When a record enters the system either via an automated marketing source, an API integration, or (if your rule defines it, an import), distribution rules can be used to assign the record to the appropriate user at the right time. Distribution rules are optional. If you’d prefer for records to enter the system unassigned to then be manually assigned or for your users to claim leads via the Unassigned Record Pool, then you will not want to have distribution rules defined in your system. Tips for Implementing Distribution Rules: Start Slowly. Once you have developed a plan for implementing distribution rules and caps based on your business practices, start by implementing only one or specific caps and filters to your rule. Monitor the results and verify that what you and your users are experiencing are what you expect. If you want to make changes, make them only one at a time. If you change too many things at the same time and something goes wrong, it’s difficult to narrow down what caused it.
Creating & Managing Distribution Rules
Distribution rules is automating the delivery of records to your system’s users. Distribution allows you to quickly and then intelligently route records based on a variety of factors.
Push vs QuickFire Connect Distribution Methods
In Shape, there are 2 ways to distribute records: Push, or QuickFire Connect. “Pull” or “Cherry-Picking” method can be done without a distribution rule and instructing your users to use the “Record Pool” to claim unassigned records. The Push method will auto-assign round robin to the distribution recipients. The QuickFire Connect method will notify the recipients defined in the QuickFire rule via a phone notification. This can either be a first come, first serve method (aka the first user to accept the phone notification and call the record) will automatically get assigned the record or a round robin method. This will round robin for 10 seconds to the recipients defined in the QuickFire Connect Rule for 10 seconds each until the notification is accepted.
Using “Push” Distribution Method
Using “QuickFire Connect” Distribution Method
Shape’s QuickFire Connect alerts users via popup to click on a link to call a lead to ensure records are followed up with in a timely fashion and callback appointments are made on time and never forgotten. When users are alerted via QuickFire Connect, all users eligible to receive the notification will be alerted of the available record by an on-screen popup to accept and call out or ignore. QuickFire Connect notifications are useful in call back notifications and lead distribution.
Adding Distribution Caps
Distribution caps allow administrators to set distribution caps on users within the rule and can be set as an overall cap for all recipients on the rule or custom based on the on the individual recipient users.
Adding Hours of Distribution
Adding hours of distribution to your rule comes into play with peak lead inquiry hours and normal hours of operation. For example, you may want to route your during-business hours leads to all available users, whereas after hours, you may have a particular team that is able to follow up on new records or you want after hours leads to come in unassigned to be cherry-picked or manually assigned by a manager or admin.
Add filters to route specific records to specific users. For example, if your reps are licensed or located in a particular state, route records in the same state to those users via filters. Use filters sparingly. The filters go off of “AND” logic. Therefore, for example, if you have conditions that are filtered by “California” as the state and “Purchased” as the marketing source, then a record that is not in California and from the Purchased marketing source will not be distributed.
Add Re-Distribution Rules
Worried that your users may not be following up in a timely manner on hot leads? Add re-distribution rules to re-distribute the record to a new user following the same rule.