Module: Assistant::SalesManagement::PipelineTools

Defined in:
app/services/assistant/sales_management/pipeline_tools.rb

Overview

Pipeline + workload + performance + recent-call tools. Each one is
rep-centric: lookups are anchored on an employee (or all employees in
a role) and return a snapshot of the deals, activities, or calls
they're working with.

Class Method Summary collapse

Class Method Details

.build_pipeline_summary_tool ⇒ Object

─── Tool factories ─────────────────────────────────────────────



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 289

def build_pipeline_summary_tool
  klass = Class.new(RubyLLM::Tool) do
    description 'Get a summary of the sales pipeline — opportunities grouped by stage, rep, or time period. ' \
                'Shows open deals, values, close dates, and recent state changes. ' \
                'Use this to understand what a rep is working on, pipeline health, and deal progress.'

    params type: 'object',
           properties: {
             rep_id: {
               type: 'integer',
               description: 'Employee ID of a specific sales rep (filters to their opportunities)'
             },
             rep_name: {
               type: 'string',
               description: 'Sales rep name (partial match) — alternative to rep_id'
             },
             state: {
               type: 'string',
               description: 'Filter by opportunity state (e.g. "quoting", "follow_up", "promised", "won", "lost")'
             },
             open_only: {
               type: 'boolean',
               description: 'Only show open opportunities (default: true)'
             },
             since: {
               type: 'string',
               description: 'Only opportunities created after this date (YYYY-MM-DD)'
             },
             limit: {
               type: 'integer',
               description: 'Maximum opportunities to return (default: 25, max: 50)'
             }
           }

    define_method(:name) { 'get_pipeline_summary' }
    define_method(:execute) do |rep_id: nil, rep_name: nil, state: nil, open_only: true, since: nil, limit: 25, **_|
      Assistant::SalesManagement::PipelineTools.pipeline_summary(
        rep_id: rep_id, rep_name: rep_name, state: state,
        open_only: open_only, since: since, limit: limit
      )
    end
  end
  klass.new
end

.build_recent_calls_tool ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 388

def build_recent_calls_tool
  klass = Class.new(RubyLLM::Tool) do
    description 'Get recent call records for a sales rep or team, with duration, direction, ' \
                'outcome, and key topics from transcripts. Use for understanding call activity ' \
                'and following up on action items from calls.'

    params type: 'object',
           properties: {
             rep_id: { type: 'integer', description: 'Employee ID to get calls for' },
             rep_name: { type: 'string', description: 'Rep name (partial match) — alternative to rep_id' },
             days: { type: 'integer', description: 'Look-back period in days (default: 7)' },
             limit: { type: 'integer', description: 'Maximum calls to return (default: 20, max: 50)' }
           }

    define_method(:name) { 'get_recent_calls' }
    define_method(:execute) do |rep_id: nil, rep_name: nil, days: 7, limit: 20, **_|
      Assistant::SalesManagement::PipelineTools.recent_calls(
        rep_id: rep_id, rep_name: rep_name, days: days, limit: limit
      )
    end
  end
  klass.new
end

.build_rep_performance_tool ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 364

def build_rep_performance_tool
  klass = Class.new(RubyLLM::Tool) do
    description 'Get a performance snapshot for a sales rep: recent quotes, orders, ' \
                'won/lost opportunities, and activity completion rates. ' \
                'Useful for sales manager reviews and planning conversations.'

    params type: 'object',
           properties: {
             rep_id: { type: 'integer', description: 'Employee ID of the sales rep' },
             rep_name: { type: 'string', description: 'Rep name (partial match) — alternative to rep_id' },
             period_days: { type: 'integer', description: 'Look-back period in days (default: 30)' }
           },
           required: []

    define_method(:name) { 'get_rep_performance' }
    define_method(:execute) do |rep_id: nil, rep_name: nil, period_days: 30, **_|
      Assistant::SalesManagement::PipelineTools.rep_performance(
        rep_id: rep_id, rep_name: rep_name, period_days: period_days
      )
    end
  end
  klass.new
end

.build_rep_workload_tool ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 334

def build_rep_workload_tool
  klass = Class.new(RubyLLM::Tool) do
    description 'Get the activity workload for one or more sales reps. Shows open activities, ' \
                'overdue activities, today\'s activities, and workload capacity. ' \
                'Use this to understand how busy a rep is and plan their day.'

    params type: 'object',
           properties: {
             rep_id: { type: 'integer', description: 'Employee ID of a specific rep' },
             rep_name: { type: 'string', description: 'Rep name (partial match) — alternative to rep_id' },
             role: {
               type: 'string',
               description: 'Filter by role to get workload for all reps of a type (e.g. "sales_rep")'
             },
             date: {
               type: 'string',
               description: 'Date to check workload for (YYYY-MM-DD, default: today)'
             }
           }

    define_method(:name) { 'get_rep_workload' }
    define_method(:execute) do |rep_id: nil, rep_name: nil, role: nil, date: nil, **_|
      Assistant::SalesManagement::PipelineTools.rep_workload(
        rep_id: rep_id, rep_name: rep_name, role: role, date: date
      )
    end
  end
  klass.new
end

