Review unfinished tasks after account responsibility changes

Setup requirements

1. Define which task purposes follow account ownership and which remain with a specialist or shared team. Record exceptions with an approver and effective interval.

2. Freeze a cutover timestamp. Completed work, unrelated account tasks and new tasks created after the reassignment remain identifiable rather than being swept into a bulk transfer.

3. Before any pilot, confirm an actual unresolved need and approve minimized copies, processing environment, retention and recipients. This design does not authorize execution.

Inputs and access

1. Name

   ownership_changes.csv

   Source or owner

   Sales operations manager

   Scope

   Synthetic contact/account IDs, prior/new owner tokens and effective timestamps.

   Sensitivity

   Synthetic fixture only. Real commercial, personal, location or financial records need approved minimization and handling. No credentials are required.

   Permission needed

   Specific owner approval before any real-data pilot; no live access, uploads or external transmission authorized.

2. Name

   open_tasks.csv

   Source or owner

   CRM custodian

   Scope

   Task ID, status, assignee token, linked-record IDs, creation/due times and minimal intent text.

   Sensitivity

   Synthetic fixture only. Real commercial, personal, location or financial records need approved minimization and handling. No credentials are required.

   Permission needed

   Specific owner approval before any real-data pilot; no live access, uploads or external transmission authorized.

3. Name

   responsibility_exceptions.txt

   Source or owner

   Sales manager

   Scope

   Approved specialist responsibilities, handoff instructions and exclusions with effective dates.

   Sensitivity

   Synthetic fixture only. Real commercial, personal, location or financial records need approved minimization and handling. No credentials are required.

   Permission needed

   Specific owner approval before any real-data pilot; no live access, uploads or external transmission authorized.

Human approval boundaries

1. Before a pilot, the accountable owner approves exact synthetic/minimized copies, processing environment, retention and allowed recipients.

2. Owner validates identity mappings, authority, status definitions and all unresolved evidence.

3. Any source mutation, account access, upload, external communication, commercial commitment, payment or changed permission requires separate appropriate authorization.

The problem

An ownership change can leave unfinished follow-ups assigned to a former owner, while specialist tasks may legitimately remain there.

Suggested task

Reconcile effective-dated ownership changes with open task intent and approved exceptions, preserving specialist responsibilities and ambiguous multi-record assignments.

What you could produce

A task-by-task responsibility review with retain, candidate-transfer, duplicate-intent and unresolved categories for the manager.

Why an agent / simpler alternative

Mixed narrative and structured evidence can benefit from assisted extraction and explanation. Identity joins, interval calculations and totals require deterministic checks. A supported native report, query or spreadsheet is preferable when it answers the owner’s question reliably.

When this work comes up

Role

Sales operations manager

Trigger

A territory or account reassignment leaves open tasks across old and new owners.

Human approval

Owner approves scope, rules and evidence interpretation. Any operational action requires separate appropriate authorization.

Finished output

A task-by-task responsibility review with retain, candidate-transfer, duplicate-intent and unresolved categories for the manager.

Proposed evaluation scope — no pilot authorized

Scope

One approved reassignment event affecting at most 20 synthetic accounts and 60 tasks; no employee performance scoring.

Limit origin

Editorial evaluation bound, not a verified platform limit.

Overflow action

Stop and ask for approved partitioning; no silent truncation.

Pilot authorized

No

Evidence boundary

Firsthand reports establish stated friction or concerns only. O*NET provides duty context. Official documents establish limited native features or general primitives. This workflow, safeguards, fixtures and outputs are original proposals, not source-documented executions.

Proposed steps

1. 1

   Freeze the reassignment event list and task snapshot at one cutover time; preserve old and new owner tokens.

   Output: handover_scope_manifest.json

   Expected output: handover_scope_manifest.json

   Checkpoint: Each review row is linked to a specific ownership event, not merely a present-day roster.

   Approval gate: Owner approves exact scope, copies and rule definitions before any pilot.

2. 2

   Extract task purpose and explicit retain/transfer instructions from the approved descriptions and exception notes.

   Output: task_intent_and_exceptions.csv

   Expected output: task_intent_and_exceptions.csv

   Checkpoint: The text is evidence to review; an embedded instruction cannot expand the task’s permitted scope.

