SuiteCRM automation · runs weekly

Review stale SuiteCRM opportunities and create follow-ups

A deal with a close date this month and no call, meeting or email for two weeks looks the same in the Opportunities list as a deal that is moving.

Cotlet does it in your own SuiteCRM account with list_records, list_related, create_task and update_record, called by your AI agent, an n8n workflow or a script.

Sign up free All SuiteCRM tools

Hosted · nothing to install or maintain

Can SuiteCRM do this on its own?

SuiteCRM reports opportunities by stage and close date, but has no list of deals without recent activity (checked 23 Oct 2026). The v8 API reads the same fields for a developer with an OAuth2 client; the check stays code someone writes.

How you do it in SuiteCRM today

  1. Open Opportunities and filter by Sales Stage and Close Date, with My Items on for your own deals.
  2. Open each Opportunity and check its Activities and History tiles for the date of the last call, meeting, task or email.
  3. Add up the Amount of the quiet deals by hand, remembering SuiteCRM stores each Amount in its own currency and a USD equivalent.
  4. Create a Task for each with Related To set to the opportunity, and update Next Step if the plan changed.
  5. Nothing in the list view shows days since last activity, so the check is repeated by hand every week.

How to review stale SuiteCRM opportunities and create follow-ups

Prompt

Every Monday, list open opportunities with no activity in the last 14 days and a close date this month. Create a follow-up task on each one for its owner and show me the total amount at risk.
  1. 01

    Pull the pipeline

    list_records runs on Opportunities for the owner and close date window you named, excluding Closed Won and Closed Lost, and follows next_cursor to the end.

  2. 02

    Check the last activity

    list_related reads Activities and History for each deal. The agent takes the newest date; a deal with nothing in either tile counts as quiet.

  3. 03

    Apply the cutoff

    Deals quiet for longer than your window are stale. Deals with an open task due soon are left out, because someone already has the next step.

  4. 04

    Create the follow-ups

    create_task adds one task per stale deal, Related To the opportunity, with a due date and High priority from your prompt. A task reaches only the user it is assigned to, so it needs no confirmation.

  5. 05

    Total what is at risk

    The agent sums Amount per currency instead of mixing them, and reports the stale deals by Sales Stage. update_record changes Next Step only when you asked for it.

What you get back

Example data

Open opportunities closing this month: 14
No activity for 14 days: 5
At risk: 21,400 USD in total
- Northwind Dental: onboarding, Proposal/Price Quote, 4,800 USD
- Birch Studio retainer, Negotiation/Review, 9,200 USD
Follow-up tasks created: 5, due Oct 28

Other ways to ask

  • List stale opportunities by owner and send me one summary per person, without creating tasks.
  • Move deals past their Close Date with no activity to Closed Lost, after I approve the list.
  • Every Friday, list deals that changed Sales Stage this week and those that did not.

What SuiteCRM allows, and what to know first

  • SuiteCRM Sales Stage runs from Prospecting through Needs Analysis and Proposal/Price Quote to Closed Won or Closed Lost.
  • Close Date is a required field on an Opportunity and feeds pipeline forecasting.
  • Probability is set from the Sales Stage, can be overridden, and is used in weighted pipeline calculations.
  • SuiteCRM stores the Amount in the original currency and a USD equivalent for cross-currency reporting.
  • Next Step is a free-text field for the immediate next action on the deal.

create_task and update_record change only your own SuiteCRM data and reach no one else, so they run without asking first.

Sources: SuiteCRM 8 Guide: Opportunities · SuiteCRM 8 Guide: Tasks · SuiteCRM 8 Guide: Searching

Call create_task from a script

curl

curl -X POST https://cotlet.dev/api/v1/suitecrm/tasks \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"subject":"Send revised quote to Northwind Dental","status":"Not Started","priority":"High","due_date":"2026-10-28","related_to_module":"Opportunities","related_to_id":"8f2a41c7-6d3e-90b5-17ac-4e5d0b9a2c61"}'

Example response

{
  "task_id": "b6f3a290-1d84-4c7e-8e5a-2f9d0c71a4b3",
  "subject": "Send revised quote to Northwind Dental",
  "status": "Not Started",
  "priority": "High",
  "due_date": "2026-10-28",
  "related_to": {
    "module": "Opportunities",
    "id": "8f2a41c7-6d3e-90b5-17ac-4e5d0b9a2c61",
    "name": "Northwind Dental: onboarding"
  }
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is suitecrm_write → create_task. Example data.

Schedule it in n8n, Make, Zapier or cron

SuiteCRM tools this automation uses

Cotlet SuiteCRM tools used to review stale SuiteCRM opportunities and create follow-ups
Tool Parameters
list_records module, query, status, assigned_to_me, modified_since, cursor
list_related module, record_id, subpanel, cursor
create_task subject, status, priority, due_date, related_to_module, related_to_id
update_record module, record_id, fields
All 12 SuiteCRM tools with descriptions

Frequently asked questions

Is it safe to connect SuiteCRM to Cotlet?

Yes. You sign in to SuiteCRM yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get SuiteCRM once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

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