@microsoft/handoff-brief-generator

---
name: handoff-brief-generator
description: Creates comprehensive handoff documentation for sales reps going on vacation or transitioning deals. Generates structured briefs with deal status, activities, next steps, contacts, and risks. Use when user says "I'm going on vacation", "create handoff brief", "coverage brief for my deals", "vacation handoff", "out of office brief", "transition my deals", or "backup documentation".
metadata:
  author: Dataverse
  version: 1.0.0
  category: sales-productivity
---

# Handoff Brief Generator

When a sales rep goes on vacation or needs to hand off deals temporarily, the backup needs to quickly understand the status of each deal. This skill automatically generates comprehensive handoff briefs from Dataverse data, ensuring smooth coverage and no deals fall through the cracks.

## Instructions

### Step 1: Identify Handoff Scope
When user says "I'm going on vacation - create a handoff brief for my backup on active deals":

**1.1 Get User Context:**
- Identify the sales rep going on vacation (current user or specified)
- Determine vacation dates (if provided)
- Identify backup person (if specified)

**1.2 Query Active Opportunities:**
```
SELECT opportunityid, name, customerid, accountid, estimatedvalue,
       estimatedclosedate, salesstage, stepname, closeprobability,
       budgetstatus, need, purchasetimeframe, decisionmaker,
       description, currentsituation, customerneed,
       msdyn_forecastcategory, msdyn_opportunityscore,
       createdon, modifiedon, statecode
FROM opportunity
WHERE ownerid = '[user_id]'
AND statecode = 0
ORDER BY estimatedclosedate ASC
```

#### Step 2: For Each Opportunity, Gather Context

**2.1 Get Account Information:**
```
SELECT accountid, name, telephone1, emailaddress1, 
       address1_city, address1_stateorprovince,
       industrycode, numberofemployees, primarycontactid
FROM account
WHERE accountid = '[opportunity.accountid]'
```

**2.2 Get Key Contacts:**
```
SELECT contactid, fullname, jobtitle, emailaddress1, telephone1,
       mobilephone, accountrolecode, msdyn_decisioninfluencetag
FROM contact
WHERE accountid = '[accountid]'
AND statecode = 0
ORDER BY accountrolecode
```

**2.3 Get Recent Activities (Last 30 Days):**
```
SELECT activityid, activitytypecode, subject, description,
       createdon, actualend, statecode, statuscode
FROM activitypointer
WHERE regardingobjectid = '[opportunityid]'
AND createdon >= '[30_days_ago]'
ORDER BY createdon DESC
```

**2.4 Get Open Tasks:**
```
SELECT activityid, subject, description, scheduledend, 
       prioritycode, statecode, statuscode
FROM task
WHERE regardingobjectid = '[opportunityid]'
AND statecode = 0
ORDER BY scheduledend ASC
```

**2.5 Get Scheduled Appointments:**
```
SELECT activityid, subject, description, scheduledstart, scheduledend,
       location, ownerid
FROM appointment
WHERE regardingobjectid = '[opportunityid]'
AND scheduledstart >= '[today]'
AND statecode IN (0, 3)
ORDER BY scheduledstart ASC
```

For each appointment, fetch attendees via activityparty:
```
SELECT partyid, participationtypemask
FROM activityparty
WHERE activityid = '[activityid]'
```
Note: `requiredattendees` and `optionalattendees` are not selectable columns; attendee lookups are stored in the `activityparty` table.