.pipeline_apply_rep_filter(scope, rep_id:, rep_name:) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 45

def pipeline_apply_rep_filter(scope, rep_id:, rep_name:)
  return [scope.assigned_to_rep(rep_id), nil] if rep_id.present?
  return [scope, nil] if rep_name.blank?

  rep_ids = Employee.active_employees.where('parties.full_name ILIKE ?', "%#{rep_name}%").ids
  if rep_ids.empty?
    [nil, { error: "No employee found matching '#{rep_name}'",
            suggestion: 'Try find_employee first to get the exact name or ID.' }.to_json]
  else
    [scope.assigned_to_rep(rep_ids), nil]
  end
end

.pipeline_grouped_by_state(opportunities) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 58

def pipeline_grouped_by_state(opportunities)
  opportunities.group_by(&:state).transform_values do |opps|
    { count: opps.size, total_value: opps.sum { |opp| opp.value.to_f }.round(2) }
  end
end

.pipeline_summary(rep_id: nil, rep_name: nil, state: nil, open_only: true, since: nil, limit: 25) ⇒ Object

─── pipeline_summary ───────────────────────────────────────────



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 23

def pipeline_summary(rep_id: nil, rep_name: nil, state: nil, open_only: true, since: nil, limit: 25)
  limit = limit.to_i.clamp(1, 50)
  scope = Opportunity.includes(:customer, :contact, :primary_sales_rep, :secondary_sales_rep,
                               :local_sales_rep, :quotes, :orders)
  scope, error = pipeline_apply_rep_filter(scope, rep_id: rep_id, rep_name: rep_name)
  return error if error

  scope = scope.open_opportunities if open_only
  scope = scope.where(state: state) if state.present?
  scope = scope.where(opportunities: { created_at: Date.parse(since).. }) if since.present?

  opportunities = scope.order(created_at: :desc).limit(limit).to_a
  Helpers.truncate_json({
    total_results: opportunities.size,
    pipeline_summary: pipeline_grouped_by_state(opportunities),
    total_pipeline_value: opportunities.sum { |opp| opp.value.to_f }.round(2),
    opportunities: opportunities.map { |opp| serialize_pipeline_opportunity(opp) }
  }.to_json)
rescue StandardError => e
  { error: e.message }.to_json
end

.recent_calls(rep_id: nil, rep_name: nil, days: 7, limit: 20) ⇒ Object

─── recent_calls ───────────────────────────────────────────────



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 247

def recent_calls(rep_id: nil, rep_name: nil, days: 7, limit: 20)
  days = days.to_i.clamp(1, 90)
  limit = limit.to_i.clamp(1, 50)
  since = days.days.ago

  emp, error = Helpers.resolve_employee(rep_id: rep_id, rep_name: rep_name)
  return error if error
  return { error: 'Employee not found. Use find_employee first.' }.to_json unless emp

  calls = CallRecord.for_party(emp.id)
                    .where(call_records: { created_at: since.. })
                    .order(created_at: :desc)
                    .limit(limit)
  results = calls.map { |c| serialize_recent_call(c) }
  Helpers.truncate_json({ employee: { id: emp.id, name: emp.full_name },
                          period: "Last #{days} days",
                          total_calls: results.size,
                          total_duration_minutes: (calls.sum { |call| call.duration_secs.to_i } / 60.0).round(1),
                          calls: results }.to_json)
rescue StandardError => e
  { error: e.message }.to_json
end

.rep_performance(rep_id: nil, rep_name: nil, period_days: 30) ⇒ Object

─── rep_performance ────────────────────────────────────────────



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 149

def rep_performance(rep_id: nil, rep_name: nil, period_days: 30)
  period_days = period_days.to_i.clamp(7, 365)
  since = period_days.days.ago

  emp, error = Helpers.resolve_employee(rep_id: rep_id, rep_name: rep_name)
  return error if error
  return { error: 'Employee not found. Use find_employee first to get the correct name or ID.' }.to_json unless emp

  Helpers.truncate_json(rep_performance_payload(emp, since: since, period_days: period_days).to_json)
rescue StandardError => e
  { error: e.message }.to_json
end