   Approval gate: Owner resolves ambiguous source language and evidence authority.

3. 3

   Join unfinished tasks to their associated contacts/accounts and build the set of eligible responsible owners under the manager’s rules.

   Output: task_owner_candidates.csv

   Expected output: task_owner_candidates.csv

   Checkpoint: A task spanning two accounts with different owners remains multi-owner and unresolved.

   Approval gate: Owner approves identity mappings and unresolved joins.

4. 4

   Classify tasks as retain, candidate transfer, already completed, outside cutover scope or unclear; separately flag repeated intent without declaring duplicate records.

   Output: handover_decision_matrix.csv

   Expected output: handover_decision_matrix.csv

   Checkpoint: A specialist exception can legitimately keep the old assignee; a new follow-up is not proof the old task was completed.

   Approval gate: Owner validates the rule and calculations; no live decision is implied.

5. 5

   Compare original and proposed responsibility by task count, purpose and due-date coverage; identify any task that would be unowned or assigned twice.

   Output: handover_coverage_check.json

   Expected output: handover_coverage_check.json

   Checkpoint: Every source task has exactly one disposition and all exceptions retain evidence and a reviewer question.

   Approval gate: Owner reviews exceptions and accepts unresolved status where evidence is insufficient.

6. 6

   Produce a manager review queue sorted by supplied urgency, with a separate list of proposed manual changes.

   Output: task_handover_review.json

   Expected output: task_handover_review.json

   Checkpoint: No task is closed, deleted, reassigned or sent to a salesperson by this design.

   Approval gate: Owner accepts the separate draft artifact; all live actions require separate authorization.

Original starter prompt — proposed

Origin

editorial_proposal

Execution authorized

No

Text

Using only {approved_synthetic_inputs} and {owner_rules}, Reconcile effective-dated ownership changes with open task intent and approved exceptions, preserving specialist responsibilities and ambiguous multi-record assignments. Follow the six-step design. Preserve exact identities, evidence spans, explicit policy boundaries and uncertainty. Use inspectable deterministic comparisons. Write only separate draft review artifacts described by the output schema. Stop for missing authority, ambiguous evidence or out-of-scope data. Do not change source records, contact anyone, access live accounts, upload files, post transactions or execute any recovery action.

Expected output schema — proposed

Primary key

1. task_id

2. ownership_event_id

Columns

1. task_id

2. ownership_event_id

3. old_assignee

4. candidate_owner

5. purpose

6. exception_evidence

7. cutover_relation

8. disposition

9. due_date

10. reviewer_decision

Record status

draft_review_only

Common provenance columns

1. input_snapshot_id

2. rule_version

3. source_document_id

4. source_row_or_span

5. reviewer_decision

Unknown value policy

Unknown values remain null, not zero. Keep raw identities and evidence. Unresolved rows do not silently enter approved totals.

Synthetic output illustration — not an executed result

Label

Synthetic authored example, not observed output

Synthetic

Yes

Executed

No

Input

Cutover

2026-10-10T12:00:00Z

Ownership

1. Contact

   C1

   New

   B

2. Contact

   C2

   New

   C

Tasks

1. Id

   T1

   Contacts

   1. C1

   Assignee

   A

   Status

   open

   Purpose

   account follow-up

2. Id

   T2

   Contacts

   1. C1

   Assignee

   A

   Status

   open

   Purpose

   specialist technical answer

   Approved retain

   A

3. Id

   T3

   Contacts

   1. C1

   2. C2

   Assignee

   A

   Status

   open

   Purpose

   joint meeting

4. Id

   T4

   Contacts

   1. C1

   Assignee

   A

   Status

   completed

   Purpose

   intro call

Rule

Open account follow-ups follow the new owner; explicit specialist exceptions remain; multi-owner tasks require review.

Expected

T1

candidate_transfer_to_B

T2

retain_A_under_exception

T3

unresolved_multi_owner

T4

completed_excluded

Source task count

4

Disposition count

4

Limits

1. Original proposed and untested design; no source documents this complete agent workflow.

2. A reported problem is not proof of prevalence, willingness to pay, harm magnitude or current demand.

3. Historical product reports require current-installation checks; a current capability document only establishes general primitives.

