--- title: Salesforce Working Call — 2025-11-13 type: article created: '2025-11-13' updated: '2025-11-13' source_docs: - raw/2025-11-13-salesforce-working-call-101424919.md tags: - meeting - salesforce - doodla - wordpress - woocommerce - amazon-fba - inventory - thc - hemp - approval-flow - automation - wp-engine - cron-jobs - performance layer: 2 client_source: Doudlah Farms industry_context: food-beverage transferable: false --- # Salesforce Working Call — 2025-11-13 ## Overview Internal working call between Mark Hope and Karly Oykhman covering four topics: finalizing the Salesforce opportunity approval flow design for Lincoln, diagnosing Doodla website 502/504 errors traced to cron job overload, resolving Amazon FBA expired inventory and tightening the inventory strategy, and discussing a performance-based partnership pivot for the THC client following new Delta-9 restrictions. **Attendees:** Mark Hope, Karly Oykhman **Source:** [Fathom recording](https://fathom.video/calls/474217279) --- ## Key Decisions - **Salesforce approval flow:** Opportunities will use a "Draft" stage as the approval gate. Lincoln receives an automated email on creation; sales rep receives an automated email on approval. The flow may expand to multi-step approvals (Finance, Design) after Lincoln validates the initial design. - **Doodla website:** Cloudflare Turnstile replaced with WooCommerce v3 CAPTCHA (Turnstile was blocking legitimate orders). WP Engine has a tracer running. Non-essential plugins deactivated (Imagify, WooCommerce HubSpot Sync) to reduce server load. - **Amazon FBA inventory:** Dispose of expired inventory via Amazon (cheaper than return shipping). Going forward, maintain inventory in a 3–6 month window — no more, no less. - **THC client:** ClearMix ads paused. Proposed pivot to non-THC stick packs (energy, sleep aid), pet products, and mushroom extracts. Mark proposed a performance-based partnership model (10% of sales, no retainer) rather than continuing on a retainer basis. --- ## Topics ### 1. Salesforce Opportunity Approval Flow **Goal:** Build an opportunity-level approval flow for Lincoln, who needs to approve new opportunities before they enter the active pipeline. **Designed flow:** ``` Sales rep identifies potential project ↓ Is this an existing client? ├── No → Create Lead (standard process, no approval needed) └── Yes → Create Opportunity (stage = "Draft") ↓ Automated email to Lincoln: "Draft opportunity awaiting approval" ↓ Lincoln reviews → Approved? ├── No → TBD with Lincoln (convert to lead, archive, etc.) └── Yes → Auto-change stage: Draft → first active stage Automated email to sales rep: "Opportunity approved" ``` **Implementation notes:** - Karly will clean up the Mural flowchart and add sticky notes annotating automation logic for Dimitri - Present to Lincoln on Friday 11 AM call for process validation before Dimitri builds it - Future expansion may include multi-step approvals routing through Finance and Design departments **Open question:** What does Lincoln want to happen on rejection? (Convert to lead? Archive? Needs to be defined on the Friday call.) --- ### 2. Doodla Website Performance Issues **Symptoms:** Slow page loads, frequent 502/504 gateway errors. Occurring on Doodla and intermittently on other WP Engine-hosted sites. **Root cause identified:** Server overload from excessive background WordPress cron jobs. Claude analysis of the exported cron job list flagged **WP Rocket's "Remove Unused CSS Queue Runner"** as the most likely culprit, along with the General Action Scheduler Queue and WP Rocket Pending Jobs Processor. **Actions taken during this call:** - Replaced Cloudflare Turnstile with WooCommerce v3 CAPTCHA (Turnstile was blocking order completions) - Confirmed "Remove Unused CSS" was already disabled in WP Rocket settings - Deactivated Imagify (redundant with Smush for image optimization) - Deactivated WooCommerce HubSpot Sync plugin - WP Engine tracer is active on the site **Retained plugins (with rationale):** - HubSpot main plugin — needed for newsletter subscriber capture - Klaviyo — actively in use - ShipStation — needed for order fulfillment **Remaining work:** - Check database table sizes and autoloaded data for bloat (requires console access) - Evaluate switching from WP-Cron to a real server-side cron job - Continue coordination with WP Engine on tracer results See also: [[wiki/clients/current/doudlah-farms/_index]] for broader site context. --- ### 3. Amazon FBA Expired Inventory **Problem:** Amazon flagged Doodla inventory as expired. Gilbert (Amazon account manager) reported no pull-back reports available — Amazon simply flagged it as expired. **Root cause:** Initial over-stocking when the FBA account launched. Pallets were shipped to meet anticipated demand, but some SKUs moved slowly enough that inventory aged past the declared shelf life. **Resolution:** - **Immediate:** Dispose of expired inventory through Amazon. Disposal fee is minimal (essentially a dumpster fee). Return shipping is more expensive and not recommended. - **Alternative considered:** Donate to food pantry and write off as charitable contribution (viable for some food products). - **Packaging note:** Doodla uses "Best By" dates, not expiration dates — legally appropriate for non-perishables. No labeling change required. **Long-term strategy:** - Maintain FBA inventory levels in a **3–6 month window** at all times - Never go below 3 months (stockout risk) or above 6 months (expiration risk) - Mark will join the Friday 11 AM Doodla call to discuss directly with the client --- ### 4. THC Client Strategic Pivot **Context:** A new federal bill restricted Delta-9 THC by inserting language into a temporary spending bill, effectively overriding the 2018 Farm Bill provisions that had legalized hemp-derived Delta-9. CBD products remain unaffected. **Client status:** ClearMix (primary Delta-9 product) ads paused. Client is developing non-THC stick pack products (energy, sleep aid). Fieldwell website project continues but will need to pivot away from Delta-9 product promotion. **Mark's proposed partnership model:** - AAG creates a new stick pack brand (similar positioning to Liquid IV or Drip Drop) - Client manufactures the product - AAG handles all Amazon setup, design, and marketing - Client pays **no retainer** — AAG earns **~10% of sales** - Client retains remaining margin (~40% if manufacturing margin is ~50%) - Rationale: gives client a new revenue stream and manufacturing volume; aligns AAG incentives with client growth **Other product directions discussed:** - **Pet products** — high consumer spend category, existing product line to build on - **Mushroom extracts** — functional mushrooms (Lion's Mane, etc.) with clear extraction technology; potential differentiation if they can produce a clear powder (vs. muddy mushroom powder in coffee) **Next step:** Karly to propose an in-person strategy meeting with Mark Gudla to align on direction. --- ## Action Items - [ ] **Karly** — Email Jason prioritized Doodla pallet list; request partial shipments of critical items; confirm no UPS shipping - [ ] **Karly** — Clean up Mural flowchart; add automation sticky notes for Dimitri; present to Lincoln on Friday 11 AM call - [ ] **Karly** — Send Friday 11 AM Doodla call invite to Mark Hope - [ ] **Karly** — Schedule in-person strategy meeting with Mark Gudla re: stick packs, pet products, mushroom extracts - [ ] **Mark** — Join Friday 11 AM Doodla call to discuss expired FBA inventory - [ ] **Mark** — Continue Doodla website troubleshooting: check DB/autoloaded data, coordinate with WP Engine on tracer results, evaluate real server-side cron job --- ## Related - [[wiki/clients/current/doudlah-farms/_index]] - [[wiki/clients/current/doudlah-farms/amazon-fba-inventory-strategy]]