To enable referral groups for your organization, contact Lead Docket support.
Lead Docket’s referral groups are groups of referral sources, ordered by priority, that might be used for similar leads. For example, you might create a group of referral partners that all deal with a specific case type in a specific practice area.
When a lead is referred to a referral group, it is first sent to the highest priority referral source in the group. If that referral source declines the lead, the lead’s status is changed to “Referred / Declined.” If a user then changes the lead’s status to “Referred / Pending Review,” the lead is sent to the next highest priority referral source in the group. Admins can also configure automation rules to automatically send leads through a referral group.
Create
Admins and users with referral sources permissions can create referral groups in the Referral Groups section.
In the left side menu, click Manage and select Referral Sources from the dropdown. At the top right of the Referral Sources section, click Other Options, and select Referral Groups from the dropdown.
At the top right of the Referral Groups section, click Add New to open the Add Referral Group form.
In the Group Name field, enter the desired group name. In the Referral Sources section, click Add Referral Source to Group to open a modal where you can choose the desired referral sources. Select a referral source from the dropdown in the modal, and click Add Referral to add it to the group.
When a lead is referred to the referral group, it will first be sent to the highest priority referral source, then the second highest, and so on. The priority of the sources in the group are set by the order. To reorder the referral sources, click the three horizontal lines beside a referral source and drag it to the desired position.
Once you’ve finished filling the form, click Save to create the group. The new group appears in the Referral Groups section, where you can edit and disable or enable the group as desired.
Edit
To edit a referral group, click Edit beside the group in the Referral Groups section. In the opened form, edit the group as desired. When finished, be sure to click Save.
Note: If a referral group is edited while a lead is using it, the lead will follow the edited group order. Depending on order changes, this may result in a referral source receiving the lead twice, or being skipped over.
Disable or Delete
To disable a referral group, click the checkmark below the Enabled column in the Referral Groups section. Disabled groups cannot be used for lead referrals. To re-enable the form, click the circle backslash icon below the Enabled column.
Note: If a referral group is disabled while a lead is using it, the lead will stop where it currently is in the referral group sequence.
To delete a referral group, you must first disable it. Then, click Delete. Lead Docket will ask you to confirm the deletion before proceeding.
Note: Deleted referral groups cannot be recovered, so proceed carefully. If you’d like to temporarily prevent a referral group from being used, but not delete it, consider disabling the group instead.
Use Referral Groups Manually
When users refer leads, they have the option to send a lead either to a specific firm, or to a referral group.
To refer a lead to a referral group, navigate to the lead and click Change Status. In the opened modal, click the Lead Status dropdown and select Referred, and click the Referred Status dropdown to select the desired substatus. Then, click the Referral Method dropdown and select Referral Group. The Referred to Group dropdown appears below, where you can select the desired referral group.
When you’ve finished making your selections, click Save Changes to send the lead to the first referral source in the group. If the referral source declines the lead, then the lead’s substatus will be automatically changed to “Declined.” To send the lead to the next referral source in the group, change the substatus to “Pending Review.”
Use Referral Groups Automatically
Using automation rules, Lead Docket can automatically refer leads to the next referral source in a group after a desired period of time, or after a referral source declines a lead.
Note: To access the Automation Rules section, you must have Admin permissions.
Navigate to the Automation Rules section by clicking Manage in the left side menu and selecting Automation Rules from the dropdown. In the top right corner, click Create New.
Set Up Time Passed Automation
Follow these steps to set up an automation that automatically refers leads to the next referral source in a group after a desired period of time has passed. Once a referral source chooses to review, sign up, or decline a lead, the automation will stop.
In the Add Automation Rule form, click the What do you want to automate? dropdown and select “Change Status.” Then, click the What should trigger this automation? dropdown and select “Time Passed.”
In the Automation Rules section of the form, click the Associated lead status dropdown and select “Referred.” Then, click the Referred Status dropdown and select “Pending Review.” Click the When dropdown to select the desired unit of time, and enter the desired amount of time in the When condition value field. For example, if “Business Days from now” is selected in the When dropdown, and “2” is entered into the When condition value field, leads will be referred to the next referral source in a group after two business days have passed.
In the New Lead Status section of the form, click the New lead status dropdown and select “Referred.” Then, click the Referred Status dropdown and select “Pending Review.”
Fill out the rest of the form as desired. When finished, click Save to create the automation rule. Leads that meet the criteria for the automation rule, and are referred out to a referral group, will now be automatically referred to the next referral source in a group after the chosen period of time.
Set Up Declined Automation
Follow these steps to set up an automation that automatically refers leads to the next referral source in a group after they’ve been declined by a referral source.
In the Add Automation Rule form, click the What do you want to automate? dropdown and select “Change Status.” Then, click the What should trigger this automation? dropdown and select “Status Changed.”
In the Automation Rules section of the form, click the Associated lead status dropdown and select “Referred.” Then, click the Referred Status dropdown and select “Declined.”
In the New Lead Status section of the form, click the New lead status dropdown and select “Referred.” Then, click the Referred Status dropdown and select “Pending Review.”
Fill out the rest of the form as desired. When finished, click Save to create the automation rule. Leads that meet the criteria for the automation rule, and are referred out to a referral group, will now be automatically referred to the next referral source in a group after a referral source declines the lead.
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