**2.6 Get Recent Notes:**
```
SELECT annotationid, subject, notetext, createdon
FROM annotation
WHERE objectid = '[opportunityid]'
AND createdon >= '[30_days_ago]'
ORDER BY createdon DESC
```

#### Step 3: Identify Urgency and Risks

**3.1 Calculate Urgency Level:**

| Factor | Urgent | Moderate | Low |
|--------|--------|----------|-----|
| Close Date | Within coverage period | Within 30 days | 30+ days out |
| Stage | Close | Propose | Qualify/Develop |
| Scheduled Activities | Meetings during vacation | Tasks due | Nothing scheduled |
| Deal Size | Top 20% of pipeline | Average | Below average |
| Forecast Category | Committed | Best Case | Pipeline |

**3.2 Identify Potential Risks:**
- No scheduled next steps
- Proposal sent but no response
- Competitor mentioned in notes
- Key contact hasn't engaged recently
- Approaching close date with no commitment
- Budget not confirmed for late-stage deal

**3.3 Flag Urgent Items:**
```
URGENT flag if:
- Close date during vacation period
- Meeting scheduled during vacation
- Pending action that can't wait
- Critical response expected from customer
- Proposal review scheduled
```

#### Step 4: Generate Handoff Brief

**Output Format:**

```
════════════════════════════════════════════════════════════════
             SALES HANDOFF BRIEF
════════════════════════════════════════════════════════════════

Prepared for: [Backup Name]
Prepared by: [Sales Rep Name]
Coverage Period: [Start Date] - [End Date]
Generated: [Current Date/Time]

════════════════════════════════════════════════════════════════
EXECUTIVE SUMMARY
════════════════════════════════════════════════════════════════

Total Active Opportunities: [N]
Total Pipeline Value: $[X]
Urgent Items: [N] (require action during coverage)
Scheduled Meetings: [N] (need attendance/rescheduling)

COVERAGE PRIORITIES:
🔴 Urgent (Action Required): [N] deals
🟡 Important (Monitor Closely): [N] deals
🟢 Standard (Check if contacted): [N] deals

════════════════════════════════════════════════════════════════
🔴 URGENT - ACTION REQUIRED
════════════════════════════════════════════════════════════════

────────────────────────────────────────────────────────────────
DEAL #1: Contoso Enterprise Platform
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Account: Contoso Corporation
• Value: $150,000
• Stage: Close
• Close Date: [Date - during vacation]
• Probability: 75%
• Forecast: Committed

WHY IT'S URGENT:
⚠️ Contract signature expected [Date]
⚠️ Final negotiation call scheduled [Date]
⚠️ Legal review completing this week

CURRENT STATUS:
We've completed the proposal review with the evaluation team. They've 
selected us over [Competitor]. Sarah Chen (VP Operations) gave verbal 
commitment. Waiting on legal review of contract and final signature 
from CFO.

WHAT'S HAPPENED RECENTLY:
[Date] - Contract sent to legal for review
[Date] - Proposal accepted, moving to contract
[Date] - Final presentation to executive team
[Date] - Technical validation completed

WHAT'S NEXT:
1. [Date] - Legal review call (YOU NEED TO JOIN)
   • Attendees: Sarah Chen, Legal team
   • Prep: Review redlines from their legal (attached)
   • Key issue: Indemnification clause - we can go to $500K cap
   
2. [Date] - Expected signature
   • Contact CFO's office if not received by EOD
   
3. [By EOD Friday] - If signed, initiate onboarding handoff

KEY CONTACTS:
📞 Sarah Chen (VP Operations) - CHAMPION
   Email: sarah.chen@contoso.com
   Mobile: (555) 123-4567
   Notes: Prefers text for urgent matters

📞 Michael Ross (CFO) - ECONOMIC BUYER
   Email: m.ross@contoso.com
   Phone: (555) 123-4568
   Notes: His EA is Jennifer - reach out to her first

📞 Tom Bradley (Legal) - BLOCKER POTENTIAL
   Email: t.bradley@contoso.com
   Notes: Very detail-oriented, wants everything in writing

RISKS/CONCERNS:
• Legal may push back on liability clause
• CFO traveling next week - signature could slip
• Competitor (Acme) made last-minute counter-offer

IF THINGS GO WRONG:
• If legal pushback: Loop in our legal (Bob Smith) immediately
• If CFO delays: Ask Sarah to escalate internally
• If competitor resurfaces: Offer [approved discount] as last resort

RELATED DOCUMENTS:
• Final proposal: [Link/Location]
• Contract redlines: [Link/Location]
• Presentation deck: [Link/Location]

────────────────────────────────────────────────────────────────
DEAL #2: Fabrikam Cloud Migration
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Account: Fabrikam Industries
• Value: $85,000
• Stage: Propose
• Close Date: [Date - 2 weeks out]
• Probability: 50%
• Forecast: Best Case

WHY IT'S URGENT:
⚠️ Proposal expires [Date]
