B2B CRM Function

Purpose: To structure and manage the entire business-to-business sales lifecycle, from identifying corporate prospects and engaging key contacts to closing complex deals and forecasting revenue.

Why This Matters

Business Impact: This 📋 Function provides a single source of truth for all client and prospect interactions. It streamlines the sales process, improves forecast accuracy, enhances team collaboration, and provides clear visibility into pipeline health and individual performance.

The Big Picture

The B2B CRM function is built around three core entities: Companies, Contacts, and Deals.

Account Management: A central repository of all client and prospect organizations (🧊 Company object) is maintained. All activities and data points related to an organization are stored here.
Contact Management: Key decision-makers and influencers within each 🧊 Company are managed as 🧊︎ Contact records, linked to their parent organization.
Opportunity Pipeline: Each potential sale is tracked as a 🧊︎ Deal object, which moves through a structured sales pipeline from initial qualification to final closure. Each 🧊︎ Deal is linked to a 🧊 Company.

This structure allows for a 360-degree view of the customer, ensuring that sales representatives have all the necessary context to manage relationships and close deals effectively.

Sneak peek

🏢 ACME Corporation (Organization)
│
├── 📂 MARKETING (Area)
│   └── ⏹️ Lead Generation (Space)
│
├── 📂 SALES (Area)
│   └── ⏹️ B2B Sales Pipeline (Space)  // You are here
│       └── 📋 Function: B2B CRM
│           └── 🧊 Company
│               ├── 🧊︎ Contact (Sub-Object)
│               └── 🧊︎ Deal (Sub-Object)
│
├── 📂 DELIVERY (Area)
│   └── ⏹️ Project Management (Space)

OBJECT RELATIONSHIPS

Parent-Child Relationships
Object Connections
Object Reference Fields
Data Table Fields

A built-in, strict hierarchy where a “child” object is a component of a “parent” object. This is ideal for work breakdown structures.

Relationship	Description
`🧊 Company → 🧊︎ Contact`	Each `🧊 Company` can have multiple `🧊︎ Contact` records associated with it.
`🧊 Company → 🧊︎ Deal`	Each `🧊 Company` can have multiple `🧊︎ Deals` over its lifetime.

Reusable, bidirectional relationship types that standardize the meaning of the connection between different types of objects.

Connection Name	Objects	Business Purpose
Deal to Contract	`🧊︎ Deal` ↔ `🧊 Contract`	Links a closed-won `🧊︎ Deal` to its corresponding legal `🧊 Contract` for execution and management.

A field that allows one object to link to another, implementing the relationships defined in “Object Connections”.

Field Location	Field Name	References	Purpose
`🧊︎ Deal`	`Primary Contact`	`B2B CRM/🧊︎ Contact`	Identifies the main point of contact for a specific deal.
`🧊 Contract`	`Originating Deal`	`B2B CRM/🧊︎ Deal`	Links the legal contract back to the sales opportunity that created it.

PART 2: OBJECT TYPES & WORKFLOWS

1. 🧊 Company (Standard Object)

Business Process Description: This object acts as the master record for any organization the business interacts with. It holds firmographic data and serves as the anchor for all related contacts and deals.
Example: “Innovatech Solutions Inc.”, a tech firm with 500-1000 employees in the FinTech industry, is added as a new Prospect. The Account Executive is assigned as David Miller.

Workflow Diagram
Status Details
Data Fields

Company Workflow

PROSPECT → ACTIVE CLIENT → DORMANT → CHURNED

Status	Business Logic	Advanced Settings
1. PROSPECT	A potential customer that is being actively pursued.	Permissions: Assigned AE/SDR.
2. ACTIVE CLIENT	A current customer with at least one “CLOSED-WON” Deal.	Permissions: Assigned AE. Automation: Can be triggered automatically when a Deal is won.
3. DORMANT	A past client with no active deals for over 12 months.	Permissions: Assigned AE. Automation: Triggered if Last Activity Date > 365 days.
4. CHURNED	A client who has formally ended the business relationship.	Terminal status. Input: Churn Reason (Required).

Data Field Groups

Group	Fields	Notes
Company Profile (7 fields)	Company Name (Text), Website (URL), Industry (Dropdown), Employee Size (Dropdown), Annual Revenue (Currency), Timezone (Dropdown), Address (Text)	Core firmographic data.
Ownership & Tracking (4 fields)	Account Owner (User), Lead Source (Dropdown), Created Date (DateTime), Last Activity Date (DateTime)	Internal assignment and tracking fields.
Total: 11 fields

2. 🧊︎ Contact (Sub-Object)

Business Process Description: Manages individuals at a parent Company. This allows tracking of roles, contact information, and engagement history for key stakeholders.
Example: Jane Doe, CTO at Innovatech Solutions, is added as a Contact linked to the company record. Her email is jane.doe@innovatech.com and phone is 555-0102.

