Create Meeting Types on Flostack

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1. Feature Overview

The Meetings Type feature in Flostack enables users to define and manage different categories of meetings with tailored scheduling rules. It supports instant scheduling, allowing users to specify availability for specific purposes, while controlling duration, time slots, visibility, and participant capacity.

Meeting types can be one-on-one or group meetings, and can be virtual (with calendar integration) or in-person. This ensures smooth scheduling, prevents conflicts, and improves the overall attendee experience.

Benefits

  • Targeted Scheduling: Allocate time for specific purposes, such as KYC verification, interviews, training sessions, or client meetings.
  • Efficient Time Management: Control availability by day, time, and meeting type to reduce conflicts and no-shows.
  • Automation-Friendly: Preconfigured meeting types integrate with booking links, events, and UDS (e.g., LeadSquared) to automate lead capture.
  • Enhanced Attendee Experience: Participants see only relevant time slots and available capacity, simplifying the booking process.

meeting types overview

 

2. One-on-One Vs Group Meetings

The following are the differences between One-on-One and Group Meetings –

2.1 One-on-One Meetings

These are private sessions with a single attendee. They are ideal for interviews, consultations, or client calls where focused, individual attention is required. Each slot is booked by one participant, and availability is blocked automatically via calendar integration.

Use Case

  • A prospective student wants a personal consultation with an admissions advisor about program eligibility.
  • A potential customer needs a detailed walkthrough of a product or service.

2.2 Group Meetings

These sessions accommodate multiple participants at the same time. They are suitable for workshops, webinars, or training sessions. Users can define the maximum capacity for each slot, while availability is managed for the organizer, allowing multiple attendees to book until the capacity is reached.

Use Case

  • A university wants to run a campus tour or program orientation for multiple students simultaneously.
  • A company runs a product demo webinar where multiple leads join at the same time.

 

3. Creating Meeting Types

From the FloStack dashboard, navigate to Meeting Types in the left-hand menu. You’ll see all created types with details like name, duration, and type. Click + Create Meeting Type and choose the type, One-on-One or Group.

3.1 Add Meeting Details

  • Name: e.g., “Campus Orientation Session”
  • Mode: In-Person or Virtual
    • Location: Required if In-Person
  • Private Option: Select if the meeting should not appear publicly. Only you can view and use this meeting type.
  • Meeting Capacity (Group Only): For Group Meetings, you have the option to limit the number of spots and display remaining spots on the booking page.

3.2 Set Schedule & Availability

  • Date Range: Defines when the meeting type is available for booking.
    • You can choose between fixed range or indefinite.
  • Duration: Length of each meeting in minutes.
    • For example, 15, 30, or 60 minutes.
  • Weekly Hours: Days of the week and time ranges when the advisor is available for booking.
    • For example, Monday and Wednesday, 9:00 AM–5:00 PM.
  • Calendar Sync: Connects the advisor’s external calendar (Google, Outlook, etc.) to FloStack and automatically blocks times that are already booked, preventing conflicts.
    • You can sync your calendar on the My Integrations page.
  • Timezone: Select your preferred timezone.
  • Meeting Buffers: Buffer time added before and after each meeting.
    • For example, add a 10-minute buffer before a 30-minute call so that an advisor has time to prepare.
  • Minimum Schedule Notice: Minimum lead time required before a lead can book a meeting. It prevents last-minute bookings that the advisor cannot accommodate.
    • For example, if you add a 2-hour notice and the current time is 2 PM, the earliest bookable slot is 4 PM.
  • Start Time Increments: Defines the frequency at which time slots appear for booking.
    • For example –
      • 15-minute increments → slots at 9:00, 9:15, 9:30, 9:45, etc.
      • 30-minute increments → slots at 9:00, 9:30, 10:00, etc.

3.3 Customize Booking Form

  • By default, the form collects Name and Email of the attendees, these are mandatory fields. 
  • Additionally, configure up to 10 custom questions to ask the attendees, and even mark them as mandatory.
    • The following Answer Types can be configured: Dropdown, Checkbox, Radio Buttons, Multiple Lines Text, Single Line Text, Count, Phone Number, and Email Input Box.
  • Post-booking re-direction can show a FloStack confirmation page or redirect to a custom URL. Configuration for auto-redirect after a certain duration is also available.
    • Note: This selection will not be applied if the meeting is booked through the microsite.

configure meeting types new

 

4. Generate the Booking Link and Routing Rule

Once you’ve set up a meeting type, you can use it in Bookings & Events and configure Meeting Type Rules to automatically route leads based on form submissions.

  • Booking and Event links can be shared on microsites, emails, or other channels.
  • Leads can view available time slots and book meetings directly.

 

Any Questions?

Did you find this article helpful? If you have any questions or comments, please let us know in the comments section below. We’d love to hear from you and help you out!

Flostack – Booking and Events

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1. Feature Overview

The Bookings & Events module is the central hub for publishing, managing, and sharing all scheduling experiences created in Flostack. Whether you’re hosting personal consultations, running large-scale webinars, or offering multiple types of sessions to leads and customers, this module brings everything together in one place.

It consists of three core components:

  • Booking Links – Personalized one-on-one scheduling pages that let individuals book time directly with an advisor, counselor, or team member.
  • Events – group sessions such as webinars, orientations, demos, or training programs with configurable capacity, presenters, and landing pages.
  • Listing Pages – A single, public-facing catalog displaying all your booking links and events, making it easy for users to browse and register.

All these components are powered by Meeting Types, which define the underlying rules—availability, duration, buffers, capacity, form fields, and more. Meeting Types ensure consistent scheduling behavior across every booking experience, while Bookings & Events determine how these experiences are shared with your audience.

 

2. Prerequisites

To learn more about FloStack (www.flostack.io), and enable it on your account, contact flostack@leadsquared.com.

 

3. Booking Links

Booking Links allow you to create personal or team scheduling pages for one-to-one meetings. Each link is powered by either your default availability or Meeting Type and automatically respects your availability, duration, buffers, and calendar sync settings.

booking link preview

Create a Booking Link

  1. Navigate to Booking & Events>Booking Links.
  2. Click Create Booking Link.
  3. Configure:
    • Booking Link URL – The public link attendees will use to book time with you
    • Name – Internal name for identifying the booking link
    • Use Default Availability –When enabled, the link will use the default availability configured on your Settings page.
      • Duration – Pulled from the default calendar, this can be overridden.
    • Meeting Type – Instead of the Default Availability option, you can select a meeting type that defines the availability, buffers, increments.
    • Welcome Message – Shown on the public scheduler
  4. Save to generate your booking link.

Create booking link

Note: Click the booking link icon icon to copy the booking link.

booking link copy

 

4. Events

Events let you create group sessions such as webinars, workshops, or open houses. An event uses a meeting type as its base configuration and allows you to add presenters, capacity limits, and a fully customizable landing page.

The Events section in Flostack provides a centralized view of all scheduled and created events. It includes two primary tabs—Agenda and All Events—along with options to create new events and manage attendees.

4.1 Agenda Tab

The Agenda tab displays the full calendar of upcoming and past event occurrences, helping organizers quickly track what’s scheduled.

Note: For an event to show up in the agenda tab, it must have at least one registered attendee.

Key Features

  • Upcoming / Past View: A side toggle lets you switch between upcoming and past event occurrences.
  • Event Overview: Each event entry shows details about the events.
  • Manage Attendees: Click the Manage Attendees button on an event to – 
    • View the list of all registered attendees
    • Check in attendees who have arrived, and specify if they’ve brought guests.
    • Export the attendee list
    • Add attendees manually

This tab is ideal for tracking real-time event activity and managing participant lists.

Atendee management

4.2 All Events Tab

The All Events tab shows every event that has been created in your workspace—regardless of event status or number of attendees. This tab acts as your complete repository of events.

Creating an Event

Click Create Event to start building a new event. You will first choose between two creation modes:

4.2.1 Event Scheduler

Choose this when you want a standard scheduler-based booking experience. This option is ideal for straightforward scheduling without a custom landing page.

event scheduler preview

You can configure:

  • Event Details –
    • Name
    • Description
    • Meeting type
    • Organizers & Presenters
    • Capacity management
  • Schedule –
    • Date & event duration
    • Availability/working hours
    • Meeting limits.
  • Booking Form –
    • Create Event Link
    • Invitee Form Questions
      • Enable or disable the option to allow the registrants to bring guests.
    • Confirmation Page

Most of the configuration for the Schedule and Booking Form section will be autopopulated with the Meeting Type configuration you’ve selected. It’s possible to further modify some of the configuration once it’s autopopulated.

create event scheduler

4.2.2 Event Landing Page

Choose this when you want a fully branded event page with images, highlights, multimedia, and custom sections. This option provides a richer, marketing-friendly page to promote the event.

event scheduler landing page

You can configure:

  • Type of Event Landing Page – Select either one-off or recurring. Select one-off if you want to create a fresh events landing page without a pre-configured meeting types template. 
  • Event Details –
    • Name
    • Description
    • Meeting type (only available in the recurring type, in the one-off event you can select the Mode of meeting).
    • Organizers & Presenters
    • Capacity management
  • Schedule –
    • Date & event duration
    • Availability/working hours
    • Meeting limits.
  • Booking Form –
    • Create Event Link
    • Invitee Form Questions
    • Confirmation Page
  • Landing Page Design –
    • Upload Images: Add Banner and Main Image to the page.
    • Register Button: Configure the button label and color for the Register/CTA button.
    • Landing Page Widgets: The following widgets are available –
      • Highlights: Add highlights to showcase important numbers or information.
      • Embed URL: Enter URL to embed resources from web in your landing page.
      • Image Gallery: Add images alone or with text content as cards.
      • Text Block: Add heading and body text.

event landing page one-off

Note: Click the events link icon icon to copy the Event link.

events link copy

 

5. Listing Page

A Listing Page serves as a unified public catalog for all your Events and Booking Links, making it easy for visitors to discover and register for any session you offer.

Use Case

  • A university publishes a Listing Page to showcase all available sessions—counseling appointments, campus tours, orientation events, and workshops—allowing prospective students to browse and register from one central page.
  • A multi-specialty clinic uses a Listing Page to display all consultation types and group health sessions in one place, enabling patients to quickly find and book the right appointment without contacting the clinic.

listing page

How It Works

On the Listing Page screen, you can create dedicated listings for Events or Booking Links.

