This article provides an overview of what leads are, how they move through the system, and how to navigate the Leads section of Lead Docket. This article also discusses how to navigate and edit opened leads.
The Basics
In Lead Docket, leads are contacts with potential cases. Leads can enter the system automatically as opportunities, which are individuals that contact your organization via web form, web chat, text, or call service, depending on what your firm offers. Leads can also be added manually.
Depending on a lead’s situation, leads can enter a variety of different lead statuses. For example, your organization may take on leads as cases, refer leads out to other organizations, or even reject leads.
All leads are assigned to intake staff upon creation, and may be assigned to other users as needed. A lead’s assignees will receive tasks for that lead. These tasks help leads move through the system efficiently.
Leads Section
The Leads section allows you to view, filter, and edit your organization’s leads.
To navigate to the Leads section, select Leads from the left side menu.
View by Status and Substatus
By default, the Leads section will display all leads with the Assigned status. To view leads with another status, click Statuses in the top right corner, and select the desired status.
If the selected status has associated substatuses, the Substatuses button will appear beside the Statuses button. Click it to view all substatuses associated with that status, and select a substatus to further filter the leads.
Filter and Sort
To filter the leads shown, type the desired term into the Filter: box. Lead Docket will automatically filter as you type.
To sort by a certain column, click that column’s heading. For example, if you want to sort the leads by name, clicking the Name column will toggle between A-Z and Z-A alphabetical order. The arrow icon beside the clicked heading will indicate the sort order. For example, if the horizontal lines in the icon are shortest at the top and longest at the bottom, that column will be sorted alphabetically from A-Z.
Once you have filtered and sorted your leads as desired, you can click the Excel button to download an Excel spreadsheet of your results.
Edit or Change Status
In the Leads section, each lead has an Edit and Change Status button.
Click Edit to open the lead, where you can edit the lead’s case details, contact information, and more. See the following sections for more information on editing an opened lead.
Click Change Status to open the Change Status form, where you can choose a new lead status, add notes to the lead, and more. Learn more about changing a lead’s status.
Opened Leads
In an opened lead, you can view and edit a lead’s details, send messages, and add notes. The top of an opened lead displays the lead’s name and the current lead status. In the top right, you can click the printer icon to print a summary of the lead’s information, or click Change Status to change the lead’s status.
When the primary lead contact is a company, rather than an individual, a building icon appears beside the company name at the top of the opened lead.
In the lead’s menu bar, you may see the following tabs:
Incident
Intake
Other
Contact
Messages
Calls
Notes
Tasks
Dates
Documents
Forms
Incident
The Incident tab contains the lead’s phone number, email address, and preferred contact method, if available. If any related contacts exist for the lead, they will appear below the lead’s contact information.
The Case Details section displays the lead’s case details. Click within a field to edit the information. When finished, click Update and Return to Dashboard or Update at the bottom of the page to save.
Intake
The Intake tab contains the intake and marketing information for the lead.
Click within a field to edit the information. When finished, click Update and Return to Dashboard or Update at the bottom of the page to save.
Other
The Other tab contains the Case Tracker Code field, which can be used to associate the lead with a case in your case management system.
If your organization is integrated with Filevine, the Case Tracker Code field will be titled Filevine Project ID. To the right of this field, click Mark as Sent to Filevine to mark the lead as processed, or Mark as Unsent to Filevine to mark it as unprocessed, depending on its current status. Marking the lead as sent will remove it from the “Pending Filevine” section of Lead Docket, while marking the lead as unsent will add it to the “Pending Filevine” section. For example, in the case that a lead did not send to Filevine, the lead needs to be marked as unsent to re-add it to the “Pending Filevine” section and send it to Filevine.
If the attorney rotation feature is enabled for your organization, you will also see an option to include the lead in the rotation, or skip the rotation. Learn more about attorney rotation.
Click within a field to edit the information. When finished, click Update and Return to Dashboard or Update at the bottom of the page to save.
Contact
The Contact tab contains the lead’s full contact information. Here, you can also view existing related contacts associated with the lead, and add new related contacts to the lead. Learn more about managing related contacts.
Messages
The Messages tab contains any text messages or emails sent to or from the lead. The total number of exchanged texts and emails appears to the right of Messages in the top menu.
At the top of the Messages tab, the Summary section lists the number of exchanged texts and emails, and how many of each were sent and received. This section also displays the number of internal messages, which are messages that are automatically generated by Lead Docket and sent to internal users, such as task notification emails. If any internal messages exist for that lead, you can click Internal Messages to view the full list.
At the top right of the Messages section, you can send new texts and emails to the lead by clicking Send Text or Send Email. If you do not see either of these buttons, then the lead does not have either a valid text number or email address. Click Other Options to open a dropdown with more messaging options. The options you see are contingent on the lead’s status and whether or not your Lead Docket is integrated with a case management system.
At the bottom right of a received message, you will see the following options:
- Mark Unread: Marks the message as unread in Lead Docket
- Send Note: Opens the Add Note form, where you can email the contents of the message to the desired users
- Reply: Opens the Send Text Message or Send Email Message form, where you can send a reply to the lead or a related contact
Calls
If your organization has enabled outbound calling, the Calls tab will appear in leads. Here, you can view the details of any previously placed inbound or outbound calls.
Notes
The Notes tab contains all notes created for a lead, including system notes. The total number of notes added by users appears to the right of Notes in the top menu.
Here, you can add, edit, and delete notes for the lead. Learn more about managing notes.
Tasks
The Tasks tab contains all tasks for that lead, including tasks not yet assigned. The total number of tasks appears to the right of Tasks in the top menu.
Here, you can add, edit, and delete tasks for a lead. Learn more about managing tasks.
Dates
The Dates tab contains the dates and times of the following events:
- intake
- status change
- appointment with the lead, if created
- incident, if available
- last status change
Click the Status History button to view the full status history of the lead.
The Changed Date column lists the date and time of each status change. The Changed By column lists the users who changed the status.
Click the Edit Dates button to open the Edit Dates form for the lead.
In this form, you can click within a box to edit the lead’s dates. When you have finished editing, be sure to click Save.
Documents
The Documents tab contains any generated documents, electronic signature documents, or files that have been uploaded for the lead.
The Generated Documents section contains document templates that can be generated for that lead. If you do not see this section, there are no document templates set up for that lead’s current status. Click Download to the right of a template to generate that document for the lead. The document will be automatically populated with the lead’s information and downloaded to your device. Click Add Documents Task in the top right of the section to open a modal where you can assign a generated document task to a desired user.
The Electronic Signature Documents section lists any jobs that have been sent to the lead via your electronic signature system, if integrated. If you do not see this section, then your organization is not integrated with an electronic signature system. Here, you can send documents to the lead via Vinesign or via DocuSign, depending on which system your organization uses.
The Files section lists any other documents that have been uploaded for that lead. In the top right of this section, you can click Upload to upload documents to the lead, or click Download All Files to download all files in this section to your device.
Forms
The Forms tab allows you to view any lead forms that have been sent to the lead, and send new forms. Learn more about sending lead forms.
Comments
0 comments
Article is closed for comments.