.rep_performance_payload(emp, since:, period_days:) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 162

def rep_performance_payload(emp, since:, period_days:)
  rep_opps = Opportunity.assigned_to_rep(emp.id)
  open_opps = rep_opps.open_opportunities
  won_recent = rep_opps.won.where(opportunities: { updated_at: since.. })
  lost_recent = rep_opps.lost.where(opportunities: { updated_at: since.. })

  recent_quotes = Quote.where(opportunity_id: rep_opps.select(:id))
                       .where(quotes: { created_at: since.. })
                       .order(created_at: :desc).limit(10)
  recent_orders = Order.assigned_to_rep(emp.id)
                       .where(orders: { created_at: since.. })
                       .order(created_at: :desc).limit(10)
  completed_activities = emp.activities.completed.where(activities: { completion_datetime: since.. })
  open_activities = emp.activities.open_activities
  recent_calls = CallRecord.for_party(emp.id).where(call_records: { created_at: since.. })

  {
    employee: { id: emp.id, name: emp.full_name, job_title: emp.job_title },
    period: "Last #{period_days} days (since #{since.to_date.iso8601})",
    pipeline: rep_performance_pipeline(open_opps, won_recent, lost_recent),
    quotes: { count: recent_quotes.count, items: recent_quotes.map { |q| serialize_rep_quote(q) } },
    orders: { count: recent_orders.count, items: recent_orders.map { |o| serialize_rep_order(o) } },
    activities: {
      completed_count: completed_activities.count,
      open_count: open_activities.count,
      overdue_count: open_activities.overdue_activities.count
    },
    calls: { total_calls: recent_calls.count,
             total_duration_minutes: (recent_calls.sum(:duration_secs).to_f / 60).round(1) }
  }
end

.rep_performance_pipeline(open_opps, won_recent, lost_recent) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 194

def rep_performance_pipeline(open_opps, won_recent, lost_recent)
  {
    open_opportunities: open_opps.count,
    open_pipeline_value: open_opps.sum(:value).to_f.round(2),
    won_count: won_recent.count, won_value: won_recent.sum(:value).to_f.round(2),
    lost_count: lost_recent.count, lost_value: lost_recent.sum(:value).to_f.round(2)
  }
end

.rep_workload(rep_id: nil, rep_name: nil, role: nil, date: nil) ⇒ Object

─── rep_workload ───────────────────────────────────────────────



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 80

def rep_workload(rep_id: nil, rep_name: nil, role: nil, date: nil)
  target_date = date.present? ? Date.parse(date) : Date.current
  employees = rep_workload_employees(rep_id: rep_id, rep_name: rep_name, role: role)
  return employees if employees.is_a?(String) # error JSON

  results = employees.map { |emp| rep_workload_entry(emp, target_date) }
  Helpers.truncate_json({ date: target_date.iso8601, total_reps: results.size, reps: results }.to_json)
rescue StandardError => e
  { error: e.message }.to_json
end

.rep_workload_employees(rep_id:, rep_name:, role:) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 91

def rep_workload_employees(rep_id:, rep_name:, role:)
  employees = if rep_id.present?
                Employee.where(id: rep_id).to_a
              elsif rep_name.present?
                Employee.active_employees.where('parties.full_name ILIKE ?', "%#{rep_name}%").to_a
              elsif role.present?
                Helpers.apply_role_scope(Employee.active_employees, role).sorted.to_a
              else
                return { error: 'Provide rep_id, rep_name, or role to look up workload.' }.to_json
              end
  return employees if employees.any?

  { error: 'No employees found matching the criteria.', suggestion: 'Try find_employee first.' }.to_json
end

.rep_workload_entry(emp, target_date) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 106

def rep_workload_entry(emp, target_date)
  open_activities = emp.activities.open_activities.non_notes
  overdue = open_activities.where(Activity.arel_table[:target_datetime].lteq(Time.current))
  today_activities = rep_workload_today_activities(open_activities, target_date)
  max_per_day = emp.maximum_activities_per_day(target_date)
  current_load = emp.activity_load_on_day(target_date)

  {
    id: emp.id, name: emp.full_name,
    working_today: emp.working_on_day?(target_date),
    status_today: emp.work_status_on_day(target_date).to_s,
    capacity: emp.capacity_ratio(target_date),
    open_activity_count: open_activities.count, overdue_count: overdue.count,
    today_count: today_activities.count,
    max_activities_per_day: max_per_day, current_load: current_load,
    load_percentage: max_per_day.positive? ? ((current_load.to_f / max_per_day) * 100).round(1) : 0,
    can_take_more: emp.can_take_activities_on_day?(target_date),
    today_activities: rep_workload_today_detail(today_activities)
  }
end

.rep_workload_today_activities(open_activities, target_date) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 127

def rep_workload_today_activities(open_activities, target_date)
  table = Activity.arel_table
  open_activities.where(table[:target_datetime].gteq(target_date.beginning_of_day))
                 .where(table[:target_datetime].lteq(target_date.end_of_day))
end

