Account Contact Limits: Account Pool v2

Overview

Account Pool A Set/Pool of automatically created Accounts that Candidates can be assigned to through an automated process v2 is a version of the existing Account Pool feature designed especially for Orgs with a high volume of data and transactions. In Salesforce, 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). created without an Account are private contacts and have limited visibility. The Account Pool functionality resolves this issue by automatically assigning newly created Contacts to a default Candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Account. This article details information about the Account Pool v2 and how to configure it.

Account Pool v2 Benefits

Using Account Pool functionality has several benefits to help the Org run smoothly:

• Ensures Contacts are assigned to Accounts A business entity/company to avoid Salesforce private contacts.
• Automatically distributes Candidates evenly across a number of default Accounts to keep Accounts below the 10,000 Contacts per Account record limit. Too many Contacts per Account can impact Org performance.

How it Works

The Account Pool v2 object contains a single record which is used to set all of the parameters for the Account Pool functionality. The following parameters are included:

• Default Account Name.
• Maximum Number of Candidates per Account.
• Pool Size (the number of Accounts that Candidates will be distributed amongst).
• Next Account Number.

Once the parameters have been set, the number of default Accounts entered in the Pool Size setting are created. For each account there is an Account Wrapper object record created which manages the logic for the number of Candidates assigned to that default Account. Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. assignment is done so that there is an even distribution of Contacts per default Account in the pool.

There are two ways for contacts to be assigned to a default Account:

• Automatic assignment during resume parsing.
• Assignment A Job position when Contacts are manually created and a user selects any of the default Accounts appearing in the Account lookup field. The actual Account the Contact is saved to will be selected by the Account Pool functionality, regardless of which default Account the user selected.

Configuration Steps

Enable Account Pool v2 in Custom Settings

1. Go to Setup > Custom Settings > Talent Rover Properties.
2. Enable these two checkboxes:
   • Assign to Default Account While Parsing
   • Enable Account Pool v2

Create an Account Pool v2 Record

1. Create a tab for the Account Pool v2 object and ensure the System Administrator profile has visibility on all fields.
   
2. Use the following table to fill out the record fields:

Field Name	Description
Account Pool v2 Name	Name of the default Account. (For example, Candidates)
Maximum Amount of Candidates per Account	This can be any number under 10,000. This is a soft limit so it is possible that the actual number of Contacts assigned may be above or below the limit but it will be a negligible quantity.
Pool Size	Number of default accounts among which Candidates will be distributed. There is no hard limit.
Next Account Number	Default is 1. The number in this field is appended to the Account Pool v2 Name and gets updated every time a new default Account is created. Resetting the value is possible but could create duplicates.
Default Account Owner The BH4SF User that created the Account record	On save, the Accounts are populated with the current User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies unless a different User is entered.
Always Add Default Account	When a Contact is created manually and the user does not populate the Account field, the default behaviour is that the Account field is left blank on save. If this checkbox is enabled, when the user saves the record the Account field will isntead be automatically populated with an Account from the Account Pool.
Distribution Algorithm	This picklist controls which distribution algorithm is used when a Contact is assigned to a default Account. By default, the choice is made randomly. If Round-Robin is selected then Contacts are assigned to default Accounts by round-robin, one after another, in turns.

Change Settings

After initial setup the Maximum Amount of Candidates per Account and Pool Size can be changed at any time.

If the Pool Size is decreased the existing Account(s) are not deleted but are deactivated. This is tracked in the corresponding Account Wrapper record where an Is Active checkbox identifies if that default Account is currently part of the Account Pool. A Reason for Deactivation field describes why that Account was deactivated. There are two possible values:

• Was Full: The Account was deactivated because the maximum number of Candidates was reached.
• Pool Decreased: The Account was deactivated because the Pool Size was reduced.
  

Setting for Filtering Contact Types for Manual Records

When configuring AccountPoolv2, admins can enforce the following behavior: if a contact record is created manually, populate the Account field according to Account Pool v2 logic when the record gets saved.

However, if this behavior is configured, it applies to all contact records (candidate, client A Company is the organization where the contact works. This can also be called the Client., etc.). In the 2023.07 package release, a new filter field, Contact records filter (TR1_Contact_records_filter_c), was added to the AccountPool v2 object. Using this field, you can configure a JSON filter to remove contacts that should not be assigned to the default account.

Three field types are supported: BOOLEAN, TEXT, and NUMBER. The Bullhorn Team can help with this configuration by providing a few examples of filters in JSON format.