IRIS CRM is proud to announce our latest feature release to streamline collaboration between clients – Lead Data Sharing.
Lead Data Sharing eliminates the tedious processes of manual lead data entry, exporting and importing lead reports, or API development for IRIS CRM clients sharing leads with one another.
Lead data can be sent with the click of a button or automatically using status change triggers. For example, once an agent with their own IRIS CRM site receives a completed E-Signature document from a lead, the lead and completed contract can be sent to the ISO they are working with. This way the agent doesn’t have to export or email the lead info for the ISO to then manually enter.
With automated status triggers, users don’t have to remember to send the lead or which profile to use, helping maintain the flow of leads being shared to eliminate any process friction.
Collaboration between IRIS CRM clients is seamless with easy to configure data sharing profiles and a straightforward lead mapping interface to ensure all of the data you receive populates neatly based on your own lead fields.
There is no limit to the number of data sharing profiles that your organization can create. Therefore, you can tailor data sharing to the fields being sent, the organization you’re sharing with, the type of lead, or any other workflow that’s unique to your business. The ability to use and manage lead data sharing is controlled using the new user class permissions under My Leads – Use/Manage Lead Data Sharing Transfers.
Once the data sharing profiles are configured, IRIS CRM will take care of the rest when new leads are shared, preventing any double data entry and saving your users time and frustration.
Lead data sharing makes collaborating with partner organizations easier than ever to save time that is better spent focused on selling to the leads being shared. Continue reading to learn how to share lead data between IRIS CRM sites or watch our video walkthrough!
Lead Data Sharing Configuration Demo
How To Share Lead Data
IRIS CRM makes sharing lead data with another IRIS CRM easy. You have the power to control which data to send, including specific lead fields, files, and notes. To start, you’ll create a sender profile on the site that will be sending lead data.
Create Sender Profile
To create an outgoing lead profile, navigate to Manage > Administration > Integrations > Lead Data Sharing or add “/manage/integrations/lead-sharing” to the end of your IRIS CRM URL.
In the top section, Sender Profiles, click Add New Outgoing Profile.
At the top, enter a Profile Name that users will see when choosing a profile to send data. Then, enter the URL of the IRIS CRM site that will be receiving the data.
The checkboxes in the left column control which tabs to include. When unchecked, the tab and fields associated with that tab will not be included when sending data.
Click the X on the All Fields tag in the “Included Fields” box to the right of a lead tab to exclude fields from that tab from being shared.
Click the X of fields you wish to exclude and they will display in the “Excluded Fields” section on the right.
After editing which fields to include, move to the Send Files section to control which lead files are sent with the lead. File sharing is based on the file label of the document. Exclude any labels the same way as lead fields, by clicking the X on All Files and specific labels.
Lead notes are the final piece of information that can be shared. Notes are shared based on the note type such as Email, Calendar, E-Sign, etc. Again, click the X on All to choose which note types to exclude.
By checking the “Allow users to exclude sending of specific notes” checkbox, users will have the power to choose if their note is shared. When it is unchecked, all lead notes will automatically be shared to the receiving lead record.
Once all of the shared profile settings have been configured for the data to include and exclude, click Add Profile.
The new profile will now show in the sender profile table, clicking on the entry will reopen the configuration page so you can make edits. Copy the token of the profile you’ve created and provide it to the IRIS CRM client who will be receiving the data.
Create Receiver Profile
Once the sender profile is created, the receiving site can create a profile to map the data in order to begin getting leads. On the same Lead Data Sharing Management Page as where the sender profile was created, click Add New Incoming Profile under Received Profiles.
Here, you’ll enter a name for the profile, the URL of the IRIS CRM site that is sending the data, and paste the token that was copied after creating the sender profile. Once these 3 pieces are entered, click Get to establish the connection between the two sites.
After clicking Add Profile, you will automatically be taken to the receiver profile mapping page. At the top, you can edit the profile name as well as set the default lead group and status for leads received from this profile.
