Onboarding week-1 checklist after Accio Work go-live on Alibaba.com HK desks

Corpable HK Ops

— 3 min read
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Turning Accio Work on is not the same as being ready to trust drafts. Hong Kong export desks that skip a structured week-1 checklist often discover broken SKU maps, missing approval owners, or contradictory term sheets only after a buyer has already received a weak reply.

This checklist is for sales directors and operations leads in the first seven days after go-live. It assumes educational use of Accio Work as a draft-assist layer for Alibaba.com RFQs—not as an unsupervised send button.

Day 0–1: freeze the source of truth

Before volume testing:

  1. Export the live catalog revision id and store it on the desk record.
  2. Confirm MOQ, pack size, and unit for every SKU family that Accio Work may touch.
  3. Mark regulated or custom-only SKUs as out of scope for auto-draft.
  4. Load the approved payment-term and Incoterm menus—not tribal knowledge from chat.
  5. Name the Level 2–5 escalation owners (commercial, QC, finance, compliance).

If a field is still “ask someone on WeChat,” Accio Work should not draft from it. Use the RFQ checklist as the field inventory.

Day 1–2: shadow mode only

Run Accio Work in draft-only mode. Humans send every reply. Score each draft:

  • Fact accuracy vs catalog
  • Missing-field questions quality
  • Boundary respect (no invented discounts, certificates, or Incoterms)
  • Tone fit for the buyer language

Do not optimize for draft count. Optimize for zero silent inventions.

Ensure every commercial reply will carry a quote version id once you leave shadow mode. Train the team that chat confirmations must point back to the inquiry thread. Translate approved versions; do not re-negotiate facts while translating.

Confirm outbound templates only link to approved public pages when explaining product assistance—for example Accio Work, pricing, and services—and never invent fee promises.

Day 3–4: exception drills

Deliberately feed the queue with:

  • Missing SKU / photo-only RFQ
  • Off-menu Incoterm request
  • Payment-to-personal-account request
  • Defect complaint that looks like a new RFQ
  • Weekend urgency asking for immediate DDP

Verify Accio Work stops or escalates correctly. If it produces a complete yes, fix the boundary configuration before raising autonomy.

Day 4–5: multi-owner dry run

Have commercial, ops, and finance each approve one medium-risk draft path. Time the handoff. If the handoff depends on one person who is offline at 19:00 HKT, document the backup owner. After-hours coverage is part of onboarding, not a later nice-to-have.

Day 5–7: limited autonomy decision

Only after shadow scores are acceptable and exception drills pass should the desk allow Accio Work to publish Level 0 replies without line-by-line edit—still with logging and spot review. Keep Level ≥2 behind approval. Publish a one-page “stop list” on the sales floor.

Company context and further reading: aliad.hk.

Week-1 exit criteria

  • Catalog revision pinned and refresh process named
  • Out-of-scope SKUs tagged
  • Escalation ladder owners listed with backups
  • Quote version field live on the desk record
  • Exception drills passed without invented commitments
  • Spot-review schedule for the next three weeks agreed

If any criterion fails, stay in shadow mode. A slower week-1 is cheaper than a week-2 dispute about which draft was authorized.

Common week-1 failure modes

  • Enabling auto-draft because a demo looked fluent
  • Importing an outdated price export “temporarily”
  • Letting Accio Work handle claims because the queue was long
  • Skipping Incoterm place validation (“FOB China”)
  • No owner for German/Spanish threads outside business hours

Avoid those, and Accio Work becomes a controlled accelerator rather than a new source of contradiction.

Role-specific checklist excerpts

Sales director: Confirm which buyer segments are in scope for week 1 (for example, repeat buyers on standard SKUs only). Ban Accio Work from strategic accounts until shadow scores are clean. Announce the stop list in the Monday sales meeting.

Operations: Own catalog revision pins, pack-size truth, and the freeze process when factory data changes. Without ops, Accio Work will draft from sales nostalgia.

Finance / commercial: Approve the payment and Incoterm menus in writing. Clarify which discounts require ticketed approval. Accio Work cannot infer “we usually give 3%.”

Compliance / QC: List regulated SKUs and claim-path ownership. Confirm what evidence is required before any quality statement leaves the desk.

Artifact pack to keep in the shared drive

  • Pinned catalog export + revision id
  • Approved term menus
  • Escalation ladder one-pager
  • Exception drill results
  • Shadow-mode score sheet
  • Week-1 exit criteria sign-off

When someone asks “are we live?”, point to the sign-off—not to the fact that the integration toggle is green.

After week 1

Re-run two exception drills in week 2 and week 3. Spot-review Level 0 sends. Refresh training when a new catalog family is added. Onboarding is a control loop, not a ceremony you complete once and forget.

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