1. Adding an Account Pool

• Account Pool Name: The name of the account pool, such as “North China Account Pool,” “Education Industry Account Pool,” or “Key Account Pool.”

• Administrator: The administrator of the account pool has full permissions, including assigning accounts from the pool, reclaiming accounts, or transferring accounts to other pools.

• Account Pool Members: Members can view and claim unassigned accounts in the pool or receive assigned accounts from the administrator.

• Account Pool Type: Configures whether members can view and claim accounts in the pool.
  • Visible and Claimable by Employees, Assignable by Admins: Members have access to the “My Workspace - Account Pool” menu and can view and claim unassigned accounts.
  • Invisible to Employees, Assignable by Admins: Members cannot view unassigned accounts; only the administrator can assign accounts.
• Retention Rules: Sets the maximum number of accounts each member can claim from the pool. You can configure whether closed deals count toward the claim limit.
  • Note: The claim limit may be constrained by the “Account Retention Limit.” For example, if a member’s retention limit is 10 and the claim limit is 20, the member can claim up to 10 accounts.

• Transfer Rules: Determines whether members can transfer claimed accounts to other pools.

• Consecutive Claim Rules: Configures how many days must pass before a member can claim the same account again. The count starts when the account is returned to the pool, whether manually, by an administrator, or via reclamation rules.

• Clearance Rules:
  1. When the account owner changes, you can configure whether to clear the Related Teams.
  2. When an account is transferred to the pool, you can configure whether to clear the account owner.
• Reclamation Rules: Automatically reclaims accounts that meet specific criteria (e.g., no follow-up or closed deals) to optimize resource utilization.
  • Account Scope: Sets filters to determine which accounts are subject to reclamation.
  • Reclamation Rules:
    • No Auto-Reclaim: No automatic reclamation is applied.
    • Auto-Reclaim: Configures reclamation based on deal or follow-up status. Accounts can be reclaimed to the same pool or another pool.
  • Reclamation Rule Details:
    • Set reminders to notify the account owner n days in advance.
    • Accounts without reclamation rules are not auto-reclaimed by default.
    • Priority: If an account falls under multiple reclamation rules, the highest-priority rule applies.
  • Include Past Days: Determines whether past days count toward the reclamation period if rules are adjusted. For example, if the rule changes from 30 to 25 days, selecting “Include Past Days” means accounts will be reclaimed in (25 - 10) = 15 days.

• Account Reminder Rules: Sends reminders to account owners if no follow-up or closed deals occur after claiming.

• Account Pool Field Settings: Configures which fields are visible to members before an account is claimed to protect sensitive information (e.g., hiding contact details like phone or email).

• Allow Members to View/Operate Other CRM Modules and Sales Records Before Claiming: If disabled, members can only view account details, not associated business records or sales history.

• Deletion: Before deleting an account pool, the system checks:
  1. Whether the pool contains accounts. If so, deletion is blocked. Transfer accounts to another pool first.
  2. Whether the “Non-Account Pool Rules” under “Rule Settings” reference the pool.
• Transfer: Moves all accounts in the pool to another pool.

2. Account Retention Limit

To maximize sales efficiency, you can set limits on the number of accounts each salesperson can manage.

• Set Retention Limits for Departments, Employees, or User Groups:
  • Example: For “Sales Dept. 1,” set a limit of 10 accounts per employee.
• Include Account Pool Accounts in Retention Limit:
  • If enabled, pool accounts count toward the limit. For example, if the limit is 20 and a salesperson holds 3 pool accounts and 17 personal accounts, they cannot claim more.
  • If disabled, the salesperson can still receive personal accounts (up to the limit) and claim pool accounts (subject to pool rules).
• Include Closed Deals in Retention Limit:
  • If enabled, closed deals count toward the limit. For example, if the limit is 20 and a salesperson holds 18 open accounts and 2 closed deals, they cannot take on more accounts.
  • If disabled, closed deals do not affect the limit.

Note: Departments or employees not covered by rules have no retention limits.

3. Non-Account Pool Rules

For accounts not in any pool (typically self-sourced by sales), reclamation rules can improve efficiency and urgency.

• Reclamation Rules:
  • Department: Select departments subject to the rules.
  • Account Scope: Apply filters to determine which accounts are eligible.
  • Reclamation Rules:
    • No Auto-Reclaim: No automatic reclamation.
    • Auto-Reclaim: Reclaims accounts based on deal or follow-up status.
  • Reclaim to Pool: Non-pool accounts are moved to a specified pool upon reclamation.
  • Include Past Days: Adjusts the reclamation period if rules change.

Notes: 1. Employees in multiple departments must follow one department’s rules. 2. Follow-ups include new sales records, Opportunities, or closed deals. 3. Departments without rules default to no auto-reclaim. 4. For accounts under multiple rules, the highest-priority rule applies.

• Reminder Rules: Sends reminders to owners of inactive accounts.

4. Account Rule Settings

• Configure whether account names can be modified.

5. Account Follow-Up and Deal Rules

5.1 Account Behavior Rules

• Define which actions (e.g., logging sales activities, updating account info, creating Opportunities) count as follow-ups or closed deals.
• These actions update fields like “Last Follow-Up Date” or “Deal Status.”

5.2 Business Configuration

• Follow-Up Actions: Updates the “Last Follow-Up Date” when selected actions occur.
• Deal Actions: Marks accounts as “Closed/Won” or “Multi-Won” and updates the “Last Closed Date” when specified actions (e.g., won Opportunity, confirmed Sales Order) are completed.