⚠️ Customer evaluating 2 other vendors
⚠️ Demo scheduled during vacation - needs coverage

CURRENT STATUS:
Proposal submitted 10 days ago. Customer is comparing us against 
[Competitor A] and [Competitor B]. We differentiate on integration 
capabilities and support model. Demo of integration features 
scheduled for [Date].

WHAT'S HAPPENED RECENTLY:
[Date] - Sent proposal follow-up email (no response yet)
[Date] - Technical Q&A call with their IT team
[Date] - Proposal presentation meeting

WHAT'S NEXT:
1. [Date] - Integration Demo (YOU NEED TO ATTEND OR RESCHEDULE)
   • Attendees: IT Team (5 people)
   • Location: Virtual - [Link]
   • Prep: Demo environment in sandbox-fabrikam
   • Focus: API integration with their existing ERP
   
2. [Date +3] - Follow up on demo
   • Get feedback, identify remaining concerns
   
3. [Date +7] - Decision expected

KEY CONTACTS:
📞 Jennifer Walsh (IT Director) - TECHNICAL BUYER
   Email: j.walsh@fabrikam.com
   Phone: (555) 234-5678
   Notes: Engineer mindset, wants to see it work

📞 David Kim (COO) - ECONOMIC BUYER
   Email: d.kim@fabrikam.com
   Notes: Haven't met yet - Jennifer supposed to intro

COMPETITIVE INTELLIGENCE:
• Competitor A: Lower price, less functionality
• Competitor B: Similar features, weaker support
• Our edge: Integration capabilities and SLA terms

RISKS/CONCERNS:
• Haven't engaged economic buyer directly
• Price may be concern - authorized to offer 10% if needed
• Technical team loves us but may not have budget authority

IF DEMO NEEDS RESCHEDULING:
• Contact Jennifer directly, explain coverage
• Offer earliest date after [return date]
• Keep IT team engaged via email

[Continue for additional deals...]

════════════════════════════════════════════════════════════════
🟡 IMPORTANT - MONITOR CLOSELY
════════════════════════════════════════════════════════════════

────────────────────────────────────────────────────────────────
DEAL #3: Acme Corp Expansion
────────────────────────────────────────────────────────────────

SNAPSHOT:
• Value: $65,000 | Stage: Develop | Close: 45 days
• Status: Discovery complete, building proposal

QUICK CONTEXT:
Existing customer looking to expand. Good relationship with main 
contact (Bob Jones). Need to finalize technical requirements before 
proposal.

DURING COVERAGE:
• No action needed unless they reach out
• If contacted: Schedule requirements call for after [return date]
• If urgent: Can answer basic questions, defer technical to SE team

KEY CONTACT:
📞 Bob Jones: bob.jones@acme.com | (555) 345-6789

────────────────────────────────────────────────────────────────
DEAL #4: Global Industries New Logo
────────────────────────────────────────────────────────────────

[Similar format - condensed for Important tier...]

════════════════════════════════════════════════════════════════
🟢 STANDARD - CHECK IF CONTACTED
════════════════════════════════════════════════════════════════

DEAL #5: Tech Startup Initial Deal
• Value: $15,000 | Stage: Qualify | Close: 90 days
• Status: Early stage, initial discovery scheduled after vacation
• Action: Only respond if they reach out
• Contact: Amy Lee | amy@techstartup.io

DEAL #6: Manufacturing Co Renewal
• Value: $45,000 | Stage: Develop | Close: 60 days
• Status: Renewal discussion started, no urgency
• Action: Standard check-in if they email
• Contact: Jim Peters | j.peters@mfgco.com

[List remaining deals...]

════════════════════════════════════════════════════════════════
SCHEDULED ACTIVITIES DURING COVERAGE
════════════════════════════════════════════════════════════════

[Date] 10:00 AM - Legal Review Call (Contoso)
       ⚠️ MUST ATTEND - See Deal #1 for details

[Date] 2:00 PM - Integration Demo (Fabrikam)
       ⚠️ ATTEND OR RESCHEDULE - See Deal #2 for details

[Date] 11:00 AM - Check-in Call (Acme)
       Can reschedule - not urgent

════════════════════════════════════════════════════════════════
TASKS DUE DURING COVERAGE
════════════════════════════════════════════════════════════════

[Date] - Send Contoso contract to legal (DONE - can delete)
[Date] - Follow up on Fabrikam demo (See Deal #2)
[Date] - Prepare Acme proposal (Can wait until return)

════════════════════════════════════════════════════════════════
EMERGENCY CONTACTS
════════════════════════════════════════════════════════════════

Sales Manager: [Name] | [Phone] | [Email]
SE Support: [Name] | [Phone] | [Email]
Legal (urgent contracts): [Name] | [Phone] | [Email]

For ANYTHING truly urgent: Text me at [Mobile]
I'll be checking email [frequency] and can jump on critical calls.

════════════════════════════════════════════════════════════════
```

