# Retrievals Retrievals allow you to remove accounts from reps and assign them to another user, usually a "holding user" that owns unassigned accounts. This allows you to create a pool of accounts which can be used for [distributions](https://docs.gradient.works/kb/bookbuilder/transfer-accounts/distributions). {% hint style="info" %} Retrievals are a core part of [dynamic books](https://www.gradient.works/books). Regular retrievals enable a use-it-or-lose-it approach to account engagement. If reps aren't engaging with their assigned accounts, retrieve and redistribute them. {% endhint %} ### Managing retrievals Under "Retrievals" in the left nav, there are 3 options: * Upcoming - access upcoming [scheduled](https://docs.gradient.works/kb/bookbuilder/transfer-accounts/scheduling) retrievals * Past - access retrievals that have already executed * Templates - access reusable retrieval [templates](https://docs.gradient.works/kb/bookbuilder/transfer-accounts/templates) ### **Creating a retrieval** Go to “Retrievals” in the left nav. Click next to "Retrievals" and click "Start from blank". (You can also choose "Start from [template](https://docs.gradient.works/kb/bookbuilder/transfer-accounts/templates)".)

New retrieval screen

The "New Retrieval" screen has two parts: * Retrieval Details - configure information about the retrieval including who will be the new owner of the retrieved accounts * Accounts to Retrieve - configure which accounts to look for in the retrieval, how they'll be ranked and any updates to perform #### Retrieval details This section contains the following fields * Retrieval Name - a memorable name for the retrieval (it will automatically default to the time that you clicked "New Retrieval") * Ownership Field - the user lookup field on account to use for designating ownership (defaults to the standard `OwnerId` field). * New Owner - the user to specify as the owner (using the "Ownership Field") of the accounts after they're transferred. If you have an Account Pool configured, you can choose to this as the new owner. * Retrieve Accounts From (Optional) - select which users to retrieve accounts from. * Specific Reps (By Name) - use "Add Reps" to specify the specific Salesforce users to retrieve accounts from. Users must be associated with a target book. * Specific Reps (By Target Book) - use "Add Target Books" to select one or more target books, making all users associated with the selected book(s) eligible for retrieval {% hint style="danger" %} If no reps or target books are selected, the retrieval will consider **all** users in Salesforce as eligible for the retrieval (but only accounts that meet Enrollment Criteria will be eligible to be retrieved). {% endhint %} #### Accounts to retrieve Set "Max Retrieval Amount (Optional)" if you would like to only retrieve a certain number of accounts. Otherwise, leave it blank to retrieve all accounts owned by the specified users that match the retrieval criteria. Specify the [criteria](https://docs.gradient.works/kb/bookbuilder/concepts#criteria) accounts must meet to be included in the retrieval, the [ranking](https://docs.gradient.works/kb/bookbuilder/concepts#ranking) to specify the order in which to retrieve accounts and any [fields to update](https://docs.gradient.works/kb/bookbuilder/concepts#field-updates) as accounts are transferred. {% hint style="info" %} Note: if you are trying to do **custom**, **date-based** ranges for retrievals, such as "last X days" or "last X weeks", make sure the operator is set to "equals". It should look like it does below. {% endhint %}
Execute the retrieval Click "Next: Schedule". If you check "Save as template" this will save the current configuration as a [template](https://docs.gradient.works/kb/bookbuilder/transfer-accounts/templates) for later use. The Schedule Retrieval dialog will appear. You can choose to [schedule](https://docs.gradient.works/kb/automation-builder-kit-abk/actions/assignment/assignandschedulesingleitemaction) the retrieval or "Run Immediately". If you choose "Run Immediately" and click "Next: Preview", you'll be taken to the preview screen.

Retrieval preview

{% hint style="info" %} Previews are not available for scheduled retrievals and can only show a maximum of 1000 accounts. {% endhint %} The preview shows you which accounts will be retrieved from and who the new owner will be. Click "Retrieve Now" to execute the retrieval. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.gradient.works/kb/bookbuilder/transfer-accounts/retrievals.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.