Distribution Rules in Shape Software

Shape Software Distribution Rules

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.

Distribution Rules:  To manage your distribution rules, click on the “Settings” option in the gradient navigation bar and find “Distribution Rules” on the left hand sidebar.

Distribution Rules: To manage your distribution rules, click on the “Settings” option in the gradient navigation bar and find “Distribution Rules” on the left hand sidebar.

Managing Distribution Rules:  To edit, duplicate, and delete pre-existing rules, use the “Action” dropdown in the table.

Managing Distribution Rules: To edit, duplicate, and delete pre-existing rules, use the “Action” dropdown in the table.

Managing Distribution Rules:  To create new rules, click on the “Create New Rule” button in the upper right hand corner.

Managing Distribution Rules: To create new rules, click on the “Create New Rule” button in the upper right hand corner.

Managing Distribution Rules:  Title the distribution rule something recognizable if you have multiple rules.

Managing Distribution Rules: Title the distribution rule something recognizable if you have multiple rules.

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Managing Distribution Rules:  If the rule status is “OFF” this will not be a live distribution rule. If it is “ON” then this will be an active distribution rule. If multiple rules apply to an incoming record at the same time due to overlapping rules, the first rule that the record applies to will complete the distribution.

Managing Distribution Rules: If the rule status is “OFF” this will not be a live distribution rule. If it is “ON” then this will be an active distribution rule. If multiple rules apply to an incoming record at the same time due to overlapping rules, the first rule that the record applies to will complete the distribution.

Managing Distribution Rules:  Choose the status change option if you would like the record’s status to change upon distribution. If you do not wish for the status to change upon distribution, then do not use this dropdown.

Managing Distribution Rules: Choose the status change option if you would like the record’s status to change upon distribution. If you do not wish for the status to change upon distribution, then do not use this dropdown.

Managing Distribution Rules:  Choose the Oldest First or Newest First from the distribution order. This applies to hours of distribution if there are multiple rule sets. Please ignore this if this does not apply to you are choose “Newest First.”

Managing Distribution Rules: Choose the Oldest First or Newest First from the distribution order. This applies to hours of distribution if there are multiple rule sets. Please ignore this if this does not apply to you are choose “Newest First.”

Managing Distribution Rules:  Imports do not automatically apply to drip campaigns and triggers. It is recommended to set up a distribution rule to assign imported files to your users, change the status to the desired status to initiate the drip campaign or trigger, and select the “Yes” option to apply rule to imports.

Managing Distribution Rules: Imports do not automatically apply to drip campaigns and triggers. It is recommended to set up a distribution rule to assign imported files to your users, change the status to the desired status to initiate the drip campaign or trigger, and select the “Yes” option to apply rule to imports.

Managing Distribution Rules:  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. You can exclude particular sources if you do not want the rule to apply to a certain source.

Managing Distribution Rules: 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. You can exclude particular sources if you do not want the rule to apply to a certain source.


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.

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Managing Distribution Rules:  Choose from a push or QuickFire connect notification. Your options in line 2 will change depending on your selection here.

Managing Distribution Rules: Choose from a push or QuickFire connect notification. Your options in line 2 will change depending on your selection here.


Using “Push” Distribution Method

Push Distribution Method:  When you choose the “Push” distribution method, you are automatically pushing records to your recipients (or recipient) round robin.

Push Distribution Method: When you choose the “Push” distribution method, you are automatically pushing records to your recipients (or recipient) round robin.

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Push Distribution Recipients:  You can push round robin to all active users (everyone with their lead toggle on in the gradient navigation bar), a particular user, a particular team, a department, or an affiliate system  (if applicable).

Push Distribution Recipients: You can push round robin to all active users (everyone with their lead toggle on in the gradient navigation bar), a particular user, a particular team, a department, or an affiliate system (if applicable).

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Push Distribution Recipients:  Once you select your distribution recipients, your options for the selection appear in the “Recipient Options” dropdown to narrow down the recipient pool.

Push Distribution Recipients: Once you select your distribution recipients, your options for the selection appear in the “Recipient Options” dropdown to narrow down the recipient pool.


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.

QuickFire Method:  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. The QuickFire Connect method will notify the recipients defined in the QuickFire rule via a phone notification. When accepting the notification, it will automatically dial the record. This notification rule 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. This encourages competition and speed to lead with the “First Come First Serve” distribution ideology. You can also create QuickFire rules in a round robin fashion. 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.

QuickFire Method: 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. The QuickFire Connect method will notify the recipients defined in the QuickFire rule via a phone notification. When accepting the notification, it will automatically dial the record. This notification rule 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. This encourages competition and speed to lead with the “First Come First Serve” distribution ideology. You can also create QuickFire rules in a round robin fashion. 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.