  • In the Events tab, click Create to build a listing page that showcases selected events.
  • In the Booking Links tab, click Create to publish a listing page containing selected one-on-one scheduling links.

For either type, you can configure:

  • Name – Internal and public-facing title of the page
  • Link – The URL for sharing the listing page
  • Description – A short summary shown at the top of the page
  • Items to Display – Add the specific events or booking links you want to include

Once saved, the listing page becomes a single, shareable destination for visitors to browse and register for your events or book one-on-one sessions.

Listing page

Note: Click the events link icon icon to copy the listing link.

listing page link copy

 

FAQs

1. What happens to guests added to a booking?

When the person scheduling a booking adds guests (by entering the number of guests and their email addresses), those details are stored for reference only. FloStack does not create leads from the guest email addresses, and no notifications are sent to the guests. Only the person who created the booking receives the booking notification.

 

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!

Flostack Microsite Builder

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1. Feature Overview

In the FloStack Microsite Builder, you can create customized Microsites to showcase your services and engage leads through callbacks, appointment bookings, or live chat.

You can build multiple Microsites tailored to different audiences, ensuring a personalized experience. By configuring Rule Boards and assigning Microsites to different priority buckets, you can dynamically adjust content based on lead attributes.

Here are some benefits of using Flostack’s Microsite –

  • Improved Speed-to-Lead and Conversions – One of the key benefits of FloStack’s personalized microsites is the ability to dramatically improve speed-to-lead and conversion rates. By providing the lead with immediate access to curated information, direct communication with a representative, and the ability to schedule appointments, businesses can significantly reduce the time it takes to engage and convert a prospect.
  • Personalized Content and Engagement – The personalized microsite offers a seamless, user-friendly experience for the lead, with access to welcome videos, product information, appointment scheduling, and more. This level of personalization helps the lead feel valued and encourages them to continue their evaluation, ultimately leading to higher engagement and conversion rates.

flostack library feature overview

 

2. Prerequisites

  • You must be an admin user on FloStack. To learn more about FloStack (www.flostack.io), and enable it on your account, contact flostack@leadsquared.com.
  • Once a Microsite is created, use the Rule Board to control which Microsites are displayed to specific leads based on their attributes.

 

3. Contents

On the Contents tab, you can upload images, videos, and PDFs to use in your Microsite. The following size and file types are supported –

Preferred size: 20 MB or less

Document: PDF, DOCX, TXT
Image: JPEG, PNG, GIF, SVG, WEBP
Video: MP4, MOV, AVI, MKV, WEBM

contents tab

4. Components

You can add the following components to your Microsite –
  • Carousel – Add images and data in carousel slides.
  • CTA Button – Add a block with a button to re-direct the lead to an action.
  • Testimonial Carousel – Add testimonies, profiles, etc., in a carousel.
  • Highlights – Rearrange or edit the highlights.
  • Image Carousel – Add images in carousel slides.
  • Embed URL – Enter the URL to embed resources from the web in your Microsite.
  • HTML Editor – Create blocks by adding text, images, videos, and links visually, or code directly.

Additionally, you can add an image, video, or document from your uploaded resources as Resource Files.

add microsite components on flostack

 

5. Templates

You can create a Microsite by clicking the Create Template button. While editing the template, you can add various components to the Microsite by clicking the + Add Component button, or the add component template flostack icon above or below an existing component. You can either select from existing components or create one from scratch.

Once you add a Component, you can enrich it with Content (images, videos, PDFs) from your library.

creating a template and adding a component on flostack

Click the edit the theme on template flostack icon to edit the theme of your template. Click Preview to preview the Microsite.

change the theme and preview microsite on flostack
Leads can communicate with you through the Microsite by either booking an appointment or chatting with you directly.

Note:

  • You will need to configure your calendar so that leads can book an appointment with you.
  • You must configure a chatbot so your leads can message you. Please get in touch with flostack@leadsquared.com.
book and appointment or chat flostack

Next Steps

Once a Microsite is created, use the Rule Board to control which Microsites are displayed to specific leads based on their attributes.

Configure Rule Board on FloStack

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1. Feature Overview

The Rule Board feature in FloStack enables businesses to streamline their sales process by implementing structured automation rules. By leveraging these rules, sales teams can create a tailored journey for every lead entering their system, ensuring the most efficient and personalized engagement. The Rule Board allows you to define:

  • Prioritization Rules: Automatically categorize and prioritize leads based on predefined criteria, ensuring high-value leads receive immediate attention.
  • Sales Rep Assignment Rules: Establish clear lead-routing mechanisms, assigning leads to the most suitable sales representatives based on set conditions.
  • Microsite Rules: Personalize the user experience by dynamically directing leads to specific microsites based on their attributes and engagement history.

This functionality helps organizations improve lead conversion rates, optimize resource allocation, and enhance overall sales efficiency.

For example, consider a SaaS company specializing in enterprise collaboration tools that receives thousands of inbound leads every month. To maximize efficiency, they implement Rule Board automation as follows:

  1. High-Potential Enterprise Leads: If a lead belongs to a company with over 1,000 employees and a high turnover, they are assigned the highest priority. These leads are given access to the Microsite and can view senior sales representatives’ calendars to book a meeting.
  2. Mid-Tier Business Leads: If a lead belongs to a company with 200-999 employees, they are given medium priority. These leads are given microsite access and can view business development representatives’ calendars to book a meeting.
  3. SMB Leads: Leads from companies with fewer than 200 employees will need nurturing. They aren’t given access to a microsite or a representative’s calendar but should still be able to request a meeting.
  4. General Inquiries & Unqualified Leads: Leads that do not match any of the above categories are placed in the lowest-priority bucket and receive an automated response with self-service resources.

 

2. Prerequisites

You must be an admin user on FloStack. To learn more about FloStack (www.flostack.io), and enable it on your account, contact flostack@leadsquared.com.

 

3. Prioritization Rules

Assign priority levels to leads using prioritization buckets based on specific criteria.

The rules in prioritization buckets are applied in a top-to-bottom order. Once a lead matches the criteria of a bucket, its priority is determined, and all subsequent bucket rules are ignored. Each bucket has specific actions available to the lead, with higher-priority buckets offering more critical actions, such as allowing a lead to book a meeting with a representative.

For instance, the example below shows 4 buckets with a top-to-bottom priority.

Note: The default prioritization rules are High Priority and Low Priority. Contact flostack@leadsquared.com to build a custom priority flow.

Flostack rule prioritization

3.1 Create Rules

For example, let’s create a rule that qualifies all leads from India into a particular bucket.

To add a rule to a bucket:

  1. Click the + Create Rule button.
  2. Click the Add Condition drop-down and select a condition you want to apply (you can apply all the conditions from the drop-down in a single rule).
  3. Select the value for the condition.
  4. Enter a Rule name.
  5. Click Create Rule.

flostack create rule

Note: Some rule conditions can be edited using the Configure Attributes option. Contact flostack@leadsquared.com to add more attributes.

edit attributes

3.2 Add Actions

Click the Edit button to configure a name for the Priority Bucket. Next, add actions for this bucket.

You can enable the following actions –

  • Instant Scheduling – Shows the assigned sales reps calendar immediately
    post form submission, to instantly schedule a meeting.
  • Microsite Access – Allows the inbound lead to access the assigned
    microsite.

    • Enable Chat on Microsite – Allows the inbound lead to use chat option in
      microsite to instantly message their assigned sales rep
    • Enable Calendar on Microsite – Adds the sales reps availability on the
      microsite to let the lead schedule/reschedule time with their rep
    • Enable Passcode – Adds a passcode verification check to access microsi
      (one-time code sent on lead’s email)
  • Event Access – Allow visitors to book the event.
  • Show References – Redirects to a ‘Thank You’ pop up and shows content
    present in reference list. This is enabled only when Microsite Access is disabled, and typically used for Low Priority leads

For example, since it is a “High Priority” bucket, Microsite access could be enabled for these leads.

To add actions to a bucket:

  1. Click the Edit button.
  2. Give this bucket a name.
  3. Select the actions you want to enable.

edit attributes

Note: If a lead does not match any bucket rules, you can configure a Reference List for them. This list can display a short message with configurable URLs. Additionally, you can enable the Show References toggle to display the reference list as an action within any bucket.

Show references

 

4. Routing Rules Or Sales Rep Rules

Use the Routing Rules feature to define how leads are routed to sales representatives. You can create routing conditions based on the priority bucket the lead qualifies for or specify other custom conditions.

To add a rule:

  1. Click the + Create Rule button.
  2. Click the Add Condition drop-down and select a condition you want to apply (you can apply all the conditions from the drop-down in a single rule).
    • The Lead Priority condition will let you select the priority buckets from Prioritization Rules.
  3. Select the value for the condition.
  4. In the Assign to field, choose one or more sales reps.
  5. Enter a Rule name.
  6. Click Create Rule.

Note:

  • Click the Rule List button to view or edit all the configured rules.
  • Some rule conditions can be edited using the Configure Attributes option, while others are automatically picked up from your list of Target Companies.

sales rep or routing rules

5. Meeting Type Rules

The Meeting Type Rules in FloStack allow you to route leads to specific assignees based on the meeting type selected in a form submission. This ensures that each lead is directed to the right representative or department automatically, based on predefined routing logic.

Configure Meeting Type Rules

  1. Click + Create Rule.
  2. Define one or more conditions. Common examples include:
    • Email Type – e.g., Business or Personal 
    • Lead Priority – e.g., High Priority or Low Priority
    • Region – e.g., North America, LATAM, or EMEA 
  3. Under Assign Meeting Type, select the desired meeting type.
  4. Click Save.
meeting type rules

 

6. Microsite Rules

Use the Microsite Rules feature to define how leads are routed to a specific Microsite.

Note: To learn more about Microsites, read this article.

To add a rule:

  1. Click the + Create Rule button.
  2. Click the Add Condition drop-down and select a condition you want to apply (you can apply all the conditions from the drop-down in a single rule).
  3. Select the value for the condition.
  4. In the Assign Template field, choose a Template.
  5. Enter a Rule name.
  6. Click Create Rule.

