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Track customer-quote permissions in CSV with strict status rules

  • For Customer success managers
  • You practice Asking for a format you can use
  • Time about 5 minutes
  • Level Advanced

About this exercise

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.

Common mistakes when you ask AI for this

  • Accepting a verbal yes. The AI marks Birch Approved. Try: Say: "A verbal yes is Pending; Approved needs a written yes."
  • Treating 13 days as stale. The AI marks Ember Stale. Try: Say: "Stale means more than 14 days."
  • Free-text actions. The AI writes its own next steps. Try: Say: "next_action must be exactly one of the four phrases."
  • Skipping the code block. The AI writes prose around the data instead of one block. Try: Say "return exactly one code block".
  • Letting the block sprawl. The AI pretty-prints and adds extra lines. Try: Say "keep the block under N lines".
  • Talking around the block. The AI adds an intro and notes outside the block. Try: Say "no words outside the block except ...".
  • Leaving a requirement unstated. The AI follows its own defaults unless the prompt spells this out. Try: 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.

What a strong prompt includes

  • Gives the header
  • Status rules
  • Fixed action phrases
  • Alphabetical sort
  • Asks for one code block
  • Keeps the block short
  • Limits text outside the block

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