Account Contact Limits

Overview

Salesforce recommends associating fewer than 10,000 Contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). to a single Account. You might reach that limit since it is common to associate new Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. to a default Account.

This article covers how to configure a workflow that automatically creates a new Default Account when the limit of 10,000 Contacts is reached.

Configuration Steps

Configure Custom Setting AccountPool

For Existing Customers Who Already have a Designated Default Account:

1. Upgrade the Org to Talent Rover Package Version 3.333 or higher.
2. Go to Setup > Custom Setting > AccountPool.
3. Click the Manage link.
   
4. Click New.
   
5. In CurrentContactCount enter the number of Contacts currently associated to the Default Account. You will need to run a Report to get the correct value.
6. In DefaultAccountName enter the name of the existing Default Account to which new Contacts are associated. This should be the same Account that is referenced in Setup > Custom Settings > Talent Rover Properties > Default Account.
7. In EmailTemplateId enter the Email Template In BH4SF, this mainly refers to email templates Record ID of the Email Template that will be used to send a list of ‘failed’ Contacts.

For New Customers:

1. Go to Setup > Custom Setting > AccountPool.
2. Click the Manage link.
3. Click New.
4. In CurrentContactCount enter ‘0’.
5. In DefaultAccountName enter the name of the Default Account you want to use.
6. In EmailTemplateId enter the Email Template Record ID of the Email Template that will be used to send a list of ‘failed’ Contacts.
   
   

   The AccountPoolTemplate Email Template is available out of the package. Review the section below on how to use the Email template.

The CurrentContactCount field will hold the number of Contacts associated to the Account. When a new Contact is added the number will be updated here.

When the count reaches 10,000, the code we have added to the package will create a new Account Record. The name of this new Default Account will be formed by the value entered in DefaultAccountName + 1 (if the count reaches 10,000 again, we will create a third Default Account called DefaultAccountName + 2, and so on).

Logic:

If (Default Account Name does not contain any number at the end)
new Account Name = Default Account Name + '1'
else {
new Account Name = Default Account Name + '{!previous Number + 1}'
}

Update TR1__IsMemberOfDefaultAccountPool__c Checkbox on the Account Record

As part of initial configuration, both for existing and new customers, go to the Account Record designated as Default and update the TR1__IsMemberOfDefaultAccountPool__c checkbox to True.

Update Link to Report in Email Template

If the Account creation fails for any reason (Validation rules etc), an automated Email will be sent to the logged in user using the AccountPoolTemplate Email Template. To locate the template, go to Setup > Email Templates > AccountPoolTemplate.

You can edit the text, if desired. It is mandatory to update the URL referenced in the Email. To locate the correct URL find the ContactWithoutAccountIdWithExCandidateID report in the Org and use the URL for that report in this Email Template.

Bypass the Max 10K Contacts per Account Workflow

If for any reason you want to bypass this new workflow, you can do so by marking the By Pass 10K Contact Validation checkbox in Talent Rover Properties. Follow the steps below to bypass the workflow:

1. Navigate to Setup > Custom Settings > Talent Rover Properties .
2. Check the By Pass 10K Contact Validation check box.