Configure lead pool rules

Overview

Before you begin

[!IMPORTANT] - Role permission: CRM administrator or system administrator. - Prerequisite configuration: Sales groupings, Lead ownership standards, and sensitive field scopes are defined. - Dependencies: To configure retention limits, first define the user scope and Lead scope.

Create a Lead Pool

1. In CRM Management > Business Rule Management > Lead Pool Management, click Add Lead Pool.
2. Enter the Lead Pool name, such as North China Lead Pool.
3. Assign a Lead Pool administrator. The administrator can assign, reclaim, and transfer Leads.
4. Add Lead Pool members. Members can view and claim visible Leads, and they can receive Leads assigned by the administrator.
5. Configure the Lead Pool type.
6. Set the Lead claim limit.
7. If needed, enable Notify Lead Pool Admin on Claim.
8. Configure the overdue reminder time.
9. If needed, configure Lead Pool assignment rules, reclaim rules, and transfer-return rules.
10. Click Save.

Configure Lead Pool visibility

Configure public fields

1. On the Lead Pool edit page, open Public Field Settings.
2. Move the fields that members can view before claim into the public field list.
3. Move sensitive fields such as phone and email into the non-public field list.
4. Save the configuration.

[!NOTE] Public field settings apply only to Lead Pool members. Lead Pool administrators are not affected by this setting.

Configure retention limits

1. In CRM Management > Business Rule Management > Lead and Lead Pool Management > Lead Retention Limit, open the retention limit settings.
2. In Retention Limit Rules, click Create Rule.
3. Set the Applicable Scope. You can define the target by employee, department, user group, or Designated Personnel.
4. Set the rule details. You can define different Lead Quantity retention limits by Lead attributes.
5. In Retention Limit Definition, set which Leads count toward retention.
6. In Handling Rules for Excess Leads, set the Lead Pool that receives overflow Leads.
7. Save the configuration.

Rule reference

• Departments or employees that do not match any retention-limit rule are not limited.
• If one employee matches multiple retention-limit rules, the smallest limit takes effect by default.
• Actions such as lead creation, business card scanning, import, claim, assignment, and owner changes can be affected by retention limits.
• During batch claim or batch assignment, the system succeeds for records within the limit and fails the excess records.
• If assigned Leads do not change owners, editing the Lead does not validate retention limits.

Delete or transfer Lead Pools

1. In the Lead Pool list, select the target Lead Pool.
2. To merge Lead Pools, click Transfer, select the target Lead Pool, and save.
3. To delete a Lead Pool, click Delete.
4. Choose whether to transfer existing Leads to another Lead Pool or delete the Leads directly.

Validation

1. Sign in as a normal sales user and confirm that the user can view only the permitted Lead Pools.
2. Review unclaimed Leads and confirm that sensitive fields are masked according to the public field rules.
3. Use an account that has reached the retention limit and try to claim a Lead. Confirm that the system blocks further claims.
4. Transfer an entire Lead Pool and confirm that the source Lead Pool data moves to the target Lead Pool.

Notes

[!WARNING] Before you delete a Lead Pool, confirm how the Leads in that pool should be handled. If you choose to delete Leads directly, the related Leads no longer remain in the Lead Pool.

Related topics

• Configure lead assignment rules
• Configure lead reclaim rules
• Configure lead conversion rules