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Lead Distribution

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Note

Lead Distribution is not supported in a Unifyr One Engage subscription.

Overview

Lead Distribution is the process where you create new lead records in the Unifyr One database and push them out to partners. If your partners create the record for a new lead themselves, this is known as Lead Registration.

The main benefits of Lead Distribution for you are:

  • Allow efficient assignment of new leads for follow-up
  • Minimize competition and duplication of effort between your partners

Your partners have the possibility of increased sales from leads they might not otherwise have found.

This article describes how you can create leads manually in Unifyr One and push the information to your partners. You do also have the option to set up an integration with your CRM of choice, and have lead information synced between you and your partners automatically. Submit a request to your Unifyr One team if you want to discuss setting up a CRM integration for Lead Distribution.

Your partners can view, accept, and update the leads you send them in their partner portal, via the Distributed Leads feature page and notification emails. Partners can also set up their own CRM integration to sync their distributed leads to their CRM.

Partner Locators also generate leads that are passed to partners as distributed leads. These leads show a Source of Locator.

Intended Audience

Channel Sales Leader or Partner Channel Sales Director.

Before You Begin

If you are creating a new lead, you must have a partner already set up in Unifyr One. If no partner is available, you will not be able to assign the lead for follow-up. For more information, see Create New Partners.

Customize your lead management process with custom data fields, notification templates, and lead routing rules - for more information, see Setup for the Lead Management Process.

Contents

Click on the + to expand the instructions for the desired task.

How to Create a New Distributed Lead

  1. Navigate to Leads & Deals > Lead Distribution.
  2. In Distributed Leads, click Create Lead.
  3. Provide the information for the new lead. The information that is required will differ according to your environment. The form is divided into collapsible sections:

    • Routing Information: Assign the new lead to a partner, target a specific partner user, and associate the lead to a campaign

      admin_lead_create_routing information.png

    • Lead Details: Capture the contact information for the individual

      admin_lead_create_lead_details.png

    • Company Information: This section allows you to capture information about the company the lead is associated with.

      admin_lead_create_lead_company_details.png

    • Attachments: Upload files that relate to the lead. The partner user can access these files via their Partner Portal account.

      • Up to 10 files can be uploaded per lead
      • Each file must be 250MB or less
      • These file types are supported: .doc, .docx, .txt, .csv, .bmp, .gif, .jpg, .jpeg, .png, .xls, .xlsx, .pdf, .ppt, .pptx, .ods, .odt, .odp, .odg, .ics, .rtf, and .mp4

      admin_lead_create_lead_attachments.png

    • Custom Fields: Enter the non-standard information that your organization deems relevant.

      admin_lead_create_custom_fields.png

  4. Click Create. The lead is added to the leads list and distributed to the named partner/user.

Bulk Upload Distributed Leads from a CSV/XLS File

Note

The bulk import process doesn't currently support leads targeted to individual partner users.

If you are not using a PRM system or integrating it with Unifyr One, you can import leads in bulk into Unifyr One from a spreadsheet. It's an easy way to get many leads into the system quickly. 

  1. Navigate to Leads & Deals > Lead Distribution.

  2. In Distributed Leads, click Upload CSV / XLS.

    Upload_CSV.png

  3. On the Upload CSV/XLS page, fill out these details:
    • Lead Routing Module - [Optional] If you have routing rules configured to determine how leads are distributed to partners, select the routing module that contains the rules. The options available to you will vary depending on your account setup. Lead routing modules/rules are configured with assistance from your Unifyr One team. For more information about using routing rules, see Lead Routing Rules.
    • Default Partner - [Optional] Select the default partner to which to assign leads. This may be required if you want to send all leads to one partner, or if Partner Name is not included in the file that is being uploaded. If the spreadsheet does include a column for Partner Name, that value will be used and a Default Partner is not required. 
    • File - Upload the .CSV file that contains your lead information. File size must be 250MB or less and must contain unique headers.
      • Download the LeadExportCSV.csv file to use as a template for your upload, if required. Delete the sample data before inputting your data.
      • The headers in the file are set up for your particular environment and business requirements, and are agreed with your Unifyr One team. Some basic sample headers are listed here: Email, First Name, Last Name, Partner Name, Mobile Phone, Work Phone, Title, Company, SICCode, Industry, Website,  Address1, Address2, City, State, PostalCode, Country, Notes.
      • You can use your Custom Lead Fields as headers.
      • Do not use special characters in the values.
  4. Click Import.

  5. You are prompted to map the file’s header rows to fields in your Unifyr One account. If Unifyr One recognizes a field, it provides a mapping automatically (you can change this if required). You can provide a mapping manually for any headers that don’t map automatically.

