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Create Lead Capture Landing Pages in Portals

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1. Feature Overview

You can create landing pages to capture leads and lead inquiries using the LeadSquared Portals feature.

Note: You can also create landing pages using the older Landing Pages feature. However, we suggest using portals to leverage newer, more advanced functionality.

 

2. Prerequisites

  • You must be an admin user.
  • You must have the Forms feature enabled on your account.
  • You must have the Portals feature enabled on your account, please write to support@leadsquared.com.

 

3. Create a Lead Capture Form with De-Duplication Enabled

Create a dynamic form and specify a search key (unique field like email, phone number, etc.). The search key is used to check if a lead with that particular field value (email, phone, etc.) already exists in your account, and identify duplicates. Next, specify how you want to handle duplicate leads (update all fields, don’t update any fields, etc.) –

  1. Navigate to Workflow>Manage Forms and click Create Form.
  2. Click Settings and select Portal Settings.
  3. Enable Avoid creation of duplicate leads.
  4. Next to Form behaviour when lead duplicate detected, click the dropdown and select a de-duplication strategy.*
  5. Enter other relevant details and create the form.
  6. Click Publish.
*De-duplication strategy How it works
Update All Fields Updates all the fields of the duplicate lead
Don’t Update Any Fields Accepts the form submission without errors and doesn’t update any fields
Update Only Empty Fields Only updates the fields of the duplicate lead that are empty or not present.
Note: To know more about creating forms, see How to Create a Form.

LeadSquared - How to avoid duplication of leads in Forms

 

4. Add Form to the Portal

  1. Navigate to Workflow>Manage Portals and click Create Portal.
  2. Enter the name and description of your Portal.
  3. Click Select Template and choose a single page or landing page template from the available options.
  4. Click Proceed to Builder.
  5. Under General Settings, click the LSQ Form dropdown and select the form you created.
  6. Customise the portal based on your requirement and click Publish to Test.
Note: To know more about portals, see LeadSquared Portal Designer.

LeadSquared - Add Form to the Portal

 

Any Questions?

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Electronic Health Record (EHR-HL7) Connector

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1. Feature Overview

An Electronic Health Record (EHR) is a digital way to store and keep track of a patient’s medical health records. The EHR-HL7 Connector follows HL7 standards to retrieve patient information from EHR systems, and populate this in corresponding lead and activity fields in LeadSquared. The connector also transfers existing lead data from your LeadSquared account to EHR systems. This connector facilitates patient registration (lead creation) and appointment management through your LeadSquared account.

Note:

  • This connector is currently available only for customers in the US.
  • This connector is only for customers who work in the healthcare domain.

 

2. Prerequisites

  • Before you install and configure this connector, contact your account manager or write to support@leadsquared.com to build a channel for this connector to transfer information between LeadSquared and your EHR system.
  • You must be the Administrator of your LeadSquared account to install and configure this connector.
  • This is a paid feature. To enable it, reach out to your account manager, or write to support@leadsquared.com.

 

3. How it Works

Before you install this connector, ensure the necessary channels are created for this connector to function as intended. Once the channels are created, install the connector to transfer lead and activity data between your EHR system and LeadSquared.

Once the connector is installed, build connector flows. This connector flow transfers patient health records and appointment activities from your EHR system to LeadSquared, and lead and activity data from your LeadSquared account to your EHR system.

  • Each connector flow can be built only for a specific event type (e.g., ADT – A08 “Update Patient”, SIU – S15 “Notification on Appointment Cancellation”, etc.).
  • You can build multiple such flows. Note that each flow only allows data to be transferred uni-directionally (one-way). Add a Message Template for each event type, in order for your EHR system to communicate with LeadSquared, and vice versa.

Once the Message Template is added, map HL7 fields in the message template to the corresponding LeadSquared lead/activity fields. This will begin the data transfer process between the two systems.

 

4. Install the Connector

  1. Navigate to Apps>Apps Marketplace.
  2. Search for the EHR-HL7 Connector, and click Install.
    • Alternatively, you can find the connector on the left panel, under Lead Capture.
  3. Once installed, hover your cursor over , and click Configure.
  4. On the Configure EHR-HL7 Connector pop-up, from the Select User Role(s) dropdown, select the LeadSquared user roles to whom you want to grant connector access
  5. Once you’re done, click Save.
Note: By default, all Admin users will have access to the connector.

