The database scan is the core feature of DB-Leads: it works through every imported contact and its activity history for seller signals and files evidence-backed findings into the review inbox. The principle: traverse everything, analyze selectively, surface filtered results.
Starting a scan
Start a run from the tool page via the Datenbank-Scan button. It requires the scan permission (db-leads.scan). The scan runs in the background. You keep working, and the tool page shows progress and stats live.
The two stages
Stage 1: Prefilter (deterministic, free)
The prefilter checks every contact, and no AI cost is incurred here:
Stage 2: AI deep analysis (per candidate)
For each candidate that passes the prefilter, the AI produces a structured briefing: seller signals, sales-readiness, summary, next step. Every statement carries evidence: a quote from a concrete activity with its date. A signal without evidence is discarded.
The analysis focuses on your correspondence: email bodies and call notes are read in full. That is where the passing remarks announcing a sale sit, and that is where nobody looks a second time in day-to-day work.
The same reading produces the property leads: which properties the person owns, where they are, how big they are, when they were built. They appear on the contact under Ownership, each with the sentence it came from. In this phase that is the only source for them, because before the mandate the property exists in no record. See Ownership.
Where an indication comes from
For every signal the scan records what it rests on. It is shown on each finding so you can tell at a glance whether a call is worth it:
A finding needs at least one piece of evidence from the correspondence. The reason: whatever sits only in your own fields is something you already know. The findings view is a worklist for what is new, not a second view of your record data. The briefing stays on the contact either way, it just does not enter the list.
Age counts. Remarks are the most valuable content in your database and often several years old. An indication from last year therefore weighs more than the same sentence from 2019. Old indications do not disappear, they land in the lowest band. For a CRM field the date is unknown: you know what the state is, but not since when.
Seller score & bands
From the evidenced signals the tool computes a deterministic seller score of 0 to 100. No model decides it; the same signals always produce the same score:
A single, clearly evidenced core signal from the correspondence is enough for a finding. That is deliberate: the inbox costs you a glance, a missed listing costs you a commission.
Adjusting sensitivity
You decide from which point a contact appears as a finding: under Settings, Database scan, in the Sensitivity section. Lower means more findings and more work, higher means fewer and clearer cases. A well-maintained database tolerates a higher setting than one grown over twenty years.
Next to the slider you see what the setting would have produced on the last run, for example "this setting would have produced 47 findings instead of 12". It costs no new scan: the calculation runs on contacts that have already been assessed.
Analysis: what became of the findings
The same tab shows what became of your findings: how many you accepted, how many of those turned into a success, and which signals actually carry weight for you. If "life event" leads to an appointment in three out of four cases and "reaction" in none, you know what to look for.
You define what counts as a success. Under Settings, Pipeline, you can mark any phase as a success. For one office that is "appointment scheduled", for the next only "mandate signed". When a contact reaches such a phase after an accepted finding, this is recorded on the finding automatically. Nothing to enter by hand.
Below that you see why you dismissed findings. If one reason accumulates, that is rarely on you: usually the scan suggests too broadly. When one reason explains almost every fourth dismissed finding, the tool suggests a stricter sensitivity. Suggested, never changed automatically.
Learning from your results
If you like, the tool adjusts the scoring itself: signals that lead to a mandate more often in your office come to weigh more over time, signals with little return weigh less. The switch sits under Settings · Database scan, and it is off until you turn it on.
How it works:
In the analysis, How the scoring adjusted lists every change with date, direction and reason, including the numbers it followed from. One click on Reset puts all weights back to their starting values; the history stays, so what applied before remains traceable.
Turning the switch off freezes the weights where they are. Switching off and resetting are two different things.
The background run
While scanning, the tool page shows the live status with four numbers: checked, analyzed, findings, and outside the time window, for example "3,482 checked · 214 analyzed · 12 findings · 1,240 outside the time window (5 years)".
What is included?
The database scan is part of the DB-Leads add-on:
Reviewing findings
Next to Board and List sits the Findings view, the scan's review inbox. Every finding shows the score, band, signals with evidence quotes, and a one-liner. Three actions:
There is at most one open finding per lead: new scans update the open finding's score and signals instead of flooding the inbox.
Working as a team: "Next finding"
Above the list sits Nächster Fund ("next finding"). One click takes the highest-scoring free finding, opens the contact, and reserves it for the lock time from Settings → General → Queue. While that runs, nobody else is offered this finding as their next one. Two people clicking at the same moment get different findings, never the same one.
Reserved does not mean locked. The finding stays visible in list, board, and search, and any colleague with the qualify permission can still accept, dismiss, or snooze it. The row then says who holds it and until when. The lock is an agreement, not a barrier.
Three things release a finding: a decision on it, the lock running out, and the setting 0 (findings are still handed out, nothing is reserved). Closing the tab releases nothing and needs to release nothing.
Visible on the contact, too. On the board and in the list, a reserved contact carries a small mark with the first name and the time the reservation runs until. If several people are working on the same contact (it can carry several findings), the mark says so. It disappears on its own once the time has passed. The same rule applies here: the contact opens and edits like any other.
The time window (X years)
The time window under Settings → Database scan controls both what the scan analyzes and what the inbox shows:
- Only findings whose lead has a last contact inside the window are displayed. Change the window and the display adapts immediately: findings are shown or hidden, never deleted.
- Contacts outside the window are counted by the scan but not analyzed. You always see how much potential sits outside. Raise the window, and those contacts automatically become candidates on the next scan.