QuickFire Recipient Options:  When you choose “QuickFire Connect” the recipient options are slightly different than “Push.” Your recipient options will pull from your QuickFire rules that you’ve created in the “Manage QuickFire Connect” settings page.

QuickFire Recipient Options: When you choose “QuickFire Connect” the recipient options are slightly different than “Push.” Your recipient options will pull from your QuickFire rules that you’ve created in the “Manage QuickFire Connect” settings page.

QuickFire Recipient Options:  If you do not see any options in the dropdown, create some rules in the “Manage QuickFire Connect” Settings page.

QuickFire Recipient Options: If you do not see any options in the dropdown, create some rules in the “Manage QuickFire Connect” Settings page.


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 Distribution Caps:  It may sometimes be important that all users win the same amount of new records across this distribution rule. Adding distribution caps will prevent an imbalance of lead distribution among users and ensure that all users have the right amount of leads to work per day. If caps are met across all distribution rules, then new records will go into the “Record Pool” to be cherry picked.

Adding Distribution Caps: It may sometimes be important that all users win the same amount of new records across this distribution rule. Adding distribution caps will prevent an imbalance of lead distribution among users and ensure that all users have the right amount of leads to work per day. If caps are met across all distribution rules, then new records will go into the “Record Pool” to be cherry picked.

Adding Distribution Caps:  If all users should receive the same caps, then use the “Apply same caps to all users” check and define what those caps are on an hourly, daily, weekly, and monthly basis.

Adding Distribution Caps: If all users should receive the same caps, then use the “Apply same caps to all users” check and define what those caps are on an hourly, daily, weekly, and monthly basis.

Adding Distribution Caps:  If some users may be able to efficiently handle more than other users, then you can customize your user caps. Use the “Customize caps per user” check and define what those caps are on an hourly, daily, weekly, and monthly basis.

Adding Distribution Caps: If some users may be able to efficiently handle more than other users, then you can customize your user caps. Use the “Customize caps per user” check and define what those caps are on an hourly, daily, weekly, and monthly basis.

Adding Distribution Caps:  Edit the user that you’d like to customize and set in the specific hourly, daily, weekly, and monthly record distribution caps for that individual.

Adding Distribution Caps: Edit the user that you’d like to customize and set in the specific hourly, daily, weekly, and monthly record distribution caps for that individual.

Adding Distribution Caps:  After saving the specific user’s caps, press save and you will be able to see the caps for that user. If one user has reached their cap, it will skip that user in Push or QuickFire round-robin or will not alert that user via QuickFire first come first serve.

Adding Distribution Caps: After saving the specific user’s caps, press save and you will be able to see the caps for that user. If one user has reached their cap, it will skip that user in Push or QuickFire round-robin or will not alert that user via QuickFire first come first serve.


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.

Adding Hours of Distribution:  Adding hours of distribution brings up the days of the week. Press the “Edit” icon to define the start and end time for each day.

Adding Hours of Distribution: Adding hours of distribution brings up the days of the week. Press the “Edit” icon to define the start and end time for each day.

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Adding Hours of Distribution:  After saving the day’s run schedule horus, press save and you will be able to see the caps for that user. If a record comes in before or after those hours, either set up another distribution rule for those off-times or let them come in unassigned to be manually assigned by an admin or manager.

Adding Hours of Distribution: After saving the day’s run schedule horus, press save and you will be able to see the caps for that user. If a record comes in before or after those hours, either set up another distribution rule for those off-times or let them come in unassigned to be manually assigned by an admin or manager.


Adding Filters

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.

Adding Filters:  Click the “Add Filters” button to add filters to the rule. Name the filter, choose the filter type and define the filter with the fields.

Adding Filters: Click the “Add Filters” button to add filters to the rule. Name the filter, choose the filter type and define the filter with the fields.

Adding Filters:  After completing your filter press “Submit” you can always edit and delete these filters using the edit and delete icons.

Adding Filters: After completing your filter press “Submit” you can always edit and delete these filters using the edit and delete icons.


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.

Adding Re-Distribution Rules:  Add re-distribution rules to make sure that your hot leads are getting worked in a timely manner.

Adding Re-Distribution Rules: Add re-distribution rules to make sure that your hot leads are getting worked in a timely manner.

Adding Re-Distribution Rules:  Choose the amount of time that will pass before re-distributing.

Adding Re-Distribution Rules: Choose the amount of time that will pass before re-distributing.

Adding Re-Distribution Rules:  Choose the condition that will cause the record to be re-distributed. You can re-distribute if the record has not been opened, contacted, or statused.

Adding Re-Distribution Rules: Choose the condition that will cause the record to be re-distributed. You can re-distribute if the record has not been opened, contacted, or statused.


Need More Help? Contact us at support@setshape.com