Account Review Dossiers: Record and Inbox Disagreements Reported, Not Resolved

Where the account book and the inbox disagree

Each week the sales leadership team reviews a short list of accounts: where each one stands, what is open and what has changed. The account book is Attio, with companies, deals, notes, contacts and the review list for the week. The commercial detail often arrives somewhere else. A customer's email in Outlook moves a renewal date, changes a seat count or names a new decision maker before anyone updates the record.

A dossier that quietly picks one version is worse than no dossier. If it takes the email's renewal date over the record's, the review never learns the record is wrong. If it takes the record's, the review misses the customer's news. The other failure is scope: an account included because it sits next to one on the list, or a message counted from a folder or sender that is out of scope this week.

Who works in the room

Each week's review gets a new thread in the same room. Nova is the default agent, so a question such as whether an account is on the roster goes to it, and Myco writes the dossiers. Both read Attio and Outlook through the review lead's own accounts, checked on every call, and the room guidelines say nothing is written to either. Once scope is settled, Nova opens a thread for Myco whose first message is the roster, the in-scope folder and the excluded senders.

Scope first, then dossiers, then versions

The dossier standard in Google Drive fixes the title, five headings in order and the shape of each line. The Position and Open deals lines always carry the values on the Attio record, whatever the mail says.

When the roster or the mail scope is revised

A revised scope does not mean rewriting everything. Nova reads the notice, works out which accounts joined or left the roster and which messages now count, and checks each standing dossier against the new scope. A dossier that still covers everything is left alone. One that misses an in-scope message, or cites a message now out of scope, is marked for re-issue.

Re-issue means a new document. Myco creates the next version with the full versioned title and leaves the earlier one untouched, so the review can see what changed between versions, and no dossier is ever deleted. Nothing is written to Attio or Outlook at any point. The disagreements wait for the review, and the account owner fixes the record once the review has decided.

What the checks catch

• An account added because its ID sits next to one on the list, or because it shares a segment, when only list entries count
• A message from a folder or sender that is out of scope this week
• A dossier that picks between the record and the mail instead of stating both values
• A Position or Open deals line that carries an email's value instead of the Attio record's
• A re-issue that would overwrite the earlier dossier, created as a new version instead

What stays with people

• Deciding every disagreement between the record and the mail
• Correcting the Attio record, which the account owner does after the review
• Confirming scope each week and approving each re-issued dossier
• Anything said to the customer

Integrations in this workflow

Kylon is not a CRM, and it does not replace Attio. It reads the account book and the mail side by side and keeps each dossier clear about where the two disagree.

• Attio
• Google Docs
• Google Drive
• Outlook
• Slack

• Attio holds the companies, deals, notes, contacts and the weekly review list, read and never written
• Outlook carries the customer mail with the commercial detail, read from the in-scope folder only
• Google Docs holds the dossiers, one per account per version
• Google Drive keeps the review rules, the dossier standard and each scope notice
• Slack is where the review lead posts the week's scope notice and account executives ask about their dossiers

Where to start

Start with next week's review list. Connect Attio and Outlook through the review lead's account and put the dossier standard in the Drive folder. The room guidelines need one rule from the first day: dossiers report disagreements with both values and never resolve them, and nothing is written to Attio or Outlook.

“The dossier does not settle the argument between the record and the inbox. It makes sure the review sees it.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.