Below, you will see tab names with a list of their associated lead fields that are being sent. Here, you can select which of your own fields to map them to so their data can be seamlessly pulled into your system without changing how either organization gathers and structures their lead data. The field type is also shown to help guide your mapping to make sure they are mapped to fields that are formatted the same.
In the next section, Documents Tabs, you are able to map incoming lead files based on file label to your own file labels.
The final mapping to complete is for received lead notes. Since the type of lead notes are consistent across IRIS CRM sites, you will map which notes tab (if you have more than one) each type of lead note is mapped to.
Once you finish mapping the fields, go to the bottom of the page and click Active to enable the lead data sharing connection. Then, click Update to save your changes to begin receiving data.
Indicators in both the sender and receiver tables show whether or not the two sites are successfully connected to one another. Green means the connection is live, red means that one or both sides are not fully or correctly configured.
Send Lead Data
After you’ve connected the two IRIS CRM sites by configuring the sending and receiving profiles, you will be ready to start sharing leads! This can be done manually on a specific lead record, or automatically using our status triggers for a status change.
To manually send a lead, go to the lead record of a lead that you want to send. On the right side of the page, there is a section called Lead Data Sharing. The user will select which profile to use from the dropdown, then click Send. A notification that it has been queued to send will pop up in the top right, then a follow up notification will be displayed when it finishes sending.
After a lead is shared with another IRIS CRM site, subsequent lead notes can also be shared with the receiving site so their lead record has the most recent notes from your team to ensure they have accurate, up-to-date information. The sender profile settings for notes control whether or not the user adding the note can control whether or not it sends to the receiver. If they are allowed to, they can deselect the checkbox.
To automatically send leads, navigate to the Manage Status States & Triggers page – Manage > Administration > Leads > Status States & Triggers. Find the status that will be the trigger to send a lead. Click Configure Status Triggers and select the Trigger on Status Change tab.
Click Add New Trigger and check the last option: Send to External CRM. Then, select which profile to use for sending lead data from the dropdown. Once selected, click Add to complete the status trigger setup.
Going forward, any lead that moves into this status will automatically be sent to the receiver from the profile selected so your users don’t manually have to send leads.
Lead Data Sharing Permissions
In order to control who can share lead data between IRIS CRM sites and manage the profiles, we’ve added two new user class permissions.
Navigate to Manage > Administration > User Classes and select Permissions for the user class that you want to enable lead sharing on.
At the bottom of the My Leads section you will find the new permissions: Manage Lead Sharing Transfers and Use Lead Data Sharing Transfers.
Manage gives users in this user class the ability to configure sending and receiving profiles for lead data sharing. Only Administrator level user classes are allowed to have the Manage permission. Use Lead Data Sharing Transfers permits users to manually send a lead from a lead record. Without this permission, users won’t see the Lead Data Sharing section on the right side of lead records.
Lead Data Sharing History
At the top of the lead sharing administration page there is a tab called Transfer History where the history of leads being shared to another CRM can be viewed. This tab includes the time and date when the lead was sent, the lead name, which outgoing profile was used, who sent it (user or system automation), and the status.
Transfer History allows you to confirm whether or not a lead was sent successfully and also audit the outflow of lead data from your site to make sure your users are sending the correct data to the correct partners.
Lead Received
We have added a new notification type that is triggered when a new lead is received from lead sharing with another site so you know when a new lead comes in through this channel. Users can enable this as a pop-up, email, or mobile notification.
When a lead is received through lead data sharing, IRIS CRM will automatically add notes on the lead record with details about what data was received, but not mapped in your site.
Click on the icon of a file with an arrow to open up a pop-up with the details of which fields and their values were imported, files, and notes.
Not a client of IRIS CRM? Learn how Lead Data Sharing and our other payment-specific features can help your organization grow your portfolio to new heights by scheduling a demo with our team today!