#### Step 5: Create Supporting Records

**5.1 Save Brief as Note:**
```
Use create_record with tablename: annotation
{
  "subject": "Handoff Brief - [Rep Name] Vacation [Dates]",
  "notetext": "[Full brief content]",
  "objectid": "[First/primary opportunity or user account]",
  "objecttypecode": "opportunity"
}
```

**5.2 Reassign Ownership (if requested):**
```
For temporary coverage, update each opportunity:
Use update_record with tablename: opportunity
{
  "ownerid": "[backup_user_id]"
}
```

**5.3 Create Reminder Task:**
```
Use create_record with tablename: task
{
  "subject": "Review deals after vacation - reassign ownership",
  "description": "Deals were handed off to [Backup Name] during vacation.\nReview status and reassign to yourself.",
  "scheduledend": "[return_date]",
  "prioritycode": 1
}
```

### Dataverse Tables Used
| Table | Purpose |
|-------|---------|
| `opportunity` | Active deals to hand off |
| `account` | Account context |
| `contact` | Key stakeholder information |
| `activitypointer` | Recent activity history |
| `task` | Open tasks to transfer |
| `appointment` | Scheduled meetings to cover |
| `annotation` | Notes and brief storage |
| `phonecall` | Recent call history |
| `email` | Recent email history |

### Key Fields Reference
**opportunity:**
- `ownerid` (OWNER) - Current owner/rep on vacation
- `estimatedclosedate` (DATE) - For urgency calculation
- `salesstage` (CHOICE) - Qualify(0), Develop(1), Propose(2), Close(3)
- `msdyn_forecastcategory` (CHOICE) - Pipeline(100000001), Best case(100000002), Committed(100000003), Omitted(100000004), Won(100000005), Lost(100000006)
- `statecode` (STATE) - Open(0), Won(1), Lost(2)
- `closeprobability` (INT) - Win probability (0-100)

**task:**
- `scheduledend` (DATETIME) - Due date
- `statecode` (STATE) - Open(0), Completed(1), Canceled(2)
- `statuscode` (STATUS) - Not Started(2), In Progress(3), Waiting(4), Completed(5), Canceled(6), Deferred(7)
- `prioritycode` (CHOICE) - Low(0), Normal(1), High(2)