Note:

  • Click the Rule List button to view or edit all the configured rules.
  • Some rule conditions can be edited using the Configure Attributes option, while others are automatically picked up from your list of Target Companies.

create microsite rules

 

Any Questions?

Did you find this article helpful? If you have any questions or comments, please let us know in the comments section below. We’d love to hear from you and help you out!

Manage Your Leads On Flostack

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1. Feature Overview

FloStack provides detailed insights into all the leads that are captured. The Lead Dashboard displays key statistics on leads matching your criteria, while the Leads page offers a breakdown of each lead’s details and status.

Note: The insights presented here will also be available in the CRM you integrate with.

 

2. Prerequisites

To learn more about FloStack (www.flostack.io), and enable it on your account, contact flostack@leadsquared.com.

 

3. Lead Dashboard

The Lead Dashboard provides insights into your leads and their interactions with the Microsite. You can filter the report by date range, and you can also filter the dashboard by Microsite template to compare how individual templates are performing. This lets you see metrics such as the number of leads created per template, helping you identify which templates are working well and which need attention.

flostack dashboard

 

4. Leads

All leads captured on FloStack will appear on the Leads page, where you can gain insights and take specific actions.

Filter leads by clicking the flostack leads page filter icon. As shown below: this page displays lead details, status, lead owner, and key actions. You can track whether a lead has booked an appointment, their last visit to the Microsite, and the status of messages they’ve sent via chat.

navigating to lead details page and fiilter leads

The source of all leads is indicated using different colors, each representing a distinct flow:

  • Form Submission Flow – Triggered when a lead submits a form. FloStack detects these submissions and displays a pop-up.
  • Silent Flow – Triggered within your event functions, Flostack enriches, qualifies, and allocates leads in the background without displaying a pop-up.
  • CTA Flow – Triggered within your event functions, similar to Silent Flow, but with a pop-up displayed.
  • Direct Booking Flow – Triggered when a lead books a meeting via personal calendar links.

flostack lead colour

Additionally, you can take important actions on a lead by clicking on the relevant icons:

  • flostack go to microsite icon – Navigate to the Microsite shown to the lead.
  • . Leave empty if the image is purely decorative. – Open the chat box to reply to messages left by the lead through the Microsite.
  • flostack miscostie analytics icon – View Microsite analytics to track engagement and interactions.
  • flostack form parameters icon– Check form parameters associated with the lead.
  • more lead actions icon flostack  – Edit the lead’s Microsite or delete the lead if necessary.

flostack lead page microsite actions

 

Any Questions?

Did you find this article helpful? If you have any questions or comments, please let us know in the comments section below. We’d love to hear from you and help you out!

Conditions in Lead Automation

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This article explores the conditions you can set in your automations.

When a condition is met, the next step in your automation will trigger. You can follow up a condition with an action (e.g., wait 3 days then send an email) or with more conditions (e.g., wait 3 days then check if the lead stage has changed).

The conditions you can set are ‘Multi If/Else’, ‘If/Else’, ‘Compare’, ‘Wait’, ‘Wait Until Activity’ and ‘Split Test’.

lead automation conditions

 

Multi If/Else

Helps you set multiple If/Else conditions at the same level. See the Multi If/Else section of Automation Conditions – If/Else.

 

If/Else

To learn how to set up the If/Else condition, see Automation Conditions – If/Else.

 

Compare

To learn how to use the compare condition, see Automation Conditions – Compare.

 

Wait

To learn how to use the Wait condition, see Automation Conditions – Wait.

 

Wait Until Activity

To learn how to use this condition, see Automation Conditions – Wait Until Activity.

 

Split Test

Lets you experiment with different email content to see what your customer engage with best. See Automation Conditions – Split Test.

SIERA Expression Builder

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1. Feature Overview

SIERA Expression Builder tool lets Admins create their own expressions that can be used to easily retrieve and manipulate data on any report. This is an evolving tool and presently helps users write basic aggregate functions with multi-conditions.

Note: This article will only list the different expressions you can use. To learn how to write expressions, read this article – Writing Expressions using SIERA Expression Builder.

 

2. Prerequisites

SIERA is a paid feature. To enable it for your account, contact your account manager or support@leadsquared.com.

 

3. Expression Builder Rules

  • A field in the expression builder has to be enclosed with backticks. For example, `data_source_name.field_name`.
  • The field name has to be appended with the entity. For example, `Leads.Lead Stage`.
  • The values for a string have to be in single quotes. For example, 'string'.
  • An array of values must be enclosed in square brackets. For example, ['Value 1', 'Value 2'].
  • SIERA stores empty date values as 01-01-1925. If you want to write an expression with null date values excluded, use ToYear(<date field>) > 1925. Similarly, ToYear(<date field>) <= 1925 will filter rows with date values not defined. For example,
    • CountDistinctIf(`Leads.Prospect ID`, ToYear(`Leads.Date of Birth`) > 1925) will return leads who have a defined date of birth.
    • CountDistinctIf(`Leads.Prospect ID`, ToYear(`Leads.Date of Birth`) <= 1925)will return leads where the date of birth is not defined.
  • Clicking on a tab will enter the selected function from the expression builder.

 

4. Types of Expressions

Expressions in SIERA are of 3 types –

  • Aggregated Expressions – An aggregate expression uses an aggregate function to summarize a selected metric. These include expressions like Count, CountDistinct, Sum, Min, Max, and Avg.
    • For example, if we want to get a count of leads, we can use the expression Count(<field name>). 
  • Conditional Expressions – Conditional expressions use aggregate functions along with conditions.
    • For example, if you want to Count leads only if they are from Google and Facebook, using an expression of Count() will not work. In this case, we can use CountIf(<condition>).
  • Calculated Values – Calculated Values are a combination of 2 or more expressions (aggregated or conditional) on arithmetic functions like +, –, *, or /.
    • For example, if we want the percentage of leads from Google and Facebook over total leads, we can use (Countif(<condition>)/Count(<field name>))*100. Calculated Values do not support drill-down in the reports or dashboards. 

 

5. Navigate to Expression Builder

Follow the steps below to navigate to the expression builder:

  1. Click Create Report.
  2. Select a Data Source.
  3. Click the + Add Values button.
  4. Click + Custom Values.

navigating to expression builder on SIERA

This sections below will help you understand the syntax and usage of various functions available for building expressions.

 

6. Operators, Conditions, and Constants

Function & Example Expression
Equal​ – Used to compare if 2 values or fields are equal.

`Leads.Lead Stage` = 'Customer'
Not Equal​ – Used to compare if 2 values or fields are not equal.

`Leads.Lead Stage` != 'Customer'
Less Than​ – Used to compare if a value or field is less than compared to another value or field.

`Leads.Lead Score` < 50
Less Than or Equal​ – Used to compare if a value or field is less than or equal to another value or field.

`Leads.Lead Score` <= 50
Greater Than ​– Used to compare if a value or field is greater than compared to another value or field.

`Leads.Lead Score` > 50
Greater Than or Equal ​–Used to compare if a value or field is greater than or equal to another value or field. 

`Leads.Lead Score` >= 50
in – Used to determine whether the value exists in a list of values.

`Leads.Lead Stage` in ['INVALID', 'DISQUALIFIED']
notin – Used to determine whether the value does not exist in a list of values.

`Leads.Lead Stage` notin ['INVALID', 'DISQUALIFIED']
Text Constant – Text constant to be written as ‘Text’, with quotations.

`Leads.Lead Stage` notin ['INVALID', 'DISQUALIFIED']
Number Constant – Text constant to be written as 50, without quotations.

Leads.Lead Score >= 50
Addition – Used to add two values in your report. Fields (Number type) and constants can be used as operands

Sum(`Leads.Custom 2`) + Sum(`Leads.Custom 3`)
Subtraction – Used to subtract two values in your report. Fields (Number type) and constants can be used as operands. 

Sum(`Leads.Custom 2`) - Sum(`Leads.Custom 3`)
Multiplication – Used to multiply two values in your report. Fields (Number type) and constants can be used as operands. 

(Sum(`Leads.Custom 2`) + Sum(`Leads.Custom 3`)) * 100
Division – Used to divide two values in your report. Fields (Number type) and constants can be used as operands. 

(Sum(`Leads.Custom 2`) + Sum(`Leads.Custom 3`)) / 100
Like – Matches string against SQL LIKE pattern (case-sensitive).

If(`Leads.Lead Stage` LIKE '%Pro%', 'This is Prospect','This is not Prospect')
ILike – Matches string against SQL LIKE pattern (case-insensitive).

If(`Leads.Lead Stage` ILIKE '%pro%', 'This is Prospect','This is not Prospect')

 

7. Logical Expressions

Function & Example Expression
and – An and expression returns true if all of its operands are true. The and expression will work if there is more than 1 expression inside it. 

For example, let’s say you want to return TRUE when a Lead has converted (Stage is Customer) and if the Source is either from Referral or Affiliate.

(<expression1>) and (<expression2>)

(`Leads.Lead Stage` = 'Customer') and (`Leads.Lead Source` in ['Referral','Affiliate'])
or – An or expression returns true if any of its operands are true. The or expression will work if there is more than 1 expression inside it. 

For example, let’s say you want to return TRUE when a Lead has converted (Stage is Customer) or if the Sub-stage is either Converted or Paid.

(<expression1>) or (<expression2>)

(`Leads.Lead Stage` = 'Customer') or (`Leads.Sub Stage` in ['Converted','Paid'])

 

8. Aggregate Expressions

Note:

  • Expression fields should be included in row grouping. Owner Auto ID should be preferred for partitioning.
  • Some of the expressions below support Partition. It divides a value or dataset into separate segments so each segment can be processed independently. This is useful when you want calculations or logic to run within specific groups rather than across the entire dataset.
Function & Example Expression

SUM

The Sum function allows you to calculate the sum of numeric values within a given field.

Example 1 – Create the calculated column which stores the sum of the field mx_Custom_2. We can use the Expression Builder to write the expression.

Sum(<fieldname>)

Sum(`Leads.Custom 2`)

Example 2 – Calculates a running or total sum of Lead Score counts within each Owner’s partition.

Sum(field, PartitionBy(...), OrderBy(...))

