Reflect 3 Attempt 02

HarborCRM Task Solving Skill

Overview

HarborCRM tasks require querying a shared API and producing JSON outputs that conform to task-specific schemas. Tasks fall into three categories: event post-handoff reconciliation, tradeshow prospecting, and import batch cleaning. Each train task uses a different schema and business rules, so always read the prompt and template for the specific task.

API Access

• Base URL is provided by the runner or environment file (e.g., http://34.46.77.124:8001).
• Query only endpoints explicitly mentioned in the task prompt.
• The CRM data (/api/crm/accounts, /api/crm/contacts, /api/crm/opportunities, /api/crm/campaign_members) is shared across tasks and must always be cross-referenced.

Task Categories

1. Event Post-Event CRM Handoff (e.g., NeuralOps, EdgeAI Field Day)

Endpoints to query:

• /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>

Key rules:

• Sponsor statuses: Report active sponsors only. Map invoice status to controlled values:
  • paid_deferred → paid_deferred
  • open → open_invoice
  • No invoice + proposal → proposal_only
  • Canceled sponsors are excluded from sponsor_statuses.
• Open balance: For open invoices, calculate as amount - paid_amount.
• Follow-up dates: Compute from event end_date:
  • lead_due_date = end_date + followup_days_after_end
  • sponsor_finance_due_date = end_date + sponsor_followup_days_after_end
• Excluded badge records: Include in excluded_records with controlled reasons:
  • Sponsor attendees (badge_type = sponsor or ticket contacts from active sponsor packages) → sponsor_attendee
  • Canceled/inactive sponsor records → inactive_sponsor_record
  • Non-business badges (student, press) → non_business_badge
  • Attendees from CRM-disqualified accounts → existing_disqualified
  • Missing critical contact info (no email AND no phone, or effectively unusable) → missing_contact
• Qualified non-sponsor leads: Attendees with business badges from non-sponsor, non-disqualified accounts. Include even if email is empty (phone may suffice). If a badge lacks both email and phone, exclude as missing_contact.
• Lead opportunity amount: The event's lead_opportunity_amount is a per-lead amount. Total pipeline = count_of_qualified_leads × lead_opportunity_amount.
• Campaign member reconciliation: Existing campaign members must be reconciled with badge scans. Update registered_sponsor → attended_sponsor for confirmed sponsors who attended. Create campaign members for new qualified leads. subject_key in campaign_member_actions is typically badge_id for badge-based entries and contact_id for existing contacts without badges.
• Badge-only contacts: List normalized contact facts for qualified non-sponsor leads that have no CRM account/contact. Empty email string is allowed if no email was supplied.

2. Tradeshow Prospecting (e.g., MarineSense, AquaFarm)

Endpoints to query:

• /api/tradeshows/<show_id>/exhibitors
• /api/tradeshows/<show_id>/meeting_interest
• /api/crm/accounts, /api/crm/contacts
• /api/policies

Key rules:

• Qualified leads: Exhibitors that make or OEM-build target platforms (AUV, ROV, Underwater Camera). Use exhibitor descriptions to determine platform coverage.
• Excluded exhibitors: Distributors/resellers, pure service providers, sensor-only vendors, research-only. Map to controlled exclusion reasons:
  • distributor_only
  • service_only
  • sensor_only / sensor_vendor_only
  • research_only
• Platform assignment: Derive from description keywords (e.g., "ROV" → ROV, "underwater camera manufacturer" → Underwater Camera). If an ROV has camera arrays, count both ROV and Underwater Camera if both are distinct platform offerings.
• Ranking (when required): Sort by:
  1. Demo request (true first)
  2. Meeting interest score descending
  3. Broader platform coverage (more platforms first)
  4. Company name ascending
• Priority tiers (when specified):
  • A: demo-requested with score ≥ 90 → $120,000
  • B: demo-requested with score ≥ 80 → $90,000
  • C: all other qualified leads → $50,000
• CRM overlap: If an exhibitor's crm_account_id exists in CRM, action is update_existing; otherwise create_account.
• Sorting: Excluded exhibitors sorted by company_name ascending. Qualified exhibitors sorted by ranking rules.

3. Import Batch Cleaning (e.g., fall_webinar_import)

Endpoints to query:

• /api/import_batches/<batch_id>/raw_contacts
• /api/import_batches/<batch_id>/suppression
• /api/import_batches
• /api/crm/accounts, /api/crm/contacts

Key rules:

• Deduplication: Deduplicate by normalized email (not email+phone). When timestamps tie, prefer earlier captured_at; if still tied, prefer primary source (e.g., webinar_form over partner_upload). The winning row's company name should be used as-is (do not normalize/merge variant company names).
• Suppression: Remove rows matching the suppression list by email or normalized phone. Mark reason as suppressed.
• Unusable rows: Remove rows with blank/whitespace email AND no phone, or effectively no contactable info. Mark reason as missing_contact.
• Normalization:
  • Email: lowercase, trim whitespace
  • Phone: digits only; keep country code if present (e.g., +1 (415) 555-0101 → 14155550101; (415) 555-0101 → 4155550101)
• CRM action for clean contacts:
  • If account exists in CRM: update_existing
  • If account does not exist: create_account
  • Existing contact_ids should be populated when known; null otherwise
• Import action totals: Sum the crm_action values of surviving clean_contacts. Suppressed/removed rows do not contribute to action totals (they are removed, not imported).
• Campaign member import count: Count of all surviving clean contacts.

Common Pitfalls

1. Not reading the task-specific template: Each task has a unique schema. Do not reuse answers across tasks.
2. Incorrect sponsor exclusion: Canceled sponsors are excluded from sponsor_statuses but their contacts may still appear in excluded_records.
3. Wrong open balance calculation: Use amount - paid_amount, not deferred_amount.
4. Missing badge-only leads: Empty email does not automatically exclude a lead if phone is present.
5. Wrong deduplication key: Email-only deduplication is standard; do not require phone match.
6. Lead opportunity math: For event handoffs, multiply per-lead amount by number of qualified leads.
7. Subject key inconsistency: In campaign member reconciliation, use badge_id for badge-based actions and contact_id for existing contacts without badges.
8. Follow-up date calculation: Always add days_after_end to the event's end_date.
9. Platform coverage: Be generous with platform assignment based on exhibitor descriptions; an ROV with camera arrays may count as both ROV and Underwater Camera if the description supports it.
10. Sorting violations: Pay close attention to template ordering rules (ascending by name, badge_id, rank, etc.).