LeadSquared EHR Connector

 

5. Create EHR System to LeadSquared Connector Flow

Once you’ve installed the connector, create flows to determine the data flow direction between your EHR system and LeadSquared. Each flow will only support one operation (e.g., Lead Create in LeadSquared, Update Activity in LeadSquared, etc.). To create flows –

Note: To perform multiple operations, you must create multiple flows, where each flow performs the desired action.
  1. Navigate to Apps>EHR-HL7 Connector Configuration.
  2. Click the Create Flow button.
  3. Alongside Flow Type, select EHR to LeadSquared. Existing patient/appointment data from your EHR system gets captured and synced with your LeadSquared account.
  4. From the Select Entity dropdown, select the LeadSquared entity type you want to sync between your EHR system and LeadSquared. The available options are Lead or Activity.
  5. Depending on the Flow Type selected, the following options are displayed –
    • Select Sync Behaviour – Lead – This option shows up if you’ve selected Lead as the entity type. Configure the connector to perform the following actions when data is transferred from your EHR system to LeadSquared –
      • Capture (Create and Update existing) Record – Patients (leads) that only exist in your EHR system (but don’t exist as leads in your LeadSquared account) will get created in LeadSquared. Leads that exist in both your EHR system and LeadSquared accounts will get updated.
      • Create only new record – Patients (leads) that only exist in your EHR system (but don’t exist as leads in your LeadSquared account) will get created in LeadSquared.
      • Update only existing record – Leads that exist in both your EHR system and LeadSquared accounts will get updated.
      • Do Nothing – When this option is selected, no action will be performed when a lead is created or updated in your EHR system.
    • Select Sync Behaviour – Activity – This option shows up if you’ve selected Activity as the entity type. Along with configuring the sync behaviour for Leads (for which you can refer to the options listed above), configure the connector to perform the following actions when data is transferred from your EHR system to LeadSquared –
      • Capture (Create and Update existing) Record – Activities (e.g., appointments, etc.) that only exist in your EHR system (but don’t exist as activities in your LeadSquared account) will get created in LeadSquared. Activities that exist in both your EHR system and LeadSquared accounts will get updated.
      • Create only new record – Activities (e.g., appointments, etc.) that only exist in your EHR system (but don’t exist as activities in your LeadSquared account) will get created in LeadSquared.
      • Update only existing record – Activities that exist in both your EHR system and LeadSquared accounts will get updated.
      • Do Nothing – When this option is selected, no action will be performed when an activity is created or updated in your EHR system.
  6. Once you’re done, click Save & Configure.

LeadSquared's EHR Connector

 

5. Create LeadSquared to EHR System Connector Flow

Once you’ve installed the connector, create flows to determine the data flow direction between your LeadSquared account and EHR system. Each flow will only support one operation (e.g., Patient Creation in EHR system, Update Appointment in EHR system, etc.). To create flows –

Note: To perform multiple operations, you must create multiple flows, where each flow performs the desired action.
  1. Navigate to Apps>EHR-HL7 Connector Configuration.
  2. Click the Create Flow button.
  3. Alongside Flow Type, select LeadSquared to EHR – Existing lead/activity data from your LeadSquared account gets synced with your EHR system.
  4. From the Select Entity dropdown, select the LeadSquared entity type you want to sync between your EHR system and LeadSquared. The available options are Lead or Activity.
  5. Depending on the Flow Type selected, Select the LSQ Webhook Event. Configure the LeadSquared webhook to perform either of the following actions –
    • Lead/Lead Activity Create – When selected, the webhook transfers the details of a new lead or an activity from your LeadSquared account to your EHR account, where a new lead (patient) or a new activity (e.g., appointment) is created in the EHR system.
    • Lead/Lead Activity Update – When selected, the webhook transfers the details of any lead or activity from your LeadSquared account to your EHR account, and the lead’s (patient) or activity’s (e.g., appointment) details are updated in the EHR system.
  6. Once you’re done, click Save & Configure.
Note: If you’re configuring the Select Sync Behaviour – Activity option, you must also configure what happens to the leads (patients) that are tagged to this activity type (e.g., appointments, etc.) in your EHR system.

LeadSquared's EHR Connector

 

6. Configure the Connector

After the connector flow is set up, configure the Flow to transfer data between the EHR system and LeadSquared.

Note: The steps below are common to both EHR System to LeadSquared and LeadSquared to EHR System connector flows.

6.1 Basic Details

Enter the following details for the Flow –

  • Flow Name – A display name for the Flow Type created.
  • Flow Description – A description of the Flow Type created.
  • Select Channel – From the list of channels created for your LeadSquared account, select a channel type. To create a channel, contact your account manager, or write to support@leadsquared.com.