Sum(Count(`Leads.Lead Score`), PartitionBy(`Leads.Owner Auto ID`))
SumIf

The SumIf function allows you to calculate the sum of numeric values within a given field along with some conditions.

Example 1 – Create the calculated column which stores the sum of the field mx_Custom_2 when Stage is “Customer”. We can use the Expression Builder to write the expression as given.

SumIf(<fieldname>,<condition>)

SumIf(`Leads.Custom 2`, Stage = 'Customer')

Example 2 – Sums the count of Lead Score values only for rows where Lead Score is greater than 0, grouped by Owner.

SumIf(field, condition, PartitionBy(...))

SumIf(Count(`Leads.Lead Score`) , `Leads.Lead Score` > 0, PartitionBy(`Leads.Owner Auto ID`))
Count

The Count function lets you count the number of occurrences of a specific value or field within a given range.

​​​​​Example 1 – Create the calculated column which stores the count of the leads.

Count(`Leads.Prospect Id`)

Example 2 – Counts the number of rows in each Team partition after computing the summed Lead Score for each row.

Count(Sum(Leads.Lead Score), PartitionBy(Users.Team))
CountIf

The CountIf function allows you to count the number of occurrences that meet a specific condition.

Example 1 – Create a calculated column that stores the count of the leads when the lead stage is ‘Prospect’.

CountIf(`Leads.Lead Stage` = 'Prospect')

Example 2 – Counts how many leads have Status = Converted within each Owner partition.

CountIf( Lead.Status='Converted', PartitionBy(Lead.Owner Id))
CountDistinct

The CountDistinct function allows you to count the unique number of occurrences that meet a specific condition.

Example 1 – Create a calculated column that stores the count of unique leads.

CountDistinct(`Leads.Prospect Id`)

Example 2 – Calculates the percentage contribution of distinct Prospect IDs relative to the overall total across all partitions (Used in a % Grand Total scenario).

(Countdistinct(Leads.Prospect ID) / Sum(Countdistinct(Leads.Prospect ID), PartitionBy()))*100

% Grand Total Usecase
CountDistinctIf

The CountDistinctIf function allows you to count the distinct number of occurrences that meet a specific condition.

Example 1 – Create a calculated column that stores the count of distinct leads when the lead stage is ‘Prospect’.

CountDistinctIf(`Leads.Prospect Id`, `Leads.Lead Stage` = 'Prospect')

Example 2 – Counts distinct Prospect IDs where the Status is Converted, grouped by Owner.

CountDistinctIf(Lead.Prospect ID, Lead.Status='Converted', PartitionBy(Lead.Owner Id))
Max

The Max function allows you to calculate the maximum of numeric values within a given field. 

Example 1 – Create the calculated column which stores the maximum of the field mx_Custom_2.

Max(<fieldname>)

Max(`Leads.Custom 2`)

Example 2 – Returns the maximum summed Lead Score within each Owner’s partition.

Max(field, PartitionBy(...))

Max(Sum(`Leads.Lead Score`), PartitionBy(`Leads.Owner Auto ID`))
Min

The Min function allows you to calculate the minimum of numeric values within a given field. 

Example 1 – Create the calculated column which stores the minimum of the field mx_Custom_2.

Min(<fieldname>)

Min(`Leads.Custom 2`)

Example 2 – Returns the minimum summed Lead Score within each Owner’s partition.

Min(field, PartitionBy(...))

Min(Sum(`Leads.Lead Score`), PartitionBy(`Leads.Owner Auto ID`))
Avg

The Avg function allows you to calculate the average of numeric values within a given field. 

Example 1 – create the calculated column which stores the average of the field mx_Custom_2. 

Avg(<fieldname>)

Avg(`Leads.Custom 2`)

Example 2 – Returns the average summed Lead Score within each Owner’s partition.

Avg(field, PartitionBy(...))

Avg(Sum(`Leads.Lead Score`), PartitionBy(`Leads.Owner Auto ID`))
MaxIf

The MaxIf function allows you to calculate the maximum of numeric values within a given field along with some conditions.

Example 1 – Create the calculated column which stores the maximum of the field mx_Custom_2 when Stage is ‘Prospect’.

MaxIf(<fieldname>,<condition>)

MaxIf(`Leads.Custom 2`, `Leads.Lead Stage` = 'Prospect')

Example 2 – Returns the maximum summed Lead Score but only for rows where Lead Score is greater than 0, grouped by Owner.

MaxIf(field, condition, PartitionBy(...))

MaxIf(Sum(`Leads.Lead Score`) , `Leads.Lead Score` > 0, PartitionBy(`Leads.Owner Auto ID`)
MinIf

The MinIf function allows you to calculate the minimum of numeric values within a given field along with some conditions.

Example 1 – Create the calculated column which stores the minimum of the field mx_Custom_2 when Stage is ‘Prospect’.

MinIf(<fieldname>,<condition>)

MinIf(`Leads.Custom 2`, `Leads.Lead Stage` = 'Prospect')

Example 2 – Returns the minimum count of Lead Score only for rows where Lead Score is greater than 0, grouped by Owner.

MinIf(field, condition, PartitionBy(...))

MinIf(Count(`Leads.Lead Score`) , `Leads.Lead Score` > 0, PartitionBy(`Leads.Owner Auto ID`))
AvgIf

The AVGIF function allows you to calculate the average of numeric values within a given field along with some conditions.

Example 1 – Create the calculated column which stores the average of the field mx_Custom_2 when Stage is ‘Prospect’. 

AvgIf(<fieldname>,<condition>)

AvgIf(`Leads.Custom 2`, `Leads.Lead Stage` = 'Prospect')

Example 2 – Returns the average count of Lead Score only for rows where Lead Score is greater than 0, grouped by Owner.

AvgIf(field, condition, PartitionBy(...))

AvgIf(Count(`Leads.Lead Score`) , `Leads.Lead Score` > 0, PartitionBy(`Leads.Owner Auto ID`))
ArgMax

Returns the value of target_field for which selector_field is maximum.

For example, the expression below returns the Lead Source of the lead that has the most recent Updated On date.

ArgMax(target_field, selector_field)

ArgMax(Lead.Source, Lead.Updated On)
ArgMin

Returns the value of ‘target_field’ for which ‘selector_field’ is minimum.

For example, the expression below returns the Lead Source of the lead that has the earliest Updated On date.

ArgMin(target_field, selector_field)

ArgMin(Lead.Source, Lead.Updated On)

ArgMaxIf

Returns the value of ‘target_field’ for which ‘selector_field’ is maximum where condition holds.

For example, the expression below returns the Lead Source of the most recently updated lead, but only among leads where Status = Converted.

ArgMaxIf(target_field, selector_field, condition)

ArgMaxIf(Lead.Source, Lead.Updated On, Lead.Status = 'Converted')

ArgMinIf

Returns the value of ‘target_field’ for which ‘selector_field’ is minimum where condition holds.

For example, the expression below returns the Lead Source of the earliest created lead, but only among leads where Status = New.

ArgMinIf(target_field, selector_field, condition)

ArgMinIf(Lead.Source, Lead.Updated On, Lead.Status = 'New')

Any

Returns any arbitrary value of the field from a group.

For example, the expression below returns any one City value from the group.

Any(field)

Any(Lead.City)

AnyHeavy

Returns the most frequent value (>50%) using heavy-hitters algorithm.

For example, the expression below returns the most frequently occurring City, but only if it appears in more than 50% of the records.

AnyHeavy(field)

AnyHeavy(Lead.City)

AnyLast

Returns the last-seen value based on processing order.

For example, the expression below returns the last-seen Stage value based on the order in which records were processed.

AnyLast(field)

AnyLast(Lead.Stage)

 

9. Date Time Expressions

Function & Example Expressions
DurationAdd

The DurationAdd function allows you to add any duration to a particular date field.

Allowed Units – second, minute, hour, day, week, month, quarter, year

Returns – Added Duration (DateTime)

For example, you can create the calculated expression which counts the lead which came into the system 4 months ago and the current stage is not ‘Customer’.

DurationAdd(<date>,<value>,<Unit>)

CountIf(`Leads.Lead Stage` != 'Customer' and DurationAdd(`Leads.Created On`,4, 'MONTH') < CurrentDateTime)
DurationSubtract

The DurationSubtract function allows you to subtract any duration from a particular date field.

Allowed Units – second, minute, hour, day, week, month, quarter, year

Returned Value – Subtracted Duration (DateTime)

For example, you can create the calculated expression which counts the lead which came into the system 4 months ago and the current stage is not ‘Customer’.

DurationSubtract(<date>,<value>,<Unit>)

CountIf(`Leads.Lead Stage` != 'Customer' and `Lead.Created On` < DurationSubtract(CURRENTDATETIME, 4, 'MONTH'))
CurrentDateTime

The CurrentDateTime function returns the current date and time.

For example, you can create a calculated column that stores -4 months from date field mx_Custom_2.

CurrentDateTime

DurationSubtract(CurrentDateTime, 4, 'MONTH'))
ToHour

The ToHour function allows you to extract the hour component of any datetime(timestamp) field.

Returned Value: Hour Component (Number) eg: 23

For example, you can write a condition where you want to count the leads which came into the system at 11 PM.

ToHour(<date>)

CountIf(ToHour(`Leads.Created On`)='17:00')
ToYear

The ToYear function allows you to extract the year component of any datetime(timestamp) field.

Returned Value: Year Component (Number) eg: 2023

For example, you can write a condition where you want to check if the year component of the datetime field is equal to 2023.

ToYear(<date>)

ToYear(`Leads.Created On`)= 2023
ToYearWeek

The ToYearWeek function allows you to extract the week and year components of any datetime(timestamp) field.

Returned Value: Week and Year Component (1-53 Number) Eg: 202345 (45th Week of 2023)

For example, you can write a condition where you want to check if the week and year component of the datetime field is equal to the 45th Week of 2023.

ToYearWeek(<date>)

ToYearWeek(`Leads.Created On`)=47
ToMonthOfYear

The ToMonthOfYear function allows you to extract the month component of any datetime(timestamp) field.

Returned Value: Month of the Year (1-12 Number) eg: 1 (for January)

For example, you can write a condition where you want to check if the month component of the datetime field is equal to January.