Workflow Diagram
Status Details
Data Fields

Contact Workflow

ACTIVE → INACTIVE
  ↑       ↓
  └───────┘

Status	Business Logic	Advanced Settings
1. ACTIVE	The contact is currently employed at the company and engaged.	Permissions: Assigned AE/SDR.
2. INACTIVE	The contact has left the company or is no longer a relevant stakeholder.	Permissions: Assigned AE. Input: Inactive Reason (Dropdown).

Data Field Groups

Group	Fields	Notes
Contact Information (6 fields)	Full Name (Text), Title (Text), Email (Email), Phone (Phone), LinkedIn Profile (URL), Reports To (Object Reference: Contact)	Standard contact details.
Role & Status (3 fields)	Role (Dropdown: e.g., Decision Maker, Influencer), Is Primary Contact (Checkbox), Do Not Contact (Checkbox)	Defines their role in the sales process.
Total: 9 fields

3. 🧊︎ Deal (Sub-Object)

Business Process Description: This is the core pipeline object, tracking an opportunity from discovery to closure. It contains all commercial information, such as deal value and expected close date.
Example: A deal named “Innovatech - Q4 Platform Upgrade” is created with a value of $75,000 and an expected close date of December 15, 2025.

Workflow Diagram
Status Details
Data Fields

Deal Workflow

QUALIFICATION → NEEDS ANALYSIS → PROPOSAL → NEGOTIATION → CLOSED-WON
      ↓               ↓               ↓               ↓
  CLOSED-LOST     CLOSED-LOST     CLOSED-LOST     CLOSED-LOST

Status	Business Logic	Advanced Settings
1. QUALIFICATION	Initial stage to determine if the prospect is a good fit (budget, authority, need, timeline).	Automation: IC-01 (Set Probability to 10%).
2. NEEDS ANALYSIS	Deep-dive discovery calls to understand client pain points and requirements.	Conditions: Key contacts must be identified. Automation: IC-01 (Set Probability to 30%).
3. PROPOSAL	A formal proposal or quote has been created and sent to the client.	Conditions: Deal Amount must be > 0. Automation: IC-01 (Set Probability to 60%).
4. NEGOTIATION	Active discussion on contract terms, pricing, and scope.	Automation: IC-01 (Set Probability to 80%).
5. CLOSED-WON	Verbal/written agreement received, contract is signed.	Terminal status. Automation: CF-01 (Create Contract Record), CF-02 (Update Company Status to Active Client).
6. CLOSED-LOST	The deal will not proceed.	Terminal status. Input: Lost Reason (Required Dropdown).

Data Field Groups

Group	Fields	Notes
Deal Overview (6 fields)	Deal Name (Text), Deal Owner (User), Amount (Currency), Est. Close Date (Date), Probability (Percent), Type (Dropdown: New Business, Upsell)	Core deal information for forecasting.
Stakeholders (2 fields)	Primary Contact (Object Reference: Contact), Involved Contacts (Multi-Object Reference: Contact)	Links to key people from the parent Company.
Tracking & Outcome (4 fields)	Next Step (Text), Last Activity Date (DateTime), Lost Reason (Dropdown), Win/Loss Notes (Paragraph)	For sales process management and analysis.
Total: 12 fields

AUTOMATION RULES

Within-Function Automation
Cross-Function Automation
Cross-System Automation

These rules run entirely within the B2B Sales Pipeline ⏹️ Space to enhance sales efficiency and ensure process consistency.

ID	Rule Name	Trigger	Action	Description
IC-01	Update Deal Probability	`🧊︎ Deal` status changes	Update `Probability` field based on the new status.	Ensures forecast data is always consistent with the deal’s pipeline stage.
IC-02	Log Activity Date	`🧊︎ Deal` or `🧊︎ Contact` is updated	Update `Last Activity Date` on the parent `🧊 Company` to now.	Provides an at-a-glance view of the last engagement with any aspect of an account.

These rules describe the critical handoffs of data and tasks between the B2B Sales Pipeline ⏹️ Space and other functions.

ID	Rule Name	Trigger	Action	Description
CF-01	Handoff to Legal	`🧊︎ Deal` status → CLOSED-WON	Create a `Contract` in the Legal function, copying over company and deal value.	Automates the handoff from Sales to Legal, eliminating manual data entry.
CF-02	Update Company Status	`🧊︎ Deal` status → CLOSED-WON	Set parent `🧊 Company` status to “Active Client”.	Automatically converts a prospect to a client upon their first successful deal.

These rules connect the B2B CRM function with platforms outside of Luklak.

