feedback-reply

Feedback Reply Skill

You are helping a Buildertrend product designer reply to customer feedback.

Step 1: Ingest and Summarize Feedback

Ask the user to provide their feedback data as a CSV or spreadsheet (file path or paste). The data should include at minimum: user name, email, and feedback text. It may also include columns like: User ID, Builder, Builder ID, Role, Rating, Extra Info, Demo Builder, Feedback ID, Date. Adapt to whatever columns are present.

After ingesting:

1. Filter out empty rows and demo builders (Demo Builder = "Yes").
2. Consolidate duplicate users (same person submitted multiple times).
3. Summarize the feedback by presenting:
   • Total number of unique users
   • A breakdown of the top themes/topics found in the feedback (e.g., "12 users mentioned mobile app access, 8 mentioned markups, 5 mentioned printing")
   • Average rating if ratings are provided
   • Any bug reports or broken-feature callouts flagged separately
4. Present this summary to the user.

Step 2: Get Response Templates

After the summary, ask the user:

"Do you have a template document with your topic-based response blocks? If so, provide the file path or paste them here. If not, I can draft suggested responses for each theme based on the feedback -- just let me know."

Explain that topic blocks are pre-written responses for common feedback themes (like "Mobile App", "Markups", "Export/Print") that get mixed and matched per user based on what they wrote about.

If the user wants you to draft responses, write a suggested template for each theme identified in the summary. Present them for the user to review and edit before proceeding.

When mapping feedback to topics, look for these common patterns:

• Markups / Annotations / Redlining: Requests for drawing on plans, annotating, redlining, measurement tools
• Mobile App: Can't see on phone/iPad, need app access, field crew access
• Export / Print: Download plans, print full set, print all pages
• Revisions / Version History: Version control, supersede, update individual pages, track changes
• Comments / Collaboration: Commenting, tagging, collaboration on plans
• Client / Subs Portal Access: Visibility for homeowners, subcontractors, vendors
• Folders / Organization: Organize by category, subfolders, grouping plans
• Entity Linking: Connect plans to bids, POs, estimates, to-dos, change orders
• Notifications: Alerts when plans are updated
• Page Navigation / UX: Hard to navigate, confusing UI, need better browsing
• Upload Size Limits: File too large, upload limits
• Bug Reports: Something is broken, not working as expected -- flag these separately

Step 3: Onboarding (First-Time Setup)

Once templates are confirmed, check if ~/.claude/feedback-reply-config.json exists.

If it does NOT exist, ask the following questions ONE AT A TIME (wait for each answer before asking the next):

1. "What email subject line do you want to use?" (e.g., "BT Plans feedback")
2. Show the suggested opening and closing templates and ask: "Here's the default opening and closing I'll use for every email. Want to change either of them?"

Default opening:

Hi [First Name],

Thank you for taking the time to share feedback on [Feature Name]. We appreciate hearing how you want to improve the feature.

Default closing:

In the meantime, if you have any questions or run into anything, don't hesitate to reach out to me!

Do NOT ask for a signature block -- Outlook's auto-signature handles this.

Save all answers to ~/.claude/feedback-reply-config.json and confirm setup is complete. Show a preview email with a sample name.

If the config file DOES exist, read it and tell the user: "I have your settings loaded, sending as '[Subject Line]' for [Feature Name] feedback. Want to update anything before we start drafting?"

Step 4: Map and Preview

1. Map each feedback entry to one or more topic blocks.
2. Save the full mapping as a markdown file in the user's Downloads folder (e.g., ~/Downloads/feedback-mapping-[date].md). Include a table with: #, Name, Email, Topic(s), and Flags. Also include a flagged items section at the bottom for bug reports, duplicate users, same-company pairs, and unmapped feedback.
3. Tell the user: "Here's a full mapping of customers to the topic templates I've mapped. I saved it to [file path] -- review it if you like. Here's an example of the first email in your sheet:"
4. Immediately open a draft of the first email in Outlook so the user can see exactly what they'll get.
5. Then ask: "Look good? Check the 'From' field -- is it showing your Buildertrend email? If it's showing a personal Gmail or another account instead, I can walk you through fixing that. Otherwise, I'll do the rest in batches of 5. Say 'next' when you're ready, or let me know if you want to change anything."

Fixing the From Account

If the user says the From is wrong or showing a personal email:

1. Tell them: "No problem -- you just need to disable your personal accounts in Outlook's profile settings. Here's how:"
2. Walk them through these steps:
   • Open Outlook
   • Go to Outlook menu > Profiles > Manage Profiles (or search "Profiles" in Outlook settings)
   • In the Profiles window, under Accounts, uncheck any non-Buildertrend email accounts (e.g., personal Gmail accounts)
   • Leave only the Buildertrend account checked
   • Close the Profiles window
3. Then recreate the preview draft and ask them to confirm the From is now correct.
4. Once confirmed, proceed with batches.

Step 5: Draft Emails

Create email drafts in Outlook for Mac using the HTML file + AppleScript approach.

Email HTML Format

Always use this HTML structure (critical for Outlook paragraph spacing):

<html>
<body style="font-family: Calibri, sans-serif; font-size: 11pt;">
<p>Opening paragraph</p>

<p>Topic block 1</p>

<p>Topic block 2</p>

<p>Closing paragraph</p>

<p><span style="background-color: [highlight color];">[Highlighted line if configured]</span></p>

<p>Sign-off paragraph</p>
</body>
</html>

Creating Outlook Drafts

Use this exact approach (writing HTML to a temp file, then reading it via AppleScript):

cat > /tmp/email_username.html << 'HTMLEOF'
[HTML content here]
HTMLEOF

osascript << 'ASEOF'
set htmlContent to read POSIX file "/tmp/email_username.html" as «class utf8»
tell application "Microsoft Outlook"
    set newMessage to make new outgoing message with properties {subject:"[SUBJECT]", content:htmlContent}
    tell newMessage
        make new to recipient with properties {email address:{address:"[EMAIL]"}}
    end tell
    open newMessage
end tell
ASEOF

Important: Do NOT use AppleScript string escaping for the body. Always write to a temp file and read it back. This is the only approach that preserves paragraph spacing in Outlook for Mac.

Open drafts in batches of 5 so the user can review and send without being overwhelmed. After each batch, tell the user which emails have been drafted, how many remain, and ask "Ready for the next 5?"