Once you’re done, click Save & Next.

LeadSquared's EHR Connector

 

6.2 Additional Details

Enter the following additional details –

Note: All the options listed below will show up if the Flow Type is EHR to LeadSquared. But if you’ve selected LeadSquared to EHR, only Select Default Country Code and Select Time Zone will show up.
  • Lead Source – Enter the lead source through which the leads are captured (e.g., EHR connector, etc.). This detail will be displayed on the Lead Details page, under Lead Source.
  • Select Default Country Code – If the lead’s mobile number is captured without a country code, then the default country code that’s selected from the dropdown will be added to the lead’s mobile number.
  • Select Time Zone – Select a preferred timezone you want our backend system to follow when transferring data.
  • Select Primary Lead Capture Search By Criteria* – To avoid duplicate leads, you must select one unique lead field (e.g., Mrn, Patient Id, email Id, mobile number, PAN number, etc.) as the search key. This will be used to identify the leads pulled from your EHR system. To know how to mark a LeadSquared lead field as unique, please refer to How to Make a Custom Field Unique.
  • Lead Capture Secondary Search By Criteria – If lead identification and capture through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.

Once you’re done, click Save & Next.

Note: *The Mrn field (or a patient identifier field) should be mandatorily selected as either the Primary or Secondary Search Key.

LeadSquared's EHR Connector

 

6.3 HL7 Event Configuration

Select the event type (e.g., ADT – A04 “Register Patient”, SIU – S12 “Notification of New Appointment Booking”, etc.) for the flow you’re building.

Note: Contact your provider to obtain a valid HL7 Message Template.
  1. Here, from the HL7 Event Type dropdown, select the event type for which you’re building the Flow Type.
  2. Once the event type is selected, add the corresponding HL7 Message Template, which is used to transfer data between your EHR system and LeadSquared. This template will also be used to map the corresponding lead and activity fields in LeadSquared. To know more about these templates, refer to HL7-Definition V2.

LeadSquared's EHR Connector

 

6.4 Lead/Activity Mapping

On the Lead/Activity Mapping screen, based on the event selected and the Message Template that is passed, map the HL7 fields present in the template to the corresponding LeadSquared lead/activity fields. To know how to transform data present in the Message Template, refer to Message Delimiters.

Once you’re done mapping the fields, click Save & Close. The connector will now transfer patient and lead information between your LeadSquared account and EHR system.

Note:

  • A Custom Field should be created to capture and map the Mrn field (or any other patient identifier field) that was selected as a Search Key. To create a custom field, click the Add Custom button.
  • To view the existing value of a specific field in an HL7 Message Template, under HL7 Field, hover your cursor over the field.

LeadSquared's EHR Connector

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!

How to Pre-Populate and Capture Data (UTM) in Portals, Landing Pages Pro, and Widgets

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1. Feature Overview

You can pre-populate Forms or Sign-Up Forms so the user can directly submit them and skip filling in different fields. This can be achieved by passing relevant data via query parameters. To know more about Portals, see Portal Management.

 

2. Query parameters

API Query parameters can be defined as the optional key-value pairs that appear after the question mark in the URL. They are extensions of the URL that are utilized to help determine specific content or action based on the data being delivered. Query parameters are appended to the end of the URL using a ‘?’. The question mark sign is used to separate path and query parameters.

If you want to add multiple query parameters, an ‘&’ sign is placed in between them to form what is known as a query string. It can feature various object types with distinct lengths such as arrays, strings, and numbers.

LeadSquared - Query parameters

 

3. Pre-populate data in Forms

Important: This feature only works on pages that do not require a login from the user.

To pass data to the Forms for the respective fields, we need to send the data in query parameters as key-value pairs. Here, the value is the actual value that must be populated in the Form field and the Key is the identifier of the field where the value must be populated. This key must adhere to a specific format –

This format has three components to it –

  1. Entity Prefix: A single letter representing the type of the entity.
    1. For Lead field – L
    2. For Activity field – A
    3. For Opportunity field – O
  2. Activity or Opportunity code if any (not applicable for lead field)
  3. ​​​​​​​​​​​​​​Schema Name: the schema name of the field you are trying to pre-fill

Some examples are –

  • For Lead fields: L_FirstName
  • For Activity fields: A_200_mx_Custom_1
Note: You can also have fields hidden that capture the query parameters and save.
LeadSquared - Pre-populating data in Forms

 

4. Capturing UTM Data

Portals, Landing Pages Pro, and Widgets can capture UTM parameter values from URLs.