**appointment:**
- `scheduledstart`, `scheduledend` (DATETIME) - Meeting times
- `statecode` (STATE) - Open(0), Completed(1), Canceled(2), Scheduled(3)
- `statuscode` (STATUS) - Free(1), Tentative(2), Completed(3), Canceled(4), Busy(5), Out of Office(6)
- `requiredattendees`, `optionalattendees` (ACTIVITY PARTY) - Participants
- `location` (NVARCHAR) - Meeting location
- `isonlinemeeting` (BIT) - Teams meeting flag

**contact:**
- `accountrolecode` (CHOICE) - Decision Maker(1), Employee(2), Influencer(3)
- `mobilephone` (PHONE) - For urgent contact
- `msdyn_decisioninfluencetag` (CHOICE) - Decision maker(0), Influencer(1), Blocker(2), Unknown(3)

### Handoff Best Practices

1. **Generate early:** Create brief 2-3 days before vacation
2. **Walk through:** Schedule brief call with backup to review
3. **Mark urgent clearly:** Visual indicators for priority
4. **Include context:** Not just facts, but relationship nuances
5. **Provide escalation path:** How to reach you if truly critical
6. **Return review:** Check in on day one back

## Examples

### Example 1: Vacation Handoff Brief

**User says:** "I'm going on vacation March 10-17, create a handoff brief for my deals"

**Actions:**
1. Query all open opportunities owned by user
2. For each deal, gather account, contacts, activities, tasks, appointments
3. Identify urgent items (close dates during vacation, meetings scheduled)
4. Generate structured handoff document
5. Create annotation attached to each opportunity

**Result:**
```
SALES HANDOFF BRIEF
Prepared for: [Backup Name]
Coverage Period: March 10-17, 2026

URGENT (2 deals):
1. Contoso Enterprise - $150K - Close date March 12
   - Proposal sent, awaiting response
   - Contact: John Smith (CEO) - 555-1234
   - ACTION: Follow up Tuesday if no response

2. Fabrikam Deal - Meeting March 14 at 2pm
   - Demo for technical team
   - Teams link: [included]
   - ACTION: Attend or reschedule

MONITOR (5 deals):
[Summary of each...]
```

### Example 2: Deal Transition to New Rep

**User says:** "I'm transitioning my territory to Sarah, create handoff documentation"

**Actions:**
1. Query all opportunities and accounts
2. Generate comprehensive relationship context
3. Include full history and relationship insights
4. Create permanent documentation

**Result:**
```
TERRITORY TRANSITION BRIEF
From: [Current Rep] To: Sarah

ACCOUNTS (15 total):

1. CONTOSO LTD
   Relationship: 3 years, strong
   Key Contacts: John (CEO), Mary (VP Ops)
   Open Pipeline: $250K
   History: Started as SMB, now enterprise
   Tips: John prefers morning calls, Mary is technical champion
```

### Example 3: Quick OOO Brief

**User says:** "I'll be out tomorrow, quick brief for my urgent deals"

**Actions:**
1. Filter to deals with activities due tomorrow
2. Generate abbreviated urgent-only brief

**Result:**
```
QUICK COVERAGE BRIEF - March 5

URGENT ITEMS ONLY:
1. Alpine call at 10am - Reschedule or cover
2. Tailspin proposal due - Send by EOD
3. Northwind - Check for contract signature

All other deals: No action needed for 1 day
```

## Troubleshooting

### Error: No opportunities found
**Cause:** User has no open deals or wrong user context
**Solution:**
- Verify correct user ID in query
- Check statecode filter (should be 0 for open)
- Include transferred opportunities if recently changed ownership

### Error: Meeting attendees not retrieved
**Cause:** Activity party relationship requires separate query
**Solution:**
- Query activityparty table separately for each appointment
- Use participationtypemask to identify required vs optional attendees
- Fall back to meeting organizer if attendee data unavailable

### Error: Brief too long for annotation
**Cause:** Notetext field has length limits
**Solution:**
- Split into multiple annotations if needed
- Create summary version for annotation, full version as attachment
- Prioritize urgent deals in limited space