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AI agent for operations managers

Customer Complaint Root Cause Rollup Agent

Trace complaint themes to the operational causes and assign an owner to each one.

AnalysisOperationsManagement
See how it worksGet access
Customer Complaint Root Cause Rollup Agent: what goes in, what the agent does and what you get

What it does

Complaints arrive through tickets, reviews and surveys, and each team sees only its own. No one asks which site or process step is behind the pattern. This agent groups new complaints by theme every week, then links each theme to the process step and site most often involved using order and shipment records. It checks whether the link is supported by enough cases. Weak links go back for more data. When the link holds, it drafts an owner assignment for the VP to approve. Edge case: a theme that appears across all sites is routed as a company-wide issue rather than to one site.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly complaint rollup begins 2 USES A TOOL Collect new tickets, reviews and survey comments 3 DOES Group them into themes 4 USES A TOOL Match each complaint to its order and shipmentrecord 5 DOES Find the site and process step most involved in eachtheme 6 CHECKS THE RESULT Do enough cases support the link? If not: Request more data or mark the theme as unclear.Back to step 3. 7 DOES Draft the cause summary and an owner assignment 8 YOU APPROVE VP approves the assignments 9 USES A TOOL Track the theme volume in the following weeks 10 CHECKS THE RESULT Did the theme volume drop after the action? If not: Reopen the cause analysis with new data. Back tostep 6. 11 RESULT Weekly complaint cause report
Read the steps as a list
  1. Weekly complaint rollup begins
  2. Collect new tickets, reviews and survey comments
  3. Group them into themes
  4. Match each complaint to its order and shipment record
  5. Find the site and process step most involved in each theme
  6. Do enough cases support the link?If not: Request more data or mark the theme as unclear. Back to step 3.
  7. Draft the cause summary and an owner assignment
  8. VP approves the assignmentsThe agent waits here for your OK.
  9. Track the theme volume in the following weeks
  10. Did the theme volume drop after the action?If not: Reopen the cause analysis with new data. Back to step 6.
  11. Weekly complaint cause report

How it decides

Counts complaints per theme and per site or step, and accepts a link as a cause when at least 20 cases and 60% share one site or step.

  • At least 20 cases per theme to assign a cause
  • One site with over 60% of cases is the cause site
  • Themes across all sites go to the VP as company-wide
  • Volume must fall 30% in 4 weeks to count as fixed

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Minimum cases (default 20)
  • Share needed for a cause (default 60%)
  • Sources
  • Reduction target (default 30%)
  • Themes to ignore

What keeps you in control

It always asks you first

  • Owner assignments
  • Any customer-facing message
  • Any change to a process

Hard limits

  • Never contact customers
  • Never assign blame to a person

It stops when

  • Done: theme volume falls and holds
  • Stop: theme is not operational
  • Stop: data not available

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent groups 160 complaints about late deliveries. Order records show 112 came from one distribution site on the night shift. The case check passes because it is above 20 and 70%. It drafts an assignment to the site manager. After four weeks the late theme falls by 22%, below the 30% target. The check fails and the agent reopens the analysis.

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