To enable this, append any of the following UTM parameters to your Portals, LPP, or Widgets link:

  • utm_source
  • utm_medium
  • utm_campaign
  • utm_term
  • utm_content

Example:
https://leadsquared.com/?utm_source=google&utm_medium=social&utm_campaign=sale&utm_term=term&utm_content=buy

When a lead submits the form, the captured UTM values are available in the respective activity, such as the Form Submitted on Portals, Landing Pages, and Widgets activity on the lead details page.

utm data source portals lpp widgets

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!

How to Track Application Status Using Forms & Activities in Portals

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1. Feature Overview

Portals allow users to fill out complex application forms (e.g. course application, loan application, scholarship application, etc) and track the status of their applications. They can also be configured to enable users to perform different actions based on the status of the application. A user’s application will go through several stages – Initiated, Applied, Processing, Approved, Rejected, etc.

Each stage change can be triggered either by some user interaction like initiating an application, submitting an application or through an external event like getting an application approved or rejected. These interactions are carried by the user onto Forms in Portals.

We expect:

  1. ​​​​​​​When a user starts filling out an application form ​​​​​​​–> Change the application activity status to ‘Initiated’
  2. When a user submits the application form –> Change the application activity status to ‘Applied‘

This article explains how you can automatically change the status of the application activity as per the user’s interaction with the application form. To know more about Portals, see Portal Management.

 

2. Prerequisites

  1. An Activity: To track the actions (status, information, selections, etc) carried out by the user/lead on the application Form. Here, the status will be a dropdown field with the following items: Active, Processing, Approved. To learn more about activities, see Manage Activities.
  2. A Multi-step Form: (Lead & Activity Fields) This will be our application Form with the above (1) activity fields integrated. Toggle the’Save at each step’ option via Manage Form > [Select the Form] > Additional Settings. So, it saves the Form progress at each step. For more details, see How to Save Multi-step forms in Portals.
  3. A Portal with the Form linked to the page.

 

3. Example Use Case

Let’s take the example of an education portal where users can visit and fill the application for a course. When the user opens the Form and saves the first step, we want to change the status of our activity (which gets created on the first save) to Active. This represents an application for a lead that is active and needs nurturing. When the user submits the application form, the status needs to be changed to Processing so that the lead’s application can be processed and given immediate attention.

Form filling initiated (Active) –> Form submitted (Processing) –> Approved (Approved)

 

4. Change Activity status to ‘Active’

This section explains how you can change the application activity status to Active when a user starts filling an application form.

Here we want to set the activity status to Active once the user fills the first form step/tab and clicks save. Hence, we’ll configure the rule accordingly on an activity field in the first tab so that when the user saves the first step, and this field contains a value, then we can consider the application as Active.

Note: Setting the rule on a lead field will make it difficult to operate on multiple applications by the same lead, therefore, we will set it on an activity field.
  1. Navigate to Workflow>Manage Forms.
  2. Hover your cursor over LeadSquared and select Live Edit.
  3. Drag an activity field from left hand side Field drawer. Your activity field must –
    • not be hidden
    • be required
    • need input in the first tab inside form.
  4. Click on the activity status field in the first tab and enable Hide by default.
  5. Switch to Rules from Form Designer via the topmost tab.
  6. To add a new rule, click on Add Rule.
  7. Add the rule – If Activity field (e.g., Application Name) contains data, then set value in the hidden Activity field to Active.

When the user opens the form and fills the first tab with the specific activity field and saves it, the activity status field will be set to Active. Based on this, we can set up automations to communicate with the user or even integrate application blocks in the Portal portals page acting as a ‘Dashboard’ page where users can track their Active applications and complete them.

LeadSquared - Changing Activity status to 'Active'

LeadSquared - Changing Activity status to 'Active' - rules

 

5. Change Activity Status to ‘Processing’

The activity status must be changed to Processing once the user fills the form and submits it. To do so –

  1. Navigate to Manage Forms.
  2. Hover your cursor over LeadSquared and select Live Edit.
  3. Drag an activity field from left hand side Field drawer. Your activity field must –
    • not be hidden
    • be required
    • need input in the first tab inside form.
  4. Switch to Rules from Form Designer via the topmost tab.
  5. To add a new rule, click on Add Rule.
  6. Add the rule – If Activity field (i.e. your activity field that’s not hidden) contains data, then set value in the hidden Activity field to Processing.

