PRD: Prelead Management System¶

1. Goal & Overview¶

The Prelead Management System (Pebble IQ - Prelead) is designed to handle high-frequency, raw business data from multiple channels (Bulk Excel, Directories, Campaigns, and Outlook) and process them through a rigorous 3-tier validation and screening pipeline. The goal is to maximize lead quality while automating routine data entry and operational oversight.

2. Core Functional Requirements¶

A. Data Ingestion & Auto-Fill¶

Bulk Excel Upload: Supports direct upload of business lists in Excel format.
Auto-Mapping: System maps fields like Buyer Name, Address, Mobile, Email, and Product automatically based on headers.
Auto-Fill Logic: System fills gaps using internal masters or AI extraction from source snapshots.
Selection Screen: Post-upload, users can selectively toggle which raw rows should be generated as "Raw Preleads".
Outlook Integration: Auto-pulls enquiries from a "Prelead" mailbox, parsing content and attachments directly into fields.
Subject Generation: Auto-generated as [Customer Name] + [Product Name].

B. Ingestion Source Metadata¶

Source Type	Specific Fields to Capture
Directories	Directory Name, Type, Source, Vendor (purchased from), Product, Customer, Contact info.
Database	Database Name, Type (Old/New/Purchased), Industry, Source Master, Links.
Field Visit	Employee Name, Route Plan (Pin-code based), Nearby Suppliers/Customers in locality.
Campaigns	Receiving email extraction, Profile tracking (Brochures, Photos, Product List).

C. 3-Tier Screening Workflow¶

Raw Prelead (Level 1): Fresh validation of ingested data. Fresh preleads that fail L1 move to L2.
Recheck Prelead (Level 2): Secondary validation with deep-match logic. Shows best matches for phone/email domain against existing masters.
Approval (Level 3): Final confirmation before conversion to a Lead. Rechecked preleads move here for senior sign-off.

D. Smart De-duplication & Mapping¶

Phone Validation: Cross-checks against Contact Master. Flags existing mappings: "Phone X belongs to Contact Y at Company Z".
Domain Matching: Maps email domains to existing Customer Masters. Flags "Potential Same Customer" if domain matches.
Mapped User Control: If a prelead matches an existing customer, the system asks for approval or transfers ownership. The original owner can tell the prelead user to "Drop", "Handover", or "Assist".

3. Operational & HR Logic¶

A. Auto-Shift Work (The 11:30 Rule)¶

Trigger: If a user has not logged in by 11:30 AM, their high-priority tasks are auto-shifted to a temporary owner.
Recall: Upon late login, a "Recall Work" button allows the original user to pull tasks back if not already processed.
Escalation Path: Temporary Owner → HOD (Head of Department) → Management.

B. Performance & Quality Alerts¶

Underperformance Alert: Triggered if screening throughput falls below thresholds.
Screening Variance Alert: Triggered if L2 "Qualifies" a high percentage of preleads that L1 "Rejected".
Communication Guard: Auto-assignment based on call status. (e.g., "No Answer" → Auto-send Email/WhatsApp → Schedule next call in 2 hours).

4. UI/UX Requirements¶

Prelead View: Primary focus on Product Name and Customer Name.
System Highlights: Account Type (Customer/Supplier) must be highlighted in Red within masters for instant recognition.
Snapshots: "Raw Prelead" view must show a snapshot/screenshot of the original email or data source to prove data validity.
Discussion Logs: Supports multiple sequential logs (Call 1, Call 2, etc.) for a single prelead.

5. Technical Integration Points¶

Validation Tools: Integration with Phone/Email validation APIs (Rocket Reach, etc.).
Route Planning: Geospatial integration based on Pincodes for field visit optimization.
Attachment Storage: Retention of all original .eml, .pdf, or image sources.

6. Mermaid Workflow: Prelead Lifecycle¶

graph TD
    subgraph Ingestion["1. Ingestion Layer"]
        Excel[Excel Upload] --> Extract[Field Mapping & Extraction]
        Mail[Outlook Sync] --> Extract
        API[IndiaMart/TradeIndia] --> Extract
    end

    subgraph Logic["2. Validation & Triage"]
        Extract --> Duplicate{Duplicate?}
        Duplicate -- Yes --> Mapped[Mapped User Approval]
        Duplicate -- No --> Raw[Raw Prelead]
    end

    subgraph Screening["3. 3-Tier Pipeline"]
        Raw --> L1[Level 1 Screening]
        L1 -- Fail --> L2[Level 2 Recheck]
        L1 -- Pass --> Appr[Level 3 Approval]
        L2 -- Pass --> Appr
        L2 -- Fail --> L3[Drop/Archive]
    end

    subgraph Ops["4. Ops & HR Guard"]
        Appr --> Convert[Convert to Lead]
        Login[No Login by 11:30 AM] --> Shift[Shift to Temp/HOD]
        Shift --> Recall[User Recall Button]
    end

← Back to Use Cases | View Product Delivery Roadmap