.rep_workload_today_detail(today_activities) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 133

def rep_workload_today_detail(today_activities)
  today_activities.includes(:activity_type, :party, :opportunity).limit(20).map do |act|
    {
      id: act.id, type: act.activity_type&.task_type || 'Task',
      priority: act.activity_type&.priority,
      party: act.party&.full_name, due: act.target_datetime&.strftime('%I:%M %p'),
      overdue: act.overdue?,
      opportunity: act.opportunity&.reference_number,
      opportunity_id: act.opportunity_id,
      notes_excerpt: act.notes&.truncate(100)
    }.compact
  end
end

.serialize_pipeline_opportunity(opp) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 64

def serialize_pipeline_opportunity(opp)
  {
    id: opp.id, reference: opp.reference_number, name: opp.name, state: opp.state,
    value: opp.value&.to_f, customer: opp.customer&.full_name, contact: opp.contact&.full_name,
    primary_rep: opp.primary_sales_rep&.full_name,
    secondary_rep: opp.secondary_sales_rep&.full_name,
    local_rep: opp.local_sales_rep&.full_name,
    close_date: opp.close_date&.iso8601, created_at: opp.created_at&.iso8601,
    quote_count: opp.quotes.size, order_count: opp.orders.size,
    opportunity_type: opp.opportunity_type,
    crm_url: "#{CRM_URL}/opportunities/#{opp.id}"
  }.compact
end

.serialize_recent_call(call) ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 270

def serialize_recent_call(call)
  base = {
    id: call.id,
    date: call.created_at&.strftime('%Y-%m-%d %I:%M %p'),
    direction: call.respond_to?(:direction) ? call.direction : nil,
    duration_seconds: call.duration_secs,
    duration_display: Helpers.format_duration(call.duration_secs),
    origin: call.origin_party&.full_name || call.origin_name,
    destination: call.destination_party&.full_name || call.destination_name
  }
  base[:outcome] = call.outcome if call.respond_to?(:outcome) && call.outcome.present?
  base[:key_topics] = call.key_topics if call.respond_to?(:key_topics) && call.key_topics.present?
  base[:action_items] = call.action_items if call.respond_to?(:action_items) && call.action_items.present?
  base[:summary] = call.summary&.truncate(300) if call.respond_to?(:summary)
  base.compact
end

.serialize_rep_order(order) ⇒ Hash{Symbol=>Object}

Note:

The bare id field is intentionally omitted. The model is
expected to cite the user-facing reference (e.g. "SO725148")
and link via crm_url. Exposing the primary key here regressed
twice in production daily-focus runs (Apr 15 conv 1352, May 7
conv 2447): with no total field present the model rendered the
id as either a dollar amount ("CO723898 ($1,354,181)" — id was
1354181) or a synthetic reference number ("SO1374291" — id was
1374291). See PR #734.

Compact LLM-facing payload for an order inside a get_rep_performance
response.

Parameters:

  • order (Order) —

    the order being summarised

Returns:

  • (Hash{Symbol=>Object}) —

    keys: :reference [String],
    :state [String], :type [String, nil], :total [Float, nil],
    :created [String, nil] (ISO 8601), :crm_url [String]



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 238

def serialize_rep_order(order)
  { reference: order.reference_number, state: order.state,
    type: order.order_type, total: order.try(:total)&.to_f,
    created: order.created_at&.iso8601,
    crm_url: UrlHelper.instance.order_url(order, host: CRM_HOSTNAME) }
end

.serialize_rep_quote(quote) ⇒ Hash{Symbol=>Object}

Note:

The bare id field is intentionally omitted. The model is
expected to cite the user-facing reference (e.g. "SQ814062")
and link via crm_url. Exposing the primary key here regressed
in production: with no total field present the model grabbed
the id and rendered it as either a dollar amount or a synthetic
reference number. See PR #734.

Compact LLM-facing payload for a quote inside a get_rep_performance
response.

Parameters:

  • quote (Quote) —

    the quote being summarised

Returns:

  • (Hash{Symbol=>Object}) —

    keys: :reference [String],
    :state [String], :type [String, nil], :total [Float, nil],
    :created [String, nil] (ISO 8601), :crm_url [String]



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 216

def serialize_rep_quote(quote)
  { reference: quote.reference_number, state: quote.state,
    type: quote.quote_type, total: quote.try(:total)&.to_f,
    created: quote.created_at&.iso8601,
    crm_url: UrlHelper.instance.quote_url(quote, host: CRM_HOSTNAME) }
end

.tools ⇒ Object 



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# File 'app/services/assistant/sales_management/pipeline_tools.rb', line 12

def tools
  [
    build_pipeline_summary_tool,
    build_rep_workload_tool,
    build_rep_performance_tool,
    build_recent_calls_tool
  ]
end