Capsule CRM Automation

Capsule CRM Automation

Manage your Capsule CRM -- create and update contacts, run powerful filter queries on parties/opportunities/cases, track tasks and projects, browse activity entries, and organize team relationships -- all through natural language commands.

Toolkit docs: claude-skills.ai/toolkits/capsule_crm

Setup

1. Add the Claude Skill MCP server to your client configuration:

   https://rube.app/mcp
   

2. Connect your Capsule CRM account when prompted (OAuth authentication).
3. Start issuing natural language commands to manage your CRM.

Core Workflows

1. Run Structured Filter Queries

Query parties, opportunities, or cases (projects) with multiple filter conditions, operators, and sorting.

Tool: CAPSULE_CRM_RUN_FILTER_QUERY

Example prompt:

"Find all Capsule CRM contacts in California tagged as 'VIP' sorted by name"

Key parameters:

• entity (required) -- One of: parties, opportunities, kases
• filter (required) -- Filter object with:
  • conditions -- Array of conditions, each with:
    • field -- Field name (e.g., "name", "email", "state", "country", "tag", "owner", "jobTitle", "addedOn")
    • operator -- One of: "is", "is not", "starts with", "ends with", "contains", "is greater than", "is less than", "is after", "is before", "is older than", "is within last", "is within next"
    • value -- Value to compare against
  • orderBy -- Array of sort objects with field and direction ("ascending"/"descending")
• embed -- Additional data to include in response
• page / perPage -- Pagination (max 100 per page)

Important field notes:

• Address fields (city, state, country, zip) are top-level, NOT nested under "address"
• Country must be an ISO 3166-1 alpha-2 code (e.g., "US", "GB", "CA")
• Custom fields use custom:{fieldId} format
• Organization fields use org. prefix (e.g., org.name, org.tag)

2. List and Manage Contacts (Parties)

Retrieve all contacts with optional filtering by modification date and embedded related data.

Tool: CAPSULE_CRM_LIST_PARTIES

Example prompt:

"List all Capsule CRM contacts modified since January 2025 with their tags and organizations"

Key parameters:

• since -- ISO8601 date to filter contacts changed after this date
• embed -- Additional data: "tags", "fields", "organisation", "missingImportantFields"
• page / perPage -- Pagination (max 100 per page, default 50)

3. Create New Contacts

Add people or organizations to your Capsule CRM with full details including emails, phones, addresses, tags, and custom fields.

Tool: CAPSULE_CRM_CREATE_PARTY

Example prompt:

"Create a new person in Capsule CRM: John Smith, VP of Sales at Acme Corp, john@acme.com"

Key parameters:

• type (required) -- "person" or "organisation"
• For persons: firstName, lastName, jobTitle, title
• For organisations: name
• emailAddresses -- Array of {address, type} objects
• phoneNumbers -- Array of {number, type} objects
• addresses -- Array of address objects with street, city, state, country, zip, type (Home/Postal/Office/Billing/Shipping)
• organisation -- Link to org by {id} or {name} (creates if not found)
• tags -- Array of tags by {name} or {id}
• fields -- Custom field values with {definition, value}
• websites -- Array of {address, service, type} objects
• owner -- Assign owner user {id}

4. Update Existing Contacts

Modify any aspect of a party record including adding/removing emails, phones, tags, and custom fields.

Tool: CAPSULE_CRM_UPDATE_PARTY

Example prompt:

"Update Capsule CRM party 11587: add a work email john.new@acme.com and remove tag 'prospect'"

Key parameters:

• partyId (required) -- Integer ID of the party to update
• party (required) -- Object with fields to update. Supports:
  • All creation fields (name, emails, phones, addresses, etc.)
  • _delete: true on sub-items to remove them (requires the item's id)
  • Tags: add by {name} or remove with {id, _delete: true}

5. Track Tasks

List tasks with filtering by status and embedded related data.

Tool: CAPSULE_CRM_LIST_TASKS

Example prompt:

"Show all open tasks in Capsule CRM with their linked parties and owners"

Key parameters:

• status -- Filter by status: "open", "completed", "pending" (array)
• embed -- Additional data: "party", "opportunity", "kase", "owner", "nextTask"
• page / perPage -- Pagination (max 100 per page, default 50)

6. Browse Projects and Activity Entries

List projects (cases) and recent activity entries including notes, emails, and completed tasks.

Tools: CAPSULE_CRM_LIST_PROJECTS, CAPSULE_CRM_LIST_ENTRIES_BY_DATE

Example prompt:

"Show all open projects in Capsule CRM" / "Show recent activity entries with party details"

Key parameters for projects:

• status -- Filter by "OPEN" or "CLOSED"
• search -- Search term for project names/descriptions
• since -- ISO8601 date for modifications after this date
• embed -- "tags,fields,party,opportunity,missingImportantFields"

Key parameters for entries:

• embed -- "party", "kase", "opportunity", "creator", "activityType"
• page / perPage -- Pagination (max 100 per page)

Known Pitfalls

• Address fields are top-level: When filtering, use state, city, country, zip directly -- NOT address.state or nested syntax.
• Country codes are ISO alpha-2: Filter by "US", "GB", "CA" -- not "United States" or "United Kingdom".
• Custom fields use special syntax: Reference custom fields as custom:{fieldId} in filter conditions. For org-level custom fields, use org.custom:{fieldId}.
• Projects are called "kases" in the API: Despite being "projects" in the UI, the API entity type is kases. Use kases in filter queries.
• Delete operations require item IDs: When updating a party to remove sub-items (emails, phones, tags), you must include the item's id along with _delete: true. List the party first to get sub-item IDs.
• Pagination defaults to 50: All list endpoints default to 50 items per page with a max of 100. Always implement pagination for complete data retrieval.
• Embed values vary by entity: Not all embed options work for all entities. Check the documentation for supported embed values per endpoint.

Quick Reference

Part of the Claude Skills Hub