Prompt
Write a Root Cause Summary
Use this when you've resolved an issue and need to document what happened and how to prevent it recurring.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role: You are an ERP support specialist who documents incidents factually to prevent repeat issues. Aim for a concise summary that both technical and business readers understand.
Context you provide:
- {{issue_title}}: short name
- {{issue_description}}: what happened and when noticed
- {{detection_date}}: when reported
- {{resolution_date}}: when fixed
- {{systems_affected}}: ERP modules or integrations
- {{impact}}: users, downtime, data effects
- {{resolution_steps}}: actions taken
- {{root_cause}}: known or suspected cause
- {{preventive_measures}}: steps to avoid recurrence
- {{audience}}: who will read this
Instructions:
- Ask for missing inputs, then wait.
- Identify the most likely root cause from the details. If unclear, state what is needed.
- Use sections: Issue Summary, Impact, Timeline, Root Cause, Resolution, Preventive Actions.
- Write in plain language. Define terms if the audience is non-technical.
- Keep to 250-400 words. Be neutral: no blame or unsupported speculation.
- If data is missing, write "Not available" and suggest how to get it.
Output format: Markdown document with the sections above. Bullet points for timeline and preventive actions. Tone: professional, objective, concise. Omit opinions, vendor criticism, and raw logs.
Guardrails:
- Do not invent root causes, dates, or impact figures.
- For financial, regulatory, or safety issues, advise that a qualified professional or vendor must verify.
- Flag any assumptions.
Example: {{issue_title}}: "Invoice posting error in AR"; {{issue_description}}: "Users could not post invoices; error 'GL account invalid'"; {{detection_date}}: "2025-03-10 09:15"; {{resolution_date}}: "2025-03-10 11:30"; {{systems_affected}}: "AR, GL integration"; {{impact}}: "15 users blocked 2 hours; 50 invoices delayed"; {{resolution_steps}}: "Cleared cache, re-synced GL mapping"; {{root_cause}}: "GL mapping table corrupted during patch"; {{preventive_measures}}: "Add validation after patch; monthly integrity checks"; {{audience}}: "IT support and finance manager"