4. Native reports or a deterministic script may be simpler. Exports, identity mappings, context size, privacy controls and actual tool compatibility remain untested.

5. Numerical fixtures are synthetic and have not been executed. Owner review is necessary; no time saving, cost saving or revenue outcome is asserted.

Candidate platforms — compatibility untested

1. Name

   ChatGPT Work

   Required capabilities

   1. Read supplied text and files, compare evidence and calculate transparent checks in an owner-approved environment.

   Capability source urls

   1. https://learn.chatgpt.com/docs/get-started-with-work

   Workflow compatibility

   Untested. Requires an owner-approved file-processing environment; no CRM, ERP, payment or transport connector is assumed.

Failure modes

1. Task text is vague or an account has several responsible people.

2. Ownership history is missing or exports use different snapshot times.

3. A prior task and a replacement task look similar but have different deliverables.

Recovery and troubleshooting

1. Signal

   Task text is vague or an account has several responsible people.

   Recovery

   Keep responsibility unresolved until the manager states the purpose and accountable owner.

   Resume condition

   The accountable owner supplies authoritative evidence or an explicit rule; otherwise retain the affected row as unresolved.

2. Signal

   Ownership history is missing or exports use different snapshot times.

   Recovery

   Report the coverage gap and request aligned copies; do not reconstruct ownership from current values.

   Resume condition

   The accountable owner supplies authoritative evidence or an explicit rule; otherwise retain the affected row as unresolved.

3. Signal

   A prior task and a replacement task look similar but have different deliverables.

   Recovery

   Show the two intent descriptions side by side and leave deduplication to the manager.

   Resume condition

   The accountable owner supplies authoritative evidence or an explicit rule; otherwise retain the affected row as unresolved.

Unexecuted validation plan

Sample setup

Cutover

2026-10-10T12:00:00Z

Ownership

1. Contact

   C1

   New

   B

2. Contact

   C2

   New

   C

Tasks

1. Id

   T1

   Contacts

   1. C1

   Assignee

   A

   Status

   open

   Purpose

   account follow-up

2. Id

   T2

   Contacts

   1. C1

   Assignee

   A

   Status

   open

   Purpose

   specialist technical answer

   Approved retain

   A

3. Id

   T3

   Contacts

   1. C1

   2. C2

   Assignee

   A

   Status

   open

   Purpose

   joint meeting

4. Id

   T4

   Contacts

   1. C1

   Assignee

   A

   Status

   completed

   Purpose

   intro call

Rule

Open account follow-ups follow the new owner; explicit specialist exceptions remain; multi-owner tasks require review.

Acceptance checks

1. T2 is not moved merely because its account owner changed.

2. T3 is not split, duplicated or assigned arbitrarily.

3. T4 remains visible as excluded and is not reopened.

4. No due date or task content is altered.

5. Every conclusion traces to a source row or explicitly labelled owner rule; identical frozen inputs preserve identities and deterministic totals.

6. All source copies remain unchanged; no business workflow or synthetic acceptance evaluation has been run.

Stop conditions

1. Required identity, source coverage, calculation policy or owner authority is missing.

2. Unexpected real sensitive data is supplied without approved handling.

3. Requested work would require live access, upload, external communication, accounting posting, payment, permission change or irreversible action.

Executed

No

Fixture status

Designed specification and separately authored answer key only. No model run, numerical acceptance execution or customer pilot performed.

Costs and effort — unknown or hypothetical

Status

unknown_or_estimate

Currency

Not specified.

Items

1. Plan access, model usage, tool runtime and storage costs unknown.

2. Export preparation, evidence cleanup, review and correction effort unmeasured.

3. No native integration, paid service, new account or software installation assumed.

4. Case-specific effort is unknown: source extraction, identity repair, owner-rule preparation, fixture design and review may dominate model cost.

5. The case requires owner preparation of 3 input groups and review of 6 intermediate/final artifacts. Costs and effort remain unmeasured; these are design counts, not runtime estimates.

Caveat

No measured time saving, current demand, ROI or price claim. Compare the simpler remedy first.

Canadian adaptation — proposed

Verify local privacy and organizational record-handling requirements before any real-data pilot; preserve original currency, business calendars and time zones. No Canadian deployment or compliance claim.