{"id":"cs-quote-permission-tracker-csv-statuses","audience":"customer-success","category":"support-work","technique":"format","track":"support","level":"advanced","title":"Track customer-quote permissions in CSV with strict status rules","free":false,"task":"Return one code block with CSV using the header customer,status,next_action, sorted alphabetically by customer. Status is Approved only with a written yes; Declined for a written no; Stale if asked more than 14 days ago with no reply; otherwise Pending. A verbal yes is Pending. next_action must be exactly: \"use approved wording only\" (Approved), \"do not use\" (Declined), \"send one reminder\" (Stale), or \"wait\" (Pending). Write no more than 6 words outside the block.","materialLabel":"Your material (attached to your prompt automatically)","material":"QUOTE PERMISSION LOG (today: Mon Nov 9)\n\nAlder Foods: we asked Oct 12. No reply since.\nBirch Retail: we asked Nov 2. On a call on Nov 5 the sponsor said \"yes, go ahead\". Nothing in writing.\nCedar Health: we asked Oct 28. Written reply Nov 4: approved a shorter version of the quote.\nDune Studio: we asked Oct 20. Written reply Oct 30: \"Please don't use our name.\"\nEmber Labs: we asked Oct 27. No reply since.\n\nDay counts: Oct 12 to Nov 9 = 28 days. Oct 27 to Nov 9 = 13 days. Nov 2 to Nov 9 = 7 days.\nPolicy: we never use a customer quote without written approval of the exact wording.","rules":[{"type":"codeBlocks","count":1},{"type":"maxCodeLines","max":7},{"type":"maxProseWords","max":6}],"mistakes":[{"title":"Accepting a verbal yes","why":"The AI marks Birch Approved.","fix":"Say: \"A verbal yes is Pending; Approved needs a written yes.\"","checks":["r1"]},{"title":"Treating 13 days as stale","why":"The AI marks Ember Stale.","fix":"Say: \"Stale means more than 14 days.\"","checks":["r1"]},{"title":"Free-text actions","why":"The AI writes its own next steps.","fix":"Say: \"next_action must be exactly one of the four phrases.\"","checks":["r2"]},{"title":"Skipping the code block","why":"The AI writes prose around the data instead of one block.","fix":"Say \"return exactly one code block\".","checks":["codeBlocks"]},{"title":"Letting the block sprawl","why":"The AI pretty-prints and adds extra lines.","fix":"Say \"keep the block under N lines\".","checks":["maxCodeLines"]},{"title":"Talking around the block","why":"The AI adds an intro and notes outside the block.","fix":"Say \"no words outside the block except ...\".","checks":["maxProseWords"]},{"title":"Leaving a requirement unstated","why":"The AI follows its own defaults unless the prompt spells this out.","fix":"State it plainly in your prompt: the code block has the header customer,status,next_action and five rows in alphabetical order: Alder, Birch, Cedar, Dune, Ember.","checks":["r0"]}],"promptHints":[{"label":"Gives the header","patterns":["customer,status","header"]},{"label":"Status rules","patterns":["written yes","verbal","more than 14"]},{"label":"Fixed action phrases","patterns":["use approved wording only","do not use","send one reminder","wait"]},{"label":"Alphabetical sort","patterns":["alphabetical"]},{"label":"Asks for one code block","patterns":["code block","json","csv"]},{"label":"Keeps the block short","patterns":["lines","one line","compact"]},{"label":"Limits text outside the block","patterns":["no (intro|notes|text|words)","only the","nothing (else|outside)"]}],"hint":"Permission tracking has no room for judgment: define each status, the exact action phrases and the sort.","mission":"Track which customers have approved us using their quotes.","musts":["Verbal yes is Pending","Stale after 14 days","Exact next_action wording"],"rubricLabels":["The code block has the header customer,status,next_action and five rows in alphabetical order: Alder, Birch, Cedar, Dune, Ember","The statuses are Alder Stale, Birch Pending (verbal yes only), Cedar Approved, Dune Declined and Ember Pending (13 days is not more than 14)","The next_action values are exactly send one reminder, wait, use approved wording only, do not use and wait, in that row order"]}