When the user submits the form after filling the last tab with the specific activity field, the activity status field will be set to Processing. Based on this we can set up automations to communicate with the user or even integrate application blocks in Portal portals page acting as a ‘Dashboard’ page where users can track their Processing applications and download their PDFs.

LeadSquared - Changing Activity status to 'Processing'

LeadSquared - Changing Activity status to 'Processing' - rules

Be sure to integrate Application Block with the application activity in the portals so that users can track their application status in real time and take specific actions on each status assigned.

LeadSquared - Application block

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!

How to Show Activity Status in Portal Dashboard

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1. Feature Overview

Portals allow users to fill out complex application forms (e.g. course application, loan application, scholarship application, etc) and track the status of their applications. They can also be configured to enable users to perform different actions based on the status of the application. To learn more about portals, see LeadSquared Portals and Portal Management.
A user’s application will go through several stages like Initiated, Applied, Processing, Approved, Rejected, etc.

This feature can be used to –

  • Show payment transaction status & history
  • Show communication status & history
  • Show loan application status & history
  • Show interview or counseling status & history

Let’s configure a portal dashboard to show the statuses of all the application activities, relevant information with respect to each activity status and configure rules to route users to specific actions.

 

2. Prerequisites

  • An Activity: To track the actions (status, information, selections, etc) carried out by the user/lead on the application Form. Here, status will be a dropdown field with the following items: Active, Processing, Approved. To learn more about activities, see Manage Activities.
  • You must have a Portal with a Dashboard page.

 

3. Link Activity to the Page Using Application Block

  1. Navigate to Workflow>Manage Portals.
  2. Select the Portal you need to view and click Continue Editing.
  3. Click Google to add a new block and select Application from the Prompt. Pick a design that suits your use case.
  4. Once the block is added, click it and configure it from the Component Drawer.
  5. Expand the General settings and select Activity from the Integrate dropdown.
  6. Select the activity from the Activity dropdown below it.

LeadSquared - Add new block in Forms

4. Create UI State for Every Activity Status with Actions

You can track every status of the lead’s activities and take necessary actions on them. Let’s configure our integrated activity so that we can display the necessary information and link actions on every activity status. In this example, our activity goes through three status changes – Active > Processing > Approved. Every status change is displayed to the user.

​​​​​There are three items we need to figure out before we proceed – display trigger or rule for each state, the UI for each state, and the actions (if any) required on each state.

  1. ACTIVE:
    • Trigger: When activity status is active.
    • Display: The application ID, date of modification, status, and such.
    • Action: Direct the user to finish their pending application.
  2. PROCESSING:
    • Trigger: When activity status is processing.
    • Display: The application ID, date of modification, service selected, payment status, agent assigned and such.
    • Action: Direct the user to view their application in PDF format.
  3. APPROVED:
    • Trigger: When activity status is approved.
    • Display: The application ID, date of modification, status, and a congratulations message.
    • Action: Download the digital on-boarding kit.

Now, let’s look at how to configure each application activity state to reflect the above items.

  1. Click on the first component to edit the text and add activity-specific items using mail-merge fields.
  2. To configure the display rules or triggers, expand General settings and switch to Configuration tab.
  3. Click on Display Rules to open the prompt and configure the rule If Status is ‘Active’ Show and save.
  4. Click on the button in the component to configure the Action for the button.
  5. By opening the Component drawer, Configuration tab, General > Action on Click/Tap > Link Page (Application Page) ​​​​​​​Clone this item for other activity states and configure the triggers, and actions in similar fashion.
  6. Expand the General settings and under Action on Click/Tap, click Link Page.
  7. ​​​​​​​Clone this item for other activity states and configure the triggers, and actions in similar fashion.
LeadSquared - Configuring Application Activity Status
LeadSquared - Use cases with application block
LeadSquared - Use cases with application block
LeadSquared - Use cases with application block
LeadSquared - Use cases with application block

5. Payment Transactions

Leads can track their payments better in Portals with the help of the Payment Transactions Application block. It reduces the custom design efforts and improves the user experience for the lead. You can use it as a dashboard for Payment tracking across use cases involving a Payment Activity.

  1. Add a block and select the Application tab.
  2. Select the Payment Transactions block.
  3. Select the newly added block and select payment activity under Activity Name.
  4. Configure Rules and mail-merge fields as mentioned in the previous sections.

portal payment transactions block

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!