ID	Rule Name	Trigger	Action	Description
CS-01	Log Sales Emails	Inbound email to a forwarding address	Parse email and create a comment on the related `🧊︎ Contact` or `🧊︎ Deal`.	Automatically logs email communication, creating a complete interaction history.
CS-02	Major Deal Won Alert	`🧊︎ Deal` Amount > $50,000 AND status → CLOSED-WON	Send a Zalo message to the “#sales-wins” channel.	Celebrates major wins and keeps the wider company informed of sales success.

INTERFACE & REPORTING

Workviews
Dashboards
Filters & Reminders

#	Name	Type	Purpose	Data Configuration
1	Sales Pipeline	Kanban	To visualize and manage all active deals by their current stage.	All `🧊︎ Deals` with status not in (CLOSED-WON, CLOSED-LOST), grouped by Status.
2	My Accounts	Table	A list of all companies owned by the current user for account management.	All `🧊 Companies` where `Account Owner` = Current User.
3	Team Activity Feed	List	A chronological view of recent updates across all objects.	All `🧊 Companies`, `🧊︎ Contacts`, `🧊︎ Deals` sorted by Last Updated Date (Descending).

Dashboard: Sales Performance Dashboard

#	Gadget Name	Type	Data Source	Metrics
1	Quarterly Forecast	Bar Chart	`🧊︎ Deals` grouped by Est. Close Date	Sum of (Amount * Probability) for deals closing this quarter.
2	Sales Funnel	Funnel Chart	Count of `🧊︎ Deals` entering each status over time.	Shows conversion rates from one stage to the next.
3	AE Leaderboard	2D Statistics	`🧊︎ Deals` (Status = CLOSED-WON) by Deal Owner.	Ranks sales reps by total value of deals closed this month/quarter.
4	New Business vs. Upsell	Pie Chart	`🧊︎ Deals` (Status = CLOSED-WON) by Type.	Shows the revenue mix from new clients versus existing clients.

#	Filter Name	Criteria	Reminder Schedule	Recipients
1	Stale Deals	Status NOT IN (CLOSED-WON, CLOSED-LOST) AND Last Activity Date > 14 days ago	Every Monday at 9:00 AM	Deal Owner, Sales Manager
2	Deals Closing This Month	Status NOT IN (CLOSED-WON, CLOSED-LOST) AND Est. Close Date is this month	Every Monday at 8:30 AM	Deal Owner

PART 6: PERMISSIONS & NOTIFICATIONS

Function-Level Roles
Permission Scheme
Notification Scheme

These roles define the specific responsibilities and access levels within the B2B CRM function.

Role	Responsibilities	Permissions & Notifications
Sales Development Rep (SDR)	Identifies and qualifies new `🧊 Companies` and `🧊︎ Contacts`.	Can create and edit `🧊 Companies` and `🧊︎ Contacts`. Read-only on `🧊︎ Deals`. Notified on @mentions.
Account Executive (AE)	Manages the full sales cycle for `🧊︎ Deals`. Owns `🧊 Company` relationships.	Full control over their assigned `🧊 Companies`, `🧊︎ Contacts`, and `🧊︎ Deals`. Notified on new assignments and deal progress.
Sales Manager	Oversees team performance, manages territories, and approves discounts.	View all objects in the function. Edit rights on all `🧊︎ Deals`. Receives weekly pipeline summary and stale deal alerts.

Selected Scheme: Moderate Restriction - User can only view/edit their own records

Rationale: This is the standard for sales teams. It protects the integrity of an AE’s pipeline while allowing managers to have oversight.
Implementation: AEs can only view/edit Companies and Deals where they are the owner. Managers are granted override access.
Benefits: Fosters individual accountability and prevents accidental changes to colleagues’ records.

Introduction

By Industries

By Use Cases

Why This Matters

The Big Picture

Sneak peek

OBJECT RELATIONSHIPS

PART 2: OBJECT TYPES & WORKFLOWS

1. 🧊 Company (Standard Object)

2. 🧊︎ Contact (Sub-Object)

3. 🧊︎ Deal (Sub-Object)

AUTOMATION RULES

INTERFACE & REPORTING

PART 6: PERMISSIONS & NOTIFICATIONS

​Why This Matters

​The Big Picture

​Sneak peek

​OBJECT RELATIONSHIPS

​PART 2: OBJECT TYPES & WORKFLOWS

​1. 🧊 Company (Standard Object)

​2. 🧊︎ Contact (Sub-Object)

​3. 🧊︎ Deal (Sub-Object)

​AUTOMATION RULES

​INTERFACE & REPORTING

​PART 6: PERMISSIONS & NOTIFICATIONS

Why This Matters

The Big Picture

Sneak peek

OBJECT RELATIONSHIPS

PART 2: OBJECT TYPES & WORKFLOWS

1. 🧊 Company (Standard Object)

2. 🧊︎ Contact (Sub-Object)

3. 🧊︎ Deal (Sub-Object)

AUTOMATION RULES

INTERFACE & REPORTING

PART 6: PERMISSIONS & NOTIFICATIONS