flat — check ## Milestones section).
   2. oil:read_note_section({ path, section: "Task Activity Log" }) — if the section exists, parse the existing table rows to determine which tasks are already logged (match by CRM task ID or task name + date).

5. Diff and prepare appends — For each milestone, compare CRM tasks against vault log:

   • New tasks (in CRM but not in vault log) → stage for append.
   • Updated tasks (status changed, e.g., reopened → closed) → stage for update.
   • Already logged → skip.

6. Write to vault — For each milestone note with new entries:

   1. If ## Task Activity Log section does not exist, create it with the table header.
   2. Append new rows using oil:atomic_append({ path, section: "Task Activity Log", content }).
   3. Format per the schema below.

7. Summary — Present a table showing what was synced:

   Customer	Milestone	Tasks Synced	New	Updated	Already Logged

   End with: "Task activity log is current. Run /task-sync anytime to re-sync, or use /daily which includes this check."

Task Activity Log Schema (Vault Note)

Append this section to each milestone note. Each row is one CRM task record.

## Task Activity Log

<!-- Auto-synced from MSX CRM. Do not manually edit rows — use /task-sync to refresh. -->

| Date | Action | Task | Owner | Link |
|------|--------|------|-------|------|
| 2026-04-01 | ✅ Completed | POC: Copilot demo — initial setup | Jin Lee | [CRM](https://sales.microsoft.com/...) |
| 2026-03-28 | ✅ Completed | Technical review — architecture alignment | Jin Lee | [CRM](https://sales.microsoft.com/...) |
| 2026-03-25 | 🔄 Updated | Environment prep — HoK legal confirmed | Jin Lee | [CRM](https://sales.microsoft.com/...) |

Column Definitions

Action Icons

Conflict Resolution

• Duplicate detection: Match on CRM task GUID (activityid). If the vault log has a <!-- taskid:GUID --> HTML comment after the row, use that. Otherwise, fuzzy-match on task subject + date ± 1 day.
• Stale vault entry: If a vault row shows a task that no longer exists in CRM (deleted), leave it but append (removed from CRM) to the Task column.
• Manual vault entries: Rows without a <!-- taskid:... --> marker are treated as manually authored — never overwrite or remove them.

Tone

Utility. Report what was synced, flag any discrepancies, move on.