ToMonthOfYear(<date>)

ToMonthOfYear(`Leads.Created On`)='0002-02-01'
ToDateOfYear

The ToDateOfYear function allows you to extract the date component of any datetime(timestamp) field.

Returned Value: Date of the Year (1-366 Number) eg: 32

For example, you can write a condition where you want to check if the date component of the datetime field is equal to 2nd Feb.

ToDateOfYear(<date>)

ToDateOfYear(`Leads.Created On`)='2023-02-02'
ToQuarterOfYear

The ToQuarterOfYear function allows you to extract the quarter component of any datetime(timestamp) field.

Returned Value: Quarter of the Year (1-4 Number) eg: 2

For example, you can write a condition where you want to check if the hour component of the datetime field is equal to 2nd Quarter.

ToQuarterOfYear(<date>)

ToQuarterOfYear(`Leads.Created On`)='Q2'
ToMonth

The ToMonth function allows you to extract the month and year components of any datetime(timestamp) field.

Returned Value: yyyy-mm-01 (String) eg: ‘2023-02-01’

For example, you can write a condition where you want to count the leads created in the month of February 2023.

ToMonth(<date>)

CountIf( ToMonth(`Leads.Created On`) = '2023-02-01' )
ToQuarter

The ToQuarter function allows you to extract the quarter and year components of any datetime(timestamp) field.

Returned Value: YYYY QX (String) eg: ‘2023 Q2’

For example, you can write a condition where you want to count the leads created in the 2nd Quarter of 2023.

​​​​​ToQuarter(<date>)

CountIf( ToQuarter('Leads.Created On') = '2023 Q2' )
ToDayOfWeek

The ToDayOfWeek function allows you to extract the day of the week component of any datetime(timestamp) field.

Returned Value: 1-7 (Number) Range: (1-7: Monday = 1, Tuesday = 2, …, Sunday = 7) eg: ‘6’ for Saturday

For example, you can write a condition where you want to count the leads created on Saturdays.

ToDayOfWeek(<date>)

CountIf( ToDayOfWeek(`Leads.Created On`) = 6 )
ToWeek

The ToWeek function allows you to extract the week and year components of any datetime(timestamp) field.

Returned Value: YYYYWW (Number) eg: 202347

For example, you can write a condition where you want to count the leads created on the 47th Week of 2023.

ToWeek(<date>)

CountIf( ToWeek(`Leads.Created On`) = 202347 )
DateUnitDiff

Returns the count of the specified time unit boundaries crossed between the start and end dates. This can be used to create TAT between 2 date fields.

Returned Value: (Number) eg: 43

DateUnitDiff(<start date>, <end date>, <interval>)

Accepted Intervals – 

  • SECOND
  • MINUTE
  • HOUR
  • DAY
  • WEEK
  • MONTH
  • QUARTER
  • YEAR


For example, consider your data source has 2 fields – CreatedOn and PaymentDate which capture the lead created and the payment date of the lead. To create a TAT report (in days) on the PaymentDate from the lead created, we can use the expression below –
Avg(DateUnitDiff(`Leads.Created On`, `Leads.Payment Date`, 'DAY'))

The above expression will calculate the TAT for each grouping on average. For cases when there is no value in the date field, the expression builder will take the value of 01-01-1925. To exclude cases where there is no payment done, use the syntax below-

AvgIf(DateUnitDiff(`Leads.Created On`, `Leads.Payment Date`, 'DAY'),ToYear(`Leads.Payment Date`) > 1925)
ToDate

Returns the date component from a datetime field.

Returned Value: (String) eg: 2023-10-03

For example, you can write a condition where you want to count the leads created on 2023-10-03

ToDate(<date>)

CountIf(ToDate(`Leads.Created on`) = '2023-10-03')

ToDayOfTheMonth

Extracts day of month (1–31).

For example, the expression below returns the day of the month (1–31) from the Created On date of the lead.

ToDayOfTheMonth(date)

ToDayOfTheMonth(Lead.Created On)

ToDayOfYear

Extracts day number in year (1–366).

For example, the expression below returns the day number in the year (1–366) extracted from the Audit Event Time field.

ToDayOfYear(date)

ToDayOfYear(Audit.Event Time)

 

10. String and Column Functions

Position

Returns 1-based index of substring; 0 if not found.

For example, the expression below Checks whether the substring “Pro” exists in the Lead Stage field. If found (i.e., position > 0), it returns “This is Prospect”; otherwise, it returns “This is not Prospect”.

Position(string_field, substring)

If(Position(`Leads.Lead Stage`,'Pro')>0  , 'This is Prospect','This is not Prospect')

Concat

Concatenates multiple fields into a single string.

For example, the expression below combines the First Name and Last Name fields into a single full name string, inserting a space between them.

Concat(field1, field2, ...)

Concat(Lead.FirstName, ' ', Lead.LastName)

JSONExtractString

Extracts string value from a JSON object by key.

For example, the expression below extracts the “city” value from the JSON object stored in the AdditionalInfo field.

JSONExtractString(json, key)

JSONExtractString(Lead.AdditionalInfo, 'city')

RegexpExtract

Extracts regex capture group by index.

For example, the expression below extracts the portion of the email before the ‘@’ symbol using a regular expression, and returns the first captured group (e.g., the username part of the email).

RegexpExtract(str, pattern, index)

RegexpExtract(Lead.Email, '([^@]+)@', 1)

 

11. Window Functions

Note: Expression fields should be included in row grouping. Owner Auto ID should be preferred for partitioning.

Lag

Returns value from a previous row in partition.

For example, the following expression returns the Lead Stage from the previous row within each Owner’s partition, based on the stage’s ascending order.

Lag(field, offset, PartitionBy(...), OrderBy(...))

Lag(Leads.Lead Stage , 1 , PartitionBy(Leads.Owner Auto ID), OrderBy(Leads.Lead Stage ASC)) 
Lead

Returns value from a following row in partition.

For example, the following expression returns the Prospect Creation Date from the next row within each Owner’s partition, ordered by creation date in ascending order.

Lead(field, offset, PartitionBy(...), OrderBy(...))

Lead(Leads.Prospect Creation Date , 1 , PartitionBy(Leads.Owner Auto ID), OrderBy(Leads.Prospect Creation Date ASC))

RowNumber

Assigns sequential row number within partition.

For example, the follwing expression assigns a sequential row number to each record within the Owner partition, ordered by Lead Stage.

RowNumber(PartitionBy(...), OrderBy(...))

RowNumber(PartitionBy(`Leads.Owner Auto ID`), OrderBy(`Leads.Lead Stage` ASC))

FirstValue

Returns first value in ordered partition.

For example, the follwing expression returns the first Lead Stage value in each Owner’s partition, based on ascending stage order.

FirstValue(field, PartitionBy(...), OrderBy(...))

FirstValue(Leads.Lead Stage , PartitionBy(Leads.Owner Auto ID), OrderBy(Leads.Lead Stage ASC)) 

LastValue

Returns last value in ordered partition.

For example, the following expression returns the last Lead Stage value in each Owner’s partition, based on ascending stage order.

LastValue(field, PartitionBy(...), OrderBy(...))

LastValue(Leads.Lead Stage , PartitionBy(Leads.Owner Auto ID), OrderBy(Leads.Lead Stage ASC)) 

 

12. Custom Dimensions

Function & Example Expressions
If

Returns a string based on a condition. The condition can be nested.

Returned Value: (String) e.g., ‘Hot’, ‘Medium’, ‘Warm’, ‘Cold’

For example, let’s assume we want to classify leads based on their ProspectStage into ‘Hot’, ‘Medium’, ‘Warm’, or ‘Cold’ categories.

If(<condition>, <value_if_true>, <value_if_false>)

If (`Leads.Lead Stage`= 'Customer', 'Hot', If (`Leads.Lead Stage`= 'Prospect', 'Medium', 'Cold' ) )

 

Any Questions?

If you have any questions related to Expression Builder that weren’t answered here, please leave comments below. We’ll be happy to help!

Virtual Number Filtering in UTC Click2Call

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1. Feature Overview

Admins can now apply additional filters to Virtual Numbers in UTC Click2Call, beyond the existing Team Assignment. The new feature allows filtering based on business use cases by defining a user field schema in the Virtual Numbers tab.

Note: This is an additional filter that will be applied over and above the team assignment filter for each user.

 

2. Prerequisites

 

3. Filter Virtual Numbers for Users

For example, consider the following Virtual Numbers and their respective tags –

Telephony virtual number filter

Next, assign only the Bangalore and Mumbai tags to a respective user through a custom field.

c2c filtering user profile

On the UTC Click 2 Call tab, toggle the Enable Virtual Number Filter switch, and select the user custom field with the virtual number tags (previous step).

c2c filtering custom field

Now, only these virtual numbers will be shown to the respective user.

virtual numbers shown

 

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!

Guidelines for Using Generative AI in Email Campaigns

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This help article offers a guide on using LeadSquared’s Generative AI (GenAI) features in your email campaigns.

LeadSquared’s GenAI tools are designed to simplify the process of creating email content and subject lines. By understanding their features, limitations, and best practices, you can leverage these tools to craft effective emails with ease. Here’s everything you need to know to get started.

 

Using GenAI Features to Generate Email Content & Subject Line

Input Requirements

Start by defining your objective—determine if the email is promotional, informational, or focused on nurturing a lead. Next, clearly outline the target audience, including details about their industry, challenges, and preferences. Provide essential details, such as product names, offers, deadlines, and clear Calls to Action (CTAs), to ensure your email is impactful and tailored to its purpose.

For example, If you’re launching a new feature, the objective might be promotional: “Encourage users to try the new feature with a special offer”. Your target audience could be small retail business owners who struggle with customer retention. You can then direct readers to the next step with actionable phrases like “Sign up now” or “Learn more.”

Step-by-Step Workflow

Use clear prompts to guide the AI effectively. For instance, say “Generate a subject line for a 20% discount on SaaS subscriptions targeted at startups”. After receiving the output, review it and adjust the inputs as needed to improve the results. To enhance personalization, include placeholders like [First Name] or [Company Name]. Additionally, generating multiple options and testing them helps you identify which approach resonates most with your audience.

Editing and Polishing

Reviewing is crucial in this process. Ensure the content aligns with your brand’s voice and addresses your audience’s needs. Fact-check and proofread any claims or data included. Keep subject lines concise (50-60 characters) and make the email skimmable with clear headings and bullet points.

