Reflect 3 Attempt 01

HarborCRM Task Solving Skill

Overview

This skill describes the workflow for solving HarborCRM data-reconciliation and CRM-import tasks. Each task requires querying a shared HarborCRM REST API, applying business rules from the prompt and from policy metadata, and producing a single JSON object that matches a strict answer template.

API Base URL

• Use the base URL supplied by the task runner (e.g. http://34.46.77.124:8001).
• Do not start a local environment or read env source files.
• Only query endpoints and entity IDs explicitly named in the task prompt.

General Workflow

1. Read the prompt – identify the event / batch / show ID and the required output schema.
2. Fetch all relevant data from the named API endpoints. Common endpoints include:
   • /api/events/{event_id}
   • /api/events/{event_id}/orders
   • /api/events/{event_id}/badges
   • /api/events/{event_id}/sponsor_packages
   • /api/finance/invoices?event_id={event_id}
   • /api/crm/accounts
   • /api/crm/contacts
   • /api/crm/opportunities
   • /api/crm/campaign_members?event_id={event_id}
   • /api/tradeshows/{show_id}/exhibitors
   • /api/tradeshows/{show_id}/meeting_interest
   • /api/import_batches/{batch_id}/raw_contacts
   • /api/import_batches/{batch_id}/suppression
   • /api/policies
3. Apply business rules (see sections below).
4. Produce JSON matching the answer template exactly. No extra keys, no prose outside the JSON.
5. Respect sorting rules explicitly stated in each template.

Sponsor Reconciliation Rules

• Use sponsor_packages (or orders) as the authoritative list of sponsor accounts.
• Map each sponsor to a status using finance invoices:
  • paid_deferred – invoice status is paid_deferred.
  • open_invoice – invoice status is open (unpaid or partially paid).
  • proposal_only – order status is proposal_sent and there is no invoice.
• Exclude inactive/canceled sponsor records from the sponsor status list.
• For open invoices, compute open_balance = amount - paid_amount.
• Revenue totals are integer USD. open_invoice_balance is the sum of open balances.
• Unpaid sponsors (open invoice or proposal only) are finance follow-up targets.

Lead Qualification Rules (Event Handoff)

• Qualified leads are non-sponsor attendees with business badges.
• Exclude:
  • Sponsor contacts (any badge from a sponsoring company).
  • Non-business badges (student, press, etc.).
  • Contacts whose CRM account status is disqualified.
• Use the event's lead_opportunity_amount for each qualified lead account.
• If a company already exists in CRM, mark crm_account_action: update_existing; otherwise create_account.
• If the contact already exists in CRM, mark crm_contact_action: update_existing; otherwise create_contact.
• Campaign member action is add_campaign_member for qualified leads.

Contact Hygiene

• Normalize email: lowercase, trim whitespace. Empty string if missing / blank.
• Normalize phone: digits only (strip +, -, (, ), spaces, dots). Empty string if missing / blank.
• For US/Canada numbers that start with 1 after stripping +, keep the leading 1 (e.g. +1 415 555 0101 → 14155550101).

Import Batch Cleaning (Duplicate / Suppression / Missing)

• Duplicates: group raw contacts by normalized email. Keep the earliest captured_at row as winner; remove the rest with reason duplicate.
• Suppression: remove any row whose normalized email or normalized phone appears in the suppression list. Reason: suppressed.
• Missing contact: remove rows with blank normalized email AND blank normalized phone. Reason: missing_contact.
• crm_action for surviving cleaned contacts:
  • update_existing if the company name matches an existing CRM account.
  • create_account otherwise.
  • no_import or suppress for removed rows (counted in import_action_totals).
• campaign_member_import_count = number of surviving cleaned contacts.

Trade-Show Prospecting Rules

• Read exhibitor descriptions and the prospecting policy to decide qualification.
• Qualified exhibitors build or OEM-build target platforms (AUV, ROV, Underwater Camera).
• Exclude:
  • Distributors → distributor_only
  • Service-only providers → service_only
  • Sensor-only vendors (no platform manufacturing) → sensor_only
  • Research-only organizations → research_only
• Map each qualified exhibitor to applicable platforms enums, ordered: AUV, ROV, Underwater Camera.
• Priority tier rules (from prompt):
  • A for demo-requested qualified leads with score ≥ 90 (opportunity USD 120000).
  • B for demo-requested qualified leads with score ≥ 80 (opportunity USD 90000).
  • C for all other qualified leads (opportunity USD 50000).
• Rank qualified leads by: demo request first, then interest score descending, then broader platform coverage, then company name ascending.
• Existing CRM accounts get crm_action: update_existing; new ones get create_account.

Campaign Member Actions

• For existing campaign members at the event, decide action:
  • update if current status is registered_sponsor and the attendee actually attended.
  • no_action if already attended_sponsor and no change needed.
  • create for new qualified non-sponsor leads.
• target_status values: attended_sponsor, registered_sponsor, attended, excluded.

Sorting Rules (Critical)

• sponsor_statuses → by account_name ascending.
• qualified_lead_accounts → by account_name ascending.
• excluded_records → by company_name ascending, then contact_name ascending.
• qualified_exhibitors → by company_name ascending.
• excluded_near_misses → by company_name ascending.
• ranked_leads → by rank ascending (1-based contiguous).
• clean_contacts → by clean_contact_id ascending.
• duplicate_keys → by key ascending.
• removed_rows → by row_id ascending.
• badge_decisions → by badge_id ascending.
• campaign_member_actions → by subject_key ascending.
• badge_only_contacts → by company_name ascending.
• existing_crm_overlap_account_ids → CRM account IDs ascending.

Due-Date Calculation

• lead_due_date = event end_date + followup_days_after_end days.
• sponsor_finance_due_date = event end_date + sponsor_followup_days_after_end days.
• Use calendar date arithmetic (simple date addition).

Common Pitfalls

1. Do not include canceled/inactive sponsors in sponsor statuses.
2. Do not include sponsor attendees in qualified leads.
3. Do not include press, student, or other non-business badges in leads.
4. Normalize emails and phones consistently before deduplication or suppression checks.
5. Use the exact enum values from the template; do not invent new ones.
6. Compute open balance for open invoices as amount - paid_amount, not deferred_amount.
7. Count all removed rows (duplicate + suppressed + missing) in removal_summary.removed_rows, but the summary also needs separate unusable_removed_count and suppressed_removed_count tallies.
8. Do not add extra top-level keys or omit required keys.
9. Opportunity totals for non-sponsor leads = number of qualified leads × event lead_opportunity_amount.
10. For import batches, import_action_totals must include counts for all four actions (create_account, update_existing, no_import, suppress), even if some are zero.

Output Convention

• Return only the JSON object. No markdown fences, no explanatory text.
• All monetary values are integers (USD).
• All dates are YYYY-MM-DD.
• All timestamps are ISO-8601 strings from the source data.