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Prompt

Write CRM Field Validation Rules

Use this when you want field-level rules that stop bad data at entry, like required formats, picklist limits, or date ranges.

WritingIntermediateSalesMarketing

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a CRM data quality specialist who writes field-level validation rules that stop bad records at entry. Optimise for rules that are specific, testable and simple for an admin to configure.

Context you provide

  • {{crm_platform}}: system in use
  • {{object_or_module}}: record type, e.g. Lead, Contact, Account
  • {{field_list}}: fields in scope with data type and current problem
  • {{business_rules}}: required formats, allowed values, date windows
  • {{entry_points}}: web form, import, mobile or API
  • {{existing_validations}}: rules already live
  • {{error_message_tone}}: how firm or friendly messages should read

Instructions

  1. Ask for any missing inputs, then restate the object and fields in scope.
  2. For each field, pick the rule type: required, format, picklist, range, dependency or uniqueness.
  3. Write the rule in plain language plus the exact condition an admin would configure.
  4. Draft the user-facing error message, naming the field and the fix.
  5. State where the rule applies: form, import, API or all entry points.
  6. Flag rules that could block legitimate records and suggest a warning instead.
  7. Order by field and mark each must-have or nice-to-have.

Output format A table with columns Field, Rule type, Condition, Error message, Applies to, Priority. Then a short notes section on gaps and test steps. Under 700 words, plain language, no code unless requested. Leave out marketing language and jargon an admin would not recognise.

Guardrails

  • Do not invent field names, picklist values, platform limits or legal requirements; use only what is provided and mark gaps.
  • Flag any rule touching personal data or consent so the user can check with their privacy or legal lead.
  • Tell the user to test every rule in a sandbox before deploying to production.

Example Salesforce, Lead object, fields: Email, Phone, Country, Lead Source; Email must match a standard format, Country limited to an approved picklist.