 

Understanding the Limitations of GenAI

  • GenAI relies on the quality of the input you provide. If your input lacks detail or context, the output may not align with your goals or audience needs.
  • While AI is effective at generating engaging and professional content, it may struggle with niche industry terms, hyper-personalized messaging, or replicating a unique brand tone without detailed guidance.
  • AI-generated content can sometimes include outdated or incorrect information. Always review and fact-check the output to ensure accuracy.
  • AI does not automatically account for legal and compliance standards, such as GDPR, CAN-SPAM, or industry-specific regulations. Ensure your content complies with all relevant requirements.
  • As the AI learns from existing data, it may unintentionally reflect biases. Review the language and tone carefully to ensure it aligns with your brand values.

Generative AI is a great tool for scaling your email marketing, but it works best with human creativity and oversight. Follow these guidelines to create engaging emails that drive results.

LeadSquared NextGen – New Web Experience

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1. Welcome to Your New LeadSquared Experience!

LeadSquared NextGen is a complete UI/UX transformation designed to enhance productivity, simplify navigation, and streamline workflows. Built with data-driven insights, it eliminates friction points in daily operations, introduces a modern, intuitive interface, and delivers faster performance for a seamless user experience.

Note: The new experience is now available for LeadSquared Service CRM, see New Service CRM Experience.

Key Enhancements

  • New Navigation: Faster access to essential features with streamlined menus.
  • Global Search: Instantly find leads, tickets, and key details from anywhere.
  • Quick View: Access leads, tasks and ticket details and actions in one click without opening full pages.
  • LSQ1 Design System: A fresh, modern UI with customizable grids, filters, and layouts.
  • Smarter Workspaces: Powerful enhancements on every page.
  • App Tabs: Open multiple records in tabs, reducing back-and-forth navigation.

Our Fastest Version Yet: NextGen delivers a 35%+ performance boost, making it the fastest LeadSquared experience ever.

Note: If you see slowness, it may be due to your internet connection. Learn more about the Network Quality Banner and Badge.

 

2. Accessing NextGen

Get started with LeadSquared NextGen by logging in through https://app.leadsquared.com/

Note: To enable NextGen for all the users in your account, and to make it their default experience, contact your account manager, or write to support@leadsquared.com.
Once enabled, all users are redirected to NextGen. They don’t need to remember specific URLs, and their existing bookmarks will continue to work.

 

3. New UI to NextGen Transition

If you’re currently using LeadSquared’s New UI (enabled via the “Try Now” option from the classic interface), you’re already experiencing parts of the NextGen platform. Several enhancements from the LSQ1 Design System—such as customizable filters, smarter columns, and seamless pagination—have been introduced across key pages to provide a more streamlined experience.

This ensures that your transition to the full NextGen platform will be smooth and intuitive. With the complete upgrade, you’ll gain access to the entire suite of features, including:

  • A comprehensive navigation
  • Global search across modules
  • Enhanced pages including Manage Opportunities, Manage Lists, and Manage Activities

This is part of a scheduled platform enhancement and will be applied automatically. Simply log in and enjoy a faster, smarter platform designed to keep your workflow smooth. To learn more about the LSQ1 Design System and its capabilities, visit the LSQ1 Design System section.

Leadsquared - NextGen UI

 

4. New Navigation – Faster, Smarter Access

What’s Changed?

  • One-click navigation for lead management, sales, and customer support workflows.
  • Primary menus are now more accessible, reducing search time.
  • Sub-menus are grouped logically under each module for quick access.
  • Enhanced User Profile with key details (Email, Team, Tenant Id) upfront.

How to Use the Main Menu:

  1. Click the Main Menu to access all modules.
  2. Hover over each option to view and open the corresponding sub-menus.
  3. Click to access a page from any sub-menu.

LeadSquared NextGen Interface

Upgraded User Profile

The revamped User Profile offers better visibility and quick access to key details. You can view your email address, team, Tenant ID, and check-in date and time at a glance. The Tenant ID can be copied for any communication with our support team.

From here, you can navigate to Settings, Manage Users, and Manage Subscription (based on your permissions). You can also Check-in/Check-out, update your online status (Online, Away, etc.), and log out—all in one place.

LeadSquared NextGen Interface

 

5. Global Search – Find Everything Instantly

What’s new?

  • Search for leads, tickets, and more without navigating away.
  • View key details in search results without opening full records (a.k.a Quick View).
  • Take quick actions (assign leads, update statuses, add notes).
  • Save recent searches for faster access.
Available For Leads, Tickets and Opportunities
Coming Soon Search for Tasks, Accounts, Lists and Reports.

How to Use:

  1. Click the Search Bar on the top navigation (on the right side, alongside your user profile).
  2. Click the drop-down on the top-left corner to select the entity (lead, ticket, etc.)
  3. Enter a keyword (lead name, ticket ID, etc.).*
  4. Click a result to preview details or take quick actions.

Note:

  • *For Leads, you can only search lead fields that are enabled for quick search. To learn more, see how to include fields in Quick Search.
  • Results only appear after typing three characters.
  • Up to five Recent Search Keywords and Recent Search Results are saved. Clear these by clicking Clear All.
  • Results are ranked based on relevance, giving priority to key fields like First Name, Last Name, Email, and Phone Number.

LeadSquared NextGen Interface

 

6. Quick View – More Details, Fewer Clicks

Why It’s Useful?

  • Saves time and reduces unnecessary clicks.
  • View lead/task details instantly by clicking on the row.
  • Take key actions—update status, assign tasks, add notes—without leaving the page.
Currently Available On Leads, Opportunities, Tickets and Tasks (Manage Tasks and Smart Views).
Coming Soon Support for Activities and Accounts.

Where You Can Access Quick View

Quick View is seamlessly integrated into several key areas of the platform, making it readily accessible:

  • Global Search – Click on any search result to launch the Quick View panel.
  • Smart Views – Instantly access task details and take actions directly from your Smart Views dashboard.
  • Manage Pages – Available on the Manage pages for Leads, Tasks, Tickets, and Opportunities (via Global Search).

How to Use Quick View for Tasks

  1. Go to the Manage Tasks and Smart Views page.
  2. Click anywhere on a row to open the Quick View Panel.
  3. Perform quick actions without navigating away.
    • If you’ve completed the task, click Mark Complete.
    • Click the Leadsquared - NextGen UI edit icon to make changes to the task and once done, click Save & Close.
    • Click the Leadsquared - NextGen UI delete icon to delete the task. On the Delete Task popup, click Yes, Delete

Leadsquared - NextGen UI

How to Use Quick View on Global Search

  1. Search for a lead using Global Search, then click a result to open the Quick View Panel.
  2. Perform quick actions.
    • Click the Leadsquared - NextGen UI actions icon to perform other actions like calling, emailing, changing stage etc,.
    • Click Leadsquared - NextGen UI icon to view the complete lead details page.
Note: All the actions in the Quick View panel are displayed based on the Lead Details View Customization.

Leadsquared - NextGen UI

 

7. LSQ1 Design System – A Cleaner, More Efficient UI

Key Upgrades:

  • Customizable Filters: Instantly create and pin filters for quick, effortless access.
  • Smarter Columns: Drag, reorder, and resize columns for efficiency.
  • Seamless Pagination: Smooth scrolling between pages.
Currently Available On Smart Views, Manage Leads, Manage Opportunities, Manage Activities, Manage Tasks and Manage Lists pages

How to Use Customizable Filters

  1. Go to any data grid (Smart Views. Leads, Activities, Tasks).
  2. Click the Add Filter icon.
  3. Select the relevant default filter or click Configure Fields to add more filters to the list. Click Update to add the fields as filters.
  4. To search for entities based on the filter, click the Add Filter icon and select the relevant filter.
  5. Then select the value from the drop-down. Once the value is selected, click anywhere outside the drop-down to retrieve the results.

Leadsquared - NextGen UI

How to Pin Filters

Pinned filters appear next to the Add Filter icon. You can pin upto five of your frequently used filters by clicking the Leadsquared - Nextgen UI pin icon alongside the relevant filter. Search for entities with this filter any time.

Leadsquared - NextGen UI

How to Use Advanced Filters

Use Advanced Filters (formerly Advanced Search) to find leads that match multiple conditions (e.g., Country = India, Stage = ‘Prospect’, Last Activity = engaged with email campaign).

Available on: Manage Leads, Manage Opportunities and Manage Activities
  1. Click Filter>Advanced Filters.
  2. Click Add Condition, enter criteria, and click Add.
  3. Click Show Results to view matching leads

Leadsquared - NextGen UI

How to Use My Filters to Save Frequently Used Advanced Filters

My Filters (previously Quick Filters) allow you to save your frequently used filters, making it simple for you to find leads faster. Once you’ve created an Advanced Filter, save it as a quick filter for easy access.

Note: The My Filters feature is available only on the Manage Leads page.
  1. Navigate to Filters>Advanced Filter.
  2. An Advanced Filter pop-up will appear. Select Search Criteria and click Add.
  3. The selected criteria will appear. Now click Save as a Quick Filter.
  4. Assign a name to the filter and click Create. The added Quick Filter will be added to the My Filters dropdown.

Leadsquared - NextGen UI

How to Customize Columns

Use Manage Columns to add, pin, and rearrange up to 60 columns in your grid. Extra columns become horizontally scrollable for easy access.

Available on: Smart Views, Manage Leads, Manage Opportunities, Manage Tasks, Manage Activities, and List Details pages.
  1. Click Leadsquared - NextGen UI in the top-right corner of the grid.
  2. Select the checkboxes for the fields you want to display.
  3. Selected fields move to Scrollable Columns and appear in the grid.

Leadsquared - NextGen UI

How to Pin and Rearrange Columns

Pinning a column moves it to the front of the grid and freezes it in place. Pinned columns remain visible and do not move or get hidden when scrolling through the grid. You can pin up to four columns, with two primary columns pinned by default.

  1. Click the Leadsquared - Nextgen UI icon alongside the relevant selected column to pin it. The field will move under the Pinned Columns section.
  2. Click and hold the Leadsquared - NextGen UI move icon to reposition the field within the column as per your preference. This can also be done in the Scrollable Columns section to rearrange the fields in the grid.
  3. Once you’ve selected and pinned the columns, click Update.

