Account

An Account refers to an individual, group, or enterprise that purchases your products or services to fulfill specific needs, establishing a direct economic relationship. Accounts can be converted from Leads or acquired through various channels like sales prospecting.

To incentivize sales teams, ShareCRM introduces the Account Pool—a pressure-driven sales management tool. Key features include: - Public Account resources can be designated as Account Pool Accounts for allocation or claim by assigned sales reps (Pool Members). - Each rep may claim a limited number of Pool Accounts within a set timeframe, requiring them to achieve contract signing or follow-up targets. Otherwise, Accounts automatically return to the Pool for redistribution.

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1. Account Status Transitions in Business Processes

• Lead → Account: When a Lead is validated as valuable during follow-up.

• Account → Pool (Manual Return): When follow-up proves ineffective or results in a Deal Lost.

• Automatic Reclaim: Each Pool can configure reclaim rules with follow-up time limits to ensure sales efficiency. Unconverted Accounts are automatically reclaimed.

• Pool → Account (Manual Claim): Reps may claim Accounts based on expertise or regional alignment.

• Assigned Allocation: Organizations can distribute Accounts strategically based on priority and rep competencies.

• Account → Converted Account: Triggered when:

  • An associated Opportunity is won

  • A confirmed Sales Order is created

  • A new Contract is established

• Converted Account → Pool: Even converted Accounts can return to the Pool for potential repeat transactions.

• Pool → Pool Transfer: Accounts may be moved between Pools due to location changes, business growth, or organizational adjustments.

2. Business Use Cases

• Accounts: Can represent enterprises (e.g., “Beijing XX Tech Co.”) or individuals (e.g., “Mr. Wang” in real estate).

• Pools: Can be categorized by industry (e.g., “Finance Pool”), region (e.g., “North China”), or tier (e.g., “VIP Accounts”).

• Integration Example:

  • Company A sells office equipment nationwide. Trade show leads become Accounts like “Beijing XX Corp.”

  • Account B converts to a sale; Account C is returned to the Pool due to pricing issues.

  • Account B may re-enter the Pool for new product promotions, while Account C awaits alternative follow-up.

3. Account Details

#### 3.1 Account Views 

##### 3.1.1 Preset Scenarios 

- All: Visible if: - Current user is the owner or subordinate - User is in Related Teams - Data sharing rules apply via “Data Permission Management” - “My Responsible Departments” data 

- My Responsibilities: Owner is current user 

- Joint Follow-up by Me: User is in Related Teams as “Joint Follower” 

- Serviced by Me: User is in Related Teams as “Support Staff” 

- Participated by Me: User is in Related Teams 

- Joint Follow-up by My Subordinates: Subordinate is in Related Teams as “Joint Follower” 

- Responsible by My Subordinates: Owner is subordinate 

- Shared With Me: Configured via data sharing rules 

- My Responsible Departments: User is department head with team members in primary department.

Note: - CRM Admins view all data. - Voided records are visible only to CRM Admins.

3.1.2 List Page

• List View: Standard Account listing.

• Map View: Displays Account locations using “Location” field data.

3.1.3 Detail Page

• Summary Metrics:

  • Total Opportunity Amount

  • Total Sales Order Amount

  • Total Return Amount

  • Total Payment Collection

  • Total Refund Amount

  • Pending Collection: (Orders - Returns) - (Payments - Refunds)

• Related Teams: Owners and support personnel.

• Expenses: Client-related reimbursements linked via “Work > Approvals”.

• System Fields:

  • Retention Period: Calculated based on Pool rules.

  • Ownership Changes: Count of owner reassignments.

  • Conversion Status: Updated per configuration.

  • Last Follow-up: Timestamp per rules.

  • Profile Completeness: Edited vs. editable fields ratio.

3.2 Account Operations

##### 3.2.1 Create Account Methods: 

- Manual entry via [Accounts] list > “New” 
- Duplicate existing records 
- Lead Conversion (from Leads list) 
- Business card scan (mobile) 
- Bulk import (for Campaigns or purchased lists)

Features: 
- Business Registration Lookup: Auto-fills company details from official records. 
- Duplicate Check: Validates against existing Accounts using configurable rules. 
- Account Quota: Limits per rep to ensure fair distribution.

3.2.2 Emails

• Tracks correspondence with Account email addresses.

• Read status indicators (✓ Read / ✗ Unread).

• Filter by received/sent emails.

3.2.3 Financial Info

• Used for “Invoice Requests”.

• Editable by owners/authorized roles.

• Set default billing details.

3.2.4 Address Management

• Designate:

  • Primary (registration/office) address

  • Default shipping address for Orders

• Editable with Account permissions.

3.2.5 Link Contacts

• Associates individuals with Accounts.

• Requires “Active”/”Assigned” status.

3.2.6 Edit Account

• Restricted by status and permissions.

• Name changes require admin configuration.

3.2.7 Merge Accounts

• Admin-only action to consolidate duplicates.

3.2.8 Return to Pool

• Available for owners/managers.

• Requires reason selection if configured.

• Non-Pool Accounts must specify target Pool.

3.3 Pool Operations

Manage Pool Accounts via [Account Pool] for claims, allocations, transfers, and reclaims.

3.3.1 Claim

• Available to Pool members below quota limits.

• Requires “Unassigned” status.

3.3.2 Assign

• Admins strategically allocate Accounts to reps.

3.3.3 Transfer

• Move Accounts between Pools (admin-only).

3.3.4 Reclaim

• Admins retrieve underperforming Accounts for reassignment.

3.4 General Operations

• Standard list actions (print, import/export).

• Owner reassignment (propagates to linked objects).

• Integration with calendars, calls, and emails.

Note: Owner changes cascade to: - Active Contacts - Open Opportunities - Confirmed Orders/Contracts (Excludes workflow-locked items)