    Mark a field as SKIP if you don't want it to be included in the import.

    admin_lead_upload_map_fields.png

  6. Select Import. A count of imported leads and assigned leads verifies the upload.
  7. You can return to Leads & Deals > Distributed Leads to see the status of your uploaded leads.

How to Manually Reassign Distributed Leads

If you are not using Lead Routing Rules and need to manually reassign a lead to a different partner user or a different partner altogether, follow these steps:

  1. Navigate to Leads & Deals > Lead Distribution.

  2. In Distributed Leads, click on the lead you want to reassign.

    Note: The lead must have a PENDING status and no Lead Routing Rules associated with it.

  3. Click Edit.

  4. If you want to reassign a lead to a different user at the same partner, expand the Status section, select the new partner user in the User field and scroll down to click Save.

    edit_user.png

  5. If you want to reassign a lead to a different partner, you must create a new duplicate lead and deactivate the original one. This ensures that the historical record of the lead being formerly assigned to the original partner is preserved.
    1. On the top right-hand corner of the Lead Details view, click Duplicate.

    2. In Duplicate Lead, select the partner to which to assign the duplicate lead.

      Duplicate_Lead.png

    3. Click Duplicate.
    4. If successful, you will see the success message Lead Was Duplicated Successfully.
    5. Follow steps 1-3 to assign the lead to an individual partner user.
  6. Return to Leads & Deals > Distributed Leads and click on the original lead. 
    1. Deactivate the original lead. Follow the instructions in How to Deactivate a Lead below. The lead is removed from the original partner's account.
  7. Return to Leads & Deals > Deactivated Leads and click on the duplicated lead.
    1. On the top right-hand corner of the Lead Details view, click Resend Notification.
    2. You are asked to confirm that you want to proceed with resending the notification. Click OK.
    3. If successful, you will see the success message Lead Notification Resent. This is the first New Lead Notification the newly assigned partner receives about this lead.

Define Lead Visibility

You can define how partner users of certain roles can view leads in the portal:

  • All Leads - Users with the role see all leads regardless of who is assigned to them

  • Assigned Leads - Users with the role can only see leads that are assigned to them, or leads that are unassigned

Use the Lead Visibility setting for a Partner User Role. For more information, see Creating a Custom Partner User Role.

Partner Notifications of Distributed Leads

There are three options for defining recipients of notifications sent when supplier distribute leads to their partners:

  • Lead assignee specified by the supplier when creating the lead in Unifyr One Admin
  • User(s) or Sales Rep(s) specified by the partner in portal_settings_icon.png > Settings > Lead Management > Default Lead Notifications in the partner portal
  • Additional Lead Notification Recipients set by the supplier in the partner account profile in Unifyr One Admin

Notifications will be sent when a lead is distributed, based on this logic:

  • No assignee set or partner/supplier settings configured - no notification sent
  • Lead owner specified when creating the lead, no partner/supplier settings - lead assignee will receive notification
  • Lead owner specified when creating the lead, and partner and/or supplier settings configured - lead assignee will receive notification
  • Only partner settings configured - partner's defined users will receive notification
  • Only supplier recipient settings configured - supplier's defined users will receive notification

The lead's assignee will ALWAYS receive the notification if you specified it when creating the lead and if not, notification will fallback to the partner's default recipients or the supplier's additional recipients, depending on which is set.

How to Deactivate a Distributed Lead

To deactivate a lead:

  1. Navigate to Leads & Deals > Lead Distribution.
  2. In Distributed Leads, click on the lead you’d like to deactivate, to open it.
  3. Click Edit.
  4. Click Deactivate.
  5. You're asked to confirm that you wish to continue. Click OK.
  6. If successful, you will see the success message Lead Deleted.

Note

The lead is removed from the Leads list, but the lead information can still be found in the Lead Distribution Activity report.

How to Export a List of Distributed Leads

To generate a CSV spreadsheet of Distributed Leads:

  1. Navigate to Leads & Deals > Lead Distribution.
  2. Filter the Distributed Leads list to show the leads you want to include in the export.
  3. Click the Export button. The file is generated and emailed to your nominated email address.

How to View the Lead Distribution Activity Report

  1. Navigate to Leads & Deals > Lead Distribution.
  2. Choose Activity in the left hand sidebar. The Lead Distribution Activity report opens, giving information on your lead distribution events. As a default, the report shows the information from the past week - you can change the start and end date for which you want to browse:
    • Click on the date range hyperlink, or use the Edit Filters button
    • Choose whether to use a set range (e.g. past 30 days, current month, etc.) or select Custom Range and enter specific From and To dates.
    • Click Save to implement the filter on the report.
  3. [Optional] Use the buttons across the top of the list to filter the list to show particular distribution events, for example, Accepted or Notification. 

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