Click Restore Default if you want to bring back the default view.

Leadsquared - NextGen UI

How to Use Pagination

Seamlessly navigate between multiple grid pages using user-friendly pagination. The page navigation bar, fixed at the bottom, lets you switch pages and view the visible and total row count across all pages. You can choose the number of rows to display per page.

Available On: Smart Views, Manage Leads, Manage Opportunities, Manage Tasks, Manage Activities, Manage Lists and List Details pages.

Leadsquared - NextGen UI

 

8. Smarter Workspaces: Powerful Enhancements on Every Page

Here’s whats new –

  • Smart Views – Switch between top and side panel layouts for a more flexible workspace.
  • Manage Opportunities – Get a better view of all your opportunities across different opportunity types.
  • Manage Activities – View all activity types upfront in a dedicated panel for faster access.
  • Manage Lists – A cleaner layout with quick access to essential actions.
  • Entity Details – Centralized actions, and easier access to key info on Lead, Opportunity and Account details pages.

Upgraded Smart Views  – Flexible Panels & Quick Edits

How to Switch Panel Views

On the Smart Views page, you can switch between Top and Side views of tabs. The tabs are in top view by default.

  1. Click the Leadsuared - NextGen UI side view icon alongside the leftmost tab to view all the Smart Views tabs in a list form.
  2. Click and hold the relevant tab to reposition it within the list.

Leadsquared - NextGen UI

Alongside the Smart Views heading –

  • Click the Leadsquared - NextGen UI plus icon to add a new Smart Views Tab.
  • Click the Leadsquared - NextGen UI Collapse/Expand Menu icon to toggle the visibility of the Smart Views tabs list.

Leadsquared - NextGen UI

To switch back to the top view –

  1. Click the Leadsquared - NextGen UI top view icon on top of the Smart Views heading.
  2. Click and hold the relevant tab to reposition it.

Leadsquared - NextGen UI

To add a new Smart Views Tab when in top view, click the Leadsquared - NextGen UI plus icon next to the rightmost tab.

Leadsquared - NextGen UI

How to Quick Edit Tab Info

Click the Leadsquared - NextGen UI Tab Info icon to key info like the tab description, conditions, creation and modification dates, and owner.

  • To delete a particular Smart Views Tab, click Delete View.
  • If the tab was created by you, you can make changes to it by clicking Edit View.

Leadsquared - NextGen UI

Manage Opportunities

The Manage Opportunities page is more efficient, allowing you to access all your Opportunity Types with fewer clicks. The opportunity types are listed in a collapsible panel on the left side of the screen. You can expand or collapse this panel to easily switch between types or get a full view of your opportunity grid.

How To Expand and Collapse the Opportunity Type List

To get a better view of the opportunity grid, click the Leadsquared - NextGen UI Collapse/Expand Menu icon. This will toggle the visibility of the Opportunity Types column as needed.

Leadsquared - NextGen UI

Manage Activities – Instant Access to All Activity Types

No more drop-downs, now instantly see all activity types at a glance—listed in a left-side panel for easy access. Pin your frequently accessed activity types to the top for easy access.

How to Pin Activity Types

  1. Scroll through the list of Other Activity Types or search for it using the search bar on top of the Activity Types column.
  2. Hover over the relevant activity and click the Leadsquared - NextGen UI pin icon alongside it.

Leadsquared - NextGen UI

Click to view the activities related to a particular activity type. Key actions are available upfront and the same LSQ1 filtering, column customisation and pagination improvements are available.

Leadsquared - NextGen UI

How to Collapse and Expand the Activity Type List

To get a better view of the activity grid, click the Leadsquared - NextGen UI Collapse/Expand Menu icon. This will toggle the visibility of the Activity Types column as needed.

Leadsquared - NextGen UI

List Management – Cleaner Layout and Quicker Actions

How to Use the New Manage Lists Page

  • You can send emails to lists directly from here. Click Leadsquared - NextGen UI to open the Send Email popup.
  • Click the Leadsquared - NextGen UIedit icon to edit the list. Click the Leadsquared - NextGen UI delete icon alongside the relevant list to delete it.
  • Click the Leadsquared - Actions Icon actions icon alongside the relevant list to perform any action including messaging, making a call etc.

Leadsquared - NextGen UI

How to Use the New List Details Page

The List Details page now lets you perform quick actions like making calls and sending emails. For more actions, hover over the Leadsquared - NextGen UI actions icon.

Leadsquared - NextGen UI

By clicking Leadsquared - NextGen UI the info icon, you can get details about the list including the description, type, creator, modifier, creation and modification dates and time.

Leadsquared - NextGen UI

Redesigned Detail Pages – Everything You Need, Upfront

Lead, Opportunity, and Account details pages now bring key actions like adding activities, opportunities, emails, calls, and notes into a single, streamlined interface. The new VCard and dedicated Notes section make it faster to act, easier to get context, and effortless to update records.

Unified Action Panel – The New VCard Experience

Save time with the new VCard Action Panel, which brings all key actions – add activities, create notes, launch forms, and more – into one consistent, intuitive location. Previously scattered across tabs and menus, these actions are now available upfront on the entity details page.

Action Overview

  • Primary Actions: Shown as icons directly on the VCard.
  • Secondary Actions: Available under the More Actions Leadsquared - NextGen menu.
Available On Lead Details, Opportunity Details, Account Details
Note: The actions shown on the VCard, as well as the Properties and Metrics sections, can be configured using Lead Details View Customization (LDVC) and Opportunity Details View Customization (ODVC).

Editing Lead Details from the VCard

The edit actions are now available on the VCard itself. For lead properties, there’s an edit Pencil Edit iconicon alongside the card.

To Edit VCard or Full Lead Details

  1. Hover over the Leadsquared - NextGen More Actions icon on the VCard.
  2. Select Edit VCard or Edit Lead Details.
  3. In the popup, update the necessary details and click Save & Close.

To Edit Lead Properties

  1. Alongside Lead Properties, click the Edit Icon.
  2. Update the properties and click Save & Close.

Launching Forms and Processes

Launch forms and workflows (such as loan or education applications or custom processes) directly from the VCard using the Forms Forms and Processes icon on the Lead VCard icon.

New Experience - Entity Details Page VCard Actions

Dedicated Notes Panel – Faster Access, Cleaner View

To help you access and manage notes more efficiently, they are now displayed in a dedicated panel on the right side of all entity details pages.

  • View, add and edit your notes with minimal clicks.
  • Click the Expand Expand Collapse Icon icon to expand or collapse the panel as needed.
  • The most recently added note appears at the top, followed by older entries.
Note: The Notes panel will only be visible if the Notes tab is enabled while configuring the Lead Details View.
Available On Lead Details, Opportunity Details

Notes Panel on Entity Details Pages

Leftmost Tab Set as Default View

The first (leftmost) tab is now automatically set as the default landing page. This is the tab that opens by default when you access the entity details page.

Available On Lead Details, Opportunity Details, Account Details

Tab Navigation on Entity Details Pages

Quick Access to Documents

Documents attached to Notes or uploaded via Custom Field Sets (visible in the Documents tab) can now be viewed in an expandable pop-up window within LeadSquared, allowing for a smoother in-app viewing experience.

You can also preview Microsoft Office documents directly – no downloads required.

  1. Click any file to open it.
  2. Use the Leadsquared - NextGen Expand icon to view the document in full and the Leadsquared -NextGen Minimize icon to collapse the view.
  3. Click the Leadsquared - NextGen Download icon to save the file locally.

View Documents within LeadSquared

Activity Details Made Accessible

Activity details are now displayed in a panel on the right, making all important context available at a glance.

Activity Details on Entity Details Page

 

9. App Tabs: Seamlessly Manage Multiple Leads & Opportunities

With App Tabs, you can open multiple entity detail pages (leads, opportunities, etc.) within the application, eliminating the need to juggle multiple browser windows. Switch between tabs seamlessly and return to grid pages anytime using the top navigation. You can open up to five App Tabs at a time. To learn more, see App Tabs – Feature Guide.

Leadsquared - NextGen UI

 

Any Questions?

Did you find the content in this article helpful? Feel free to leave doubts/questions in the comment section below. We’ll get back to you as soon as possible.

Chatbot Analytics

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1. Feature Overview

The Analytics screen displays key metrics for all chatbots in your account. It shows crucial metrics like total messages, average response time, total handovers to agents, and more. These insights help you assess bot performance and identify areas for improvement. Use this data to optimize engagement and improve response efficiency.

LeadSquared Chatbot Analytics

 

2. Prerequisite

You must be an admin user to access the Analytics page.

 

3. View Analytics

To view the Analytics page –

  1. Navigate to Apps>Chatbot, and click Get Started.
  2. On the Chatbot screen, click Analytics.

LeadSquared Chatbot

 

4. Understand the Analytics

The following metrics are available on the Analytics page –

4.1 Top Bar

  • From the All Bots dropdown, select the chatbot whose analytics you want to view. The All Bots option shows the average metrics for all chatbots in your account.
  • Use the predefined date range options (e.g., Today, Last Week, Last 12 Weeks) to filter the analytics.
    • If required, you can also add a custom date range.
Note: You can choose a custom date range of up to 6 months from the current date.

LeadSquared Chatbot Analytics

4.2 Summary Metrics

All these metrics are displayed for the selected date range, and for the chosen bot –

  • Total Messages – The total number of messages your bot sent to your leads.
  • Total Sessions – The total number of bot sessions started. A session begins when either the bot initiates a conversation or a customer sends the first message.
  • Unique Sessions – The total number of unique customers (leads) who interacted with the bot.
  • Total Fallback Messages – The total number of fallback messages the bot sent.
  • Workflows Completed – The number of times the Final Node was triggered inside the selected bot.
  • Average Response Time – Displays the average time your bot takes to respond to a lead’s message.
  • Drop Rate – Shows the number of times a lead dropped off from a chat. This is calculated using the number of times the Final Node was not triggered during a chatbot journey.
  • Active Users – The number of leads who are currently having a conversation with the bot.
  • Total AI Positive Feedbacks – The number of thumbs-up votes the bot received.
  • Total AI Negative Feedbacks – The number of thumbs-down votes the bot received.
  • Total Handover Count – The number of chats that were handed over to an agent in your organization.
Note: Summary metrics are visually represented as graphs at the bottom of the Analytics page.

