Followup Escalation Coordination

Overview

Builds a single register of everything the user is waiting on or owes someone — across Outlook mail, Teams chats and channels, meeting transcripts, calendar commitments, and Microsoft Planner — then classifies each item by age and priority and recommends the next action: wait, remind, escalate, or close. Drafts the reminder and escalation messages; the user approves before anything is sent.

When to Use

• "What am I waiting on?" / "Who hasn't responded to me?"
• "Chase my open approvals" / "Which approvals are stuck?"
• "What's overdue across my tasks and follow-ups?"
• "Escalate anything that's been sitting too long"
• "Send a status update on my open action items"

When NOT to Use

• General overview of today's schedule and inbox — use daily-briefing instead
• Recap or action items from one specific meeting — use meeting-intel, or meeting-action-items-to-planner to create the tasks
• Scheduling, declining, or rescheduling meetings — use schedule-meeting or calendar-management
• Writing a standalone leadership update unrelated to open items — use stakeholder-comms

Quick Start

User: "What am I waiting on and what should I escalate?"
1. Resolve the user, timezone, manager, and the lookback window (default 21 days)
2. Gather open items from mail, Teams, meetings, and Planner (parallel)
3. Normalize into a register: item, owner, requester, asked-on, age, due, source
4. Classify with the business rules below → Wait / Remind / Escalate / Close
5. Present the register + recommendations; draft messages only for approved items

Core Instructions

Step 1: Gather Context

• me_profile-GetMyDetails for identity and timezone; me_profile-GetManagerDetails for the escalation path. Resolve every other person with me_profile-SearchPeople — never construct email addresses.
• Resolve relative dates ("last week", "overdue") to explicit dates in the user's local timezone before filtering.
• Default lookback: 21 days. Honor an explicit window if the user gives one.

Step 2: Gather Open Items (run these in parallel)

• Email — outlook-ListMessages over the window, plus m365_search-SearchM365 with commitment keywords: approve, approval, sign-off, review, feedback, waiting on, please confirm, by EOD, action required. Include sent mail: a request the user made with no reply is a pending item. Use outlook-GetMessage to read the ask, and check whether a later message in the thread already answers it.
• Teams — m365_search-SearchM365 (sources: chat/message) and m365_teams-ListChatMessages / ListChannelMessages for the same keywords plus direct @-mentions of the user. A question addressed to the user with no subsequent reply from them is an item they owe.
• Meetings — outlook_calendar-ListCalendarView for the window, then graph-ListMeetingTranscripts + graph-GetMeetingTranscript on matching events; extract commitments ("I'll send…", "can you own…", "we'll decide by…") with the owner and stated date.
• Planner — graph-CallGraph against the Planner endpoints (/me/planner/tasks, then /planner/plans/{id} and /planner/buckets/{id} for names) to pull assigned tasks with dueDateTime, percentComplete, and assignments.

Deduplicate across sources: the same commitment often appears in a transcript, a follow-up email, and a Planner task. Keep one entry with all source links.

Step 3: Classify with the Business Rules

Compute age = business days since the ask. Priority is High when the item is from a VIP (the user's manager, skip-level, or an external customer), blocks a dated deliverable, is labeled urgent/blocker, or is a compliance/approval gate.

• Wait — under the remind threshold, or a due date is still in the future.
• Remind — at or past remind, below escalate: friendly nudge to the owner.
• Escalate — at or past escalate, or a hard deadline is within 2 business days and the item is unresolved.
• Close — a reply, an approval, or a completed Planner task resolves it. Say so and drop it from the open register.
• Never escalate an item without a prior reminder in the thread unless the user explicitly asks or a deadline is already breached — state that reasoning.
• Anything already reminded twice with no response is Escalate regardless of age.

Step 4: Present and Act

Show the register and the recommendations first. Then, only for items the user approves:

• Reminders → outlook-ReplyToMessage on the original thread, or m365_teams-PostMessage in the original chat. Keep them short, warm, and specific: what was asked, when, what is needed, by when.
• Escalations → outlook-SendEmailWithAttachments to the escalation contact with the user's manager on cc, stating the item, the ask date, the reminders already sent, the business impact, and the decision needed.
• Status roll-ups → present inline, or route to stakeholder-comms when the user wants an audience-tailored update.

If the user says "draft only", "don't send", or "let me review first", use outlook-CreateDraftMessage / outlook-CreateReplyDraft and present Teams text in chat instead of posting. That instruction stays in force for the rest of the task.

Output

Lead with a one-line headline (e.g. "14 open items — 3 need escalation today"), then:

Escalate now — item, owner, age, why, proposed escalation contact Send a reminder — item, owner, age, one-line nudge preview Waiting (no action yet) — item, owner, next check date Closed since last check — item and what resolved it

Keep it under ~25 rows; if there are more, show the top items by priority and say how many were omitted. Cite each item's source by exact name (subject line, chat, meeting title, or Planner task) and use bracketed context aliases where available. Use core-render_ui for a table only when there are 4+ items with 3+ attributes.

Guardrails

• Nothing is sent, posted, or escalated without showing the user the item list and the message text first. An explicit do-not-send instruction is authoritative.
• Escalate through the org chain resolved from people tools — never guess a manager or an email address.
• Report only what the tools returned. If a source is unavailable or empty, say so plainly; never invent an owner, a date, an ask, or a commitment.
• Do not characterize a person as unresponsive, slow, or at fault — report the factual age of the item only. No performance evaluation of individuals.
• Respect calendar and message privacy: for items sourced from private or personal events, surface the time block, not the subject line.
• Escalation drafts stay factual and neutral in tone — impact and decision needed, not blame.
• For a recurring check ("every Monday morning"), use host-SetupScheduledPrompt with a self-contained description; otherwise run once now.