Evenly Distributing New Submissions (leads)

Implementing Lead Distribution

logiforms lead distribution provides a way to evenly distribute leads to multiple recipients. This is accomplished through the use of aRound Robin distribution strategy. For example, if you had a lead pool with 3 members, Bob,Joe, and Sam, the first incoming lead would be assigned to Bob, the second to Joe, the third lead to Sam and then back to Bob and would continue in this fashion to achieve an even distribution of leads.

Advanced Implementation with Multiple Lead Pools
You can create any number of Lead Pools, each with an unlimited number of Lead Members. You would then use lead Distribution Rules, to determine which Lead Pool would be used for an incoming lead. An example of this would be if you had 10 sales reps in Seattle, and 10 sales reps in California. In this scenario you would create two lead pools, and create two sets of rules that would check the [state] value on the new lead and use the correct pool Lead Pool for distribution.

Creating a Working Example
In the following example, we will create a simple lead distribution system that will distribute each new, incoming lead to our 2 sales reps. The Sales reps will receive email notification of each new lead and will also be able to log in through a sub user account to view their leads. In this example we have already created the 'Quote Request' form, which is just a very simple form. It is shown below:



Adding the Hidden Fields to the Form
The process of Assigning a lead, is done by updating a field in the lead submission. Typically, you will add a number of hidden fields to your form, that will then be updated when the lead gets assigned. You'll see how this works a little later. For now, we need to add two hidden fields to our form. The fields are just standard text fields, set to 'hidden' and named [leadAgentEmail] and [leadAgentName]. These fields are shown below (hint: hidden fields are shown below your form in the editor, scroll down to see them):



Creating the Lead Distribution Profile Next, we'll build the lead distribution profile.

1. Roll your mouse over the Form Tools tab and then click the Lead Distribution sub menu link as shown below
   
   
   
2. Next, click the activate button to turn on Lead Distribution
3. Click the Link shown in the screenshot below to create the Lead Pool
   
   
   
   
4. Enter the Name 'Seattle Sales Agents' in the Lead Distribution Profile box and click Continue
5. Now its time to add our first Pool Member. Enter the Members name ('Bob') and set the [leadAgentEmail] field to 'bob@sample.com' and the [leadAgentName] field to 'Bob Jones' as shown in the screen shot below.
   
   
   
   The highlighted area in the screenshot above shows that we are updating two field in the new submission to show that they have been assigned to 'Bob'. The new submission/lead will be recorded to the database with these newly assigned values.
6. Click Add Next Member to advance.
7. Next, we'll set up the second and final lead pool member. The settings are shown below:
   
   
   
8. Click Finish & Save to complete the setup process

The lead Distribution Pool is now setup, and each new submission that comes in will be evenly distributed to the Sales Agents we entered. Lets test this out by rolling over the Integration tab and then clicking the Direct Link option. Click the link to open the form in a new window and run some test submissions. For this example, we've submitted the form 4 times. The resulting data in the submission bin is shown below:



As you can see, the leads have been evenly 'assigned' to our sales reps. So, now we have marked each lead with the assigned sales reps, how do we let them know they have a new lead. Setting up notification is explained next.

Creating the Notification Email
Sending email notification of each new lead to the correct sales rep is actually the easy part. It is explained below here.

1. First Click on the Notifications sub menu item and make sure notifications are enabled.
2. Click to create a new notification profile
3. To deliver the lead to the assigned sales agent is as simple as entering the wildcard [leadAgentEmail] in the recipient field. Since that field will contain the assigned agents email address, he will automatically get the email notification. This concept is illustrated in the screenshot below:
   
   

1. The first step is to create a filter for each Agent. Roll your mouse over the Data Management menu and select the Filters/Views sub menu link.
2. Click the Create new Data Filter Button
3. For each Sales Agent, create a filter that returns only records assigned to them. An example of this simple filter is shown below. You can also select fields to hide when this filter is being applied.
   
   
   
   
4. Click Save Data filter and enter the name of the agent as the name of the Filter & click OK to save.
   
   
   
5. To test your filter, return to the submission bin and select the newly created filter from the Filter/View list. The submission bin will be updated to show only the matching records.
   
   
   

1. The final step is to create a sub user account for each sales agent and assign them the filters created in the previous step.
2. Click the Create new Components link at the top of the screen & select Sub User Account
3. Navigate to the project folder where you want to save the sub user and click the "New User Group Folder" link and enter "Sales Agents" as shown below. Click next when you are done.
   
   
   
4. Next, enter the details of the new Sub User Account
5. The final step in setting up the new sub user is to select which forms the sub user has access to and to assign permissions. In the example below, we've given this user access to the Quote Request form and restricted his view using the filter (selected as the primary view) we created for him in the previous step:
   
   
   
6. Click Continue to Finish
7. Click the link on the next page to open the sub user login page:
   
    
   

When the user logs in they will see only the data that has been assigned to them.

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