A LeadGroup is a pivotal part of Naranga Lead Management system. Consider it a “bucket” where you store leads that have something in common. How you choose to separate the leads is up to you, and you can have as many LeadGroups as you choose. You can break leads down by broker, state, country, region, team, or concept. You are also able to subdivide those buckets further, by using “Top Level” LeadGroups.

The LeadGroups are listed on the LeadGroup page of the Workflow tab. You are able to do several things here; such as create LeadGroups, set default campaigns, set user access, add/edit alert settings, and several other actions. Before we cover all of these options, let's review all the various columns on this page:

• Checkbox: This box is very important for setting user access and assigning LeadAlerts. You must check the box next to the LeadGroup you are trying to change the settings on in order for the changes to take. You will also notice there is a "Check All" box if you wish to edit the settings on all of your LeadGroups. You are able to select multiple LeadGroups at a time if you wish to edit more than one.

• Information Settings: It looks like a “bubble” with an “I” in the middle of it. When you click the button next to the LeadGroup you wish to know about, the "Quick View" section will change to a "Preview" screen that allows you access to the settings on the LeadGroup in question. This is a very powerful tool for many reasons.

  • The first setting you will see is the “System ID” which is generally composed of a seven or eight-digit number. If you ever need to know the address of where to send leads for parsing, that number is part of the email address you will need to send to your portals. All you need to do is add the word “campaign” in front of it, and the phrase “@mail.emaximation.com” behind it. 

  • The second section is “LeadGroup Access” and shows who has permission to access the LeadGroup. “Administrators” are a default setting and will always show in this screen. By design, Administrators are able to access everything in the system. Non-administrator accounts with access will be listed by name.

  • The third section is the “LeadAlert Notifications” which shows who is receiving alerts on the LeadGroup and what alerts they are getting.

• Group/Section: This is simply the name of LeadGroup. A LeadGroup can be named anything as long as you are able to know what it is used for. For best practices, we recommend you use something brief and descriptive.

• Default Owner: This is who all leads will be assigned to when placed in this LeadGroup. You can have multiple people granted access to a LeadGroup, but unless the lead is manually transferred to their ownership, the default owner will have ownership of all leads. Unless the owner is an Administrator, they will not be automatically granted access to the LeadGroup, nor will they receive LeadAlerts automatically.

• Default Campaign: This is the name of the campaign that is set to automatically go out to all leads when they are placed in this LeadGroup. If there is nothing set here, the leads will not be sent a campaign.

• Enroll: This also is very important to the distribution of a campaign. If it is set to "Yes" then the campaign listed will go out automatically when a lead is placed in this LeadGroup. If it is set to "No", then the campaign will not be sent, regardless of whether or not one is listed in the "Default Campaign" column.

• Pipeline: LeadGroups set to Pipeline "Yes" will show up in all reports that are marked as "Pipeline" reports. "Pipeline" reports are generally the leads you want to keep an eye on, as they are your most attractive leads and most likely to complete the process. If leads from this LeadGroups are not showing in Pipeline reports, this will be the first setting to check.

• Active: An "Active" LeadGroup is just what it sounds like, a LeadGroup that will actively accept leads and is viewable on reports. If this is set to "No" these LeadGroups will not be able to be viewed on reports, nor will any lead in it be searchable. Before setting any LeadGroup to "No", please verify that you will no longer receive new leads to the LeadGroup.

You may have also noticed four links above the LeadGroup settings. We will cover those now.

The first three "Add Brand", "Add Team", and "Add Department" are all very useful in running reports, but allow you to segment each LeadGroup into separate classifications that you can later pull against. They are all fairly self-explainable.

• Brand: This is useful if you have separate concepts in your database. You would simply list out your brands, by clicking on this link.

• Team: You can use this if you separate sales teams and want to track how they are doing overall. You would click this link to create a new team.

• Department: You can use this if you separate departments and want to track how they are doing overall. You would click this link to create a new department.

The final link is the "Add LeadGroup" link. This is the link you will use to create a brand new LeadGroupin the system. Clicking on the link will bring you to the "New LeadGroup" page. Each field is explained below.

• Name: This is where you set the name of the LeadGroup. You can use whatever makes the most sense to you, but please try to keep it brief for your reports.

• Parent LeadGroup: Depending on the number of LeadGroups you have, you may want to utilize this field to segment your LeadGroups and group them together for easy viewing in your reports. If you want the LeadGroup to stand out on its own, you will set this to the default of "Top Level LeadGroup". If you want it to appear "under" another LeadGroup, you need to select the LeadGroup in question in this dropdown.

• Description: This is an optional field where you can expand upon what the LeadGroup contains. We recommend using this field if you were unable to fit the whole description of the LeadGroup into the Name field.

• Default Owner: This is where you select the person all leads in the LeadGroup will automatically be assigned. Simply select their name from the drop-down list, which displays all active users.  Setting a non-administrative user to default owner does not grant them access nor sign them up for alerts to the LeadGroup. We will cover how to assign that later in this document. Please be advised there is no way in the system to assign multiple users to be automatically assigned leads in the same LeadGroup. If you wish to have part of the leads assigned to one user, and the rest assigned to another user, you will need to create two LeadGroups, and then send a request to the Help Desk to have a round-robin set up.

• Default Campaign: This is where you select the name of the Campaign you wish all leads to be assigned to the LeadGroup when they are placed in the LeadGroup. If you wish to have one campaign sent to some leads, and a different one sent to other leads, you will need to create two separate LeadGroups and have the default campaign set to the different campaigns.

• Auto Enroll: Checking this box sets the default campaign to go out automatically when the lead is received. You must have this box checked and a default campaign set in order for this to work properly.

• Vacation Routing: While you will not need to set this when creating the LeadGroup, this is a very useful option if the default owner is out of the office for an extended period of time. You will notice the first option is "Skip Round Robin" which will set the LeadGroup to be skipped if that LeadGroup is in a round robin. If you do not know if the LeadGroup is in one, please contact the Help Desk. If you would like all leads in the LeadGroup to be temporarily assigned to another LeadGroup, you will need to select that LeadGroup in the dropdown.

• Contact Info: This is another optional field. You can place the contact information of the owner of LeadGroup in this field. This is simply for descriptive purposes and will not show up anywhere else in the system.

• Brand: This is where you designate what Brand all leads in the LeadGroup will be marked as. If you have no Brands created, you will have no options in the dropdown.

• Team: This is where you designate what Team all leads in the LeadGroup will be marked as. If you have no Teams created, you will have no options in the dropdown.

• Department: This is where you designate what Department all leads in the LeadGroup will be marked as. If you have no Departments created, you will have no options in the dropdown.

• Active Sales Pipeline: Selecting "Yes" in this dropdown will mark the LeadGroup as a Pipeline LeadGroup. As we covered before, Pipeline LeadGroups are generally the ones you want to track and follow the progress of. If this is not set to "Yes" the leads will not show in the report.

• Process Template: Some customers opt to have a different Candidate Profile for some LeadGroups, however most opt-out of this. This is an optional field and for the most part, can be ignored.

• Active: This checkbox sets the LeadGroup to Active. If it is not set to this, no lead in the LeadGroup will show up in any report, nor can it be searched for in any of the search options. Use this option only for LeadGroups that will not receive any new leads.

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