LeadSquared Chatbot Analytics

4.3 Other Metrics

Most Frequent Messages – Lists the most common messages sent by leads to the bot.

LeadSquared Chatbot Analytics

Most Fallback Messages – Lists the most common lead messages that triggered the bot’s fallback response.

LeadSquared Chatbot Analytics

 

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!

UDS Create Actions – Lead Capture Action

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1. Feature Overview

The Lead Capture action template in Universal Data Sync (UDS) allows you to either create a new lead or update an existing one based on a defined search key.

This template uses the LeadSquared V2 Lead.Capture API, eliminating the need for manual API setup.

Note: For an overview on UDS actions, refer to Universal Data Sync (UDS) – Create Actions Overview.

 

2. Use Case

Use this template when you want to:

  • Update an existing lead in LeadSquared if it matches a specific field value (such as Email or Phone),
  • Or create a new lead if no existing lead is found with that value.

This helps ensure that duplicate leads are not created when the same contact enters the system more than once.

 

3. Configure Lead Capture Action

1. Select Template

Click +Action and choose the Lead Capture template.

uds create actions lead capture navigation

2. Select Behavior

When a lead is found using the search key, use the Capture Behavior setting to define how the existing lead should be updated:

  • Do Not Update – The lead will not be modified even if it is found.
  • Update Only Empty Fields – Only fields that are currently blank in the lead record will be updated.
  • Do Not Update Unique Fields – All fields except those marked as unique will be updated.
  • None – No special update rule; the lead will be updated as per the mapped fields.

This setting provides control over how existing data is handled during capture, helping to avoid unwanted overwrites.

uds actions lead chapture behavior

3. Configure Field Mapping

Map source fields to LeadSquared lead fields.

You can do that by selecting the desired Lead fields from the dropdown. Click on + icon, select Entity as Lead, and select the desired field from the dropdown.

For example:

  • Email → lead.EmailAddress
  • Phone → lead.Phone
  • Custom fields → relevant lead fields

Specify a search key field (e.g., Email or Phone) that will be used to find existing leads.

uds actions lead capture field mapping

Note: You can optionally set static values or use formulas for field transformations.

configure static values and transformation in lead create action

4. Configure Response Mapping (Optional)

Capture output fields such as LeadId, Status, or Message. You can also define conditions for success/failure based on API response.

uds actions lead capture success error mapping

 

FAQs

1. What credentials are used?
System user credentials are used to make API calls.

2. Are API limits applicable?
Yes. These calls are counted toward your LeadSquared V2 API limits (daily and 5-second burst).

3. What happens if limits are exceeded?
API requests will be rejected until your usage is back within limits.

4. What errors should I expect?
Standard V2 API errors will be returned. See the LeadSquared V2 API Reference for details.

TCP Trigger and TCP Action in UDS

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1. Feature Overview

Universal Data Sync (UDS) now supports TCP (Transmission Control Protocol) as both a Trigger and an Action. This allows LeadSquared to integrate with healthcare and legacy systems that rely on socket-based communication instead of REST/HTTPS APIs.

With TCP support, UDS workflows can:

  • Receive inbound HL7 messages over TCP and trigger workflows in real time
  • Send outbound HL7 messages to external systems using TCP or MLLP

This capability is primarily intended for healthcare integrations and legacy platforms where message accuracy, ordering, and reliability are mandatory.

 

2. Use Cases

Receive Healthcare Data

  • Accept inbound HL7 messages from EHR/EMR systems
  • Trigger workflows for patient registration, updates, and appointment events

Send Data to Healthcare Systems

  • Push ADT and appointment-related HL7 messages to partner systems
  • Support outbound integrations with hospitals and healthcare platforms

Integrate with Legacy Systems

  • Connect to systems that do not expose REST APIs
  • Enable socket-based communication using TCP or MLLP

 

3. Key Technical Concepts

Term

Description

TCP

Reliable, bidirectional protocol that ensures ordered and complete data delivery

HL7

Health Level Seven – standard for exchanging healthcare data

ADT

Admission, Discharge, Transfer events

SIU

Scheduling Information Unsolicited events

MLLP

HL7-specific wrapper used to safely transmit messages over TCP

Supported HL7 Message Types

ADT Events

  • ADT-A04 – Patient creation / registration
  • ADT-A08 – Patient information update

SIU Events

  • SIU-S12 – New appointment booking
  • SIU-S14 – Appointment modification
  • SIU-S15 – Appointment cancellation

 

4. Configure TCP Trigger

A TCP Trigger starts a workflow when HL7 data is received over a TCP connection.

Step 1: Trigger Selection

  • Request Data Format: HL7 (pre-selected)
  • Connection Type:
    • TCP
    • MLLP (recommended for HL7)
  • Message Type: Select the relevant ADT or SIU event

Sample HL7 Payload

Provide a sample HL7 message from the source system or send a test message. This sample is used to identify segments and enable variable mapping.

MSH|^~\\&|HIS|Hospital|LSQ|LeadSquared|202401011230||ADT^A04|MSG00001|P|2.3
EVN|A04|202401011230
PID|1||12345^^^Hospital||Doe^John||19800101|M|||123 Main St^^City^State^12345||9876543210
NK1|1|Doe^Jane|SPOUSE|9876543211

Step 2: Configuration

After saving the trigger, UDS generates:

  • Host (IP Address)
  • Port Number
  • App ID
  • Flow ID

Configure the external system to send HL7 messages to the provided host and port.

Note: All TCP triggers within a tenant share the same host and IP. App ID and Flow ID help identify the target workflow.

Configure TCP Trigger

 

5. Configure TCP Action

Variable Mapping

  • Variables extracted from the TCP trigger or previous actions can be inserted into the HL7 request body
  • Users should map values based on HL7 segment definitions (PID, EVN, MSH, etc.)

Configuration Details

Provide the following information:

  • Destination Host / IP Address
  • Port Number
  • Protocol Type: TCP or MLLP
  • Data Transmission Type: HL7
  • Message Type: ADT or SIU event
  • Request Body: HL7 message (supports variables)

configure tcp action

 

6. Logs

Execution logs are available for monitoring and troubleshooting.

TCP IP logger uds

 

FAQs

Is TCP supported for non-healthcare use cases?

TCP support is designed primarily for healthcare and legacy systems. Non-healthcare use cases are supported only if the external system uses HL7 over TCP.

Can I send or receive JSON data over TCP?

No. Currently, only HL7 data format is supported for TCP triggers and actions.

What is the difference between TCP Trigger and Webhooks?

Webhooks use HTTPS endpoints, while TCP Triggers rely on socket-based communication using IP and port. TCP is commonly required by legacy and healthcare systems.

Should I use TCP or MLLP?

MLLP is recommended for HL7 communication as it safely wraps messages over TCP.

Are UI changes expected for TCP workflows?

Yes. UI improvements for TCP configuration are ongoing and may change in future releases.

 

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!

Universal Data Sync (UDS) – Logs

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1. Feature Overview

The Logs feature in Universal Data Sync (UDS) allows you to monitor and troubleshoot the execution of your data sync flows. It provides complete visibility into the input requests, action-wise execution paths, transformation outcomes, and response payloads.

Each log entry reflects a unique request processed by a UDS flow and helps you:

  • Understand how each step in the flow was executed.
  • Identify failed or skipped actions.
  • Debug input-output mappings and transformations.
  • Track API return responses.

Key highlights:

  • Logs are stored for 90 days.
  • You can filter logs by flow name and its date range.
  • All request and action statuses are recorded.

uds logs overview

 

2. Prerequisites

  • You must be an Administrator user, or access must be shared to you by an Admin user
  • The Universal Data Sync Connector is a paid feature. To enable it on your account, contact your account manager, or write to support@leadsquared.com.

 

3. Use Case

Let’s say you’ve configured a flow that fetches data from a database and returns it via an API. You want to:

  • Confirm if the data was fetched correctly.
  • Check if transformations were applied properly.
  • Ensure the correct data was sent in the response.

Using the logs, you can trace each action that was executed, verify the output at each stage, and understand exactly what was returned to the caller.

 

4. Accessing Logs

You can access logs from:

  • The All Flows screen (click the three-dot menu next to a flow>Logs).
  • The individual Flow Details page (click the Logs tab).

navigating to uds action logs

Logs are grouped by flow and are filterable by date and time.

Note: You can also navigate across other flows within the same app by selecting the flow name from the top-left dropdown.

filtering uds logs

 

5. Understanding Log Details

At the top of the logs page, you’ll see a summary section that displays:

  • Total number of events – Total requests received or sent on UDS.
  • Queued Requests – Total requests that are in progress or are scheduled for delayed time due to set rate limit.
  • Successful Requests – Total requests that were successfully processed or intentionally skipped according to set conditions.
  • Error Requests – Total requests that encountered general errors, partial errors, complete failures, or were invalid due to incorrect or incomplete data.

This summary auto-updates when you adjust the date range.

Each individual log entry includes:

  • Request ID/Sync Job ID
  • Status for each request
  • Execution Timeline
  • Status for each action
  • Return Response (if applicable)*

*Return Response Actions are not visible as separate log steps, but their responses are logged in the output.

Note: By default, UDS logs can only be searched using a Request ID, making it difficult to trace business-critical records and slowing down investigations. Logger Parameters address this by allowing up to three custom key-value pairs (like Loan ID, Applicant ID, or Phone Number) to be logged alongside the Request ID. For more information, refer to Logger Parameters in UDS.

understanding uds logs details

 

6. Execution Statuses

6.1 Request-level Status Definitions

Each UDS log entry includes a request-level status that summarizes the outcome of all actions executed in a flow. Here’s what each status means:

Status Type Definition
Queued The request was accepted and is waiting in the queue to be processed.
Success The request was accepted, and all actions were processed with statuses marked as either Success or Skipped, with at least one action marked as Success.
Skipped The request was accepted, and all actions were processed with a status of Skipped.
Invalid The request was accepted, but at least one action was marked as Invalid due to missing or malformed input variables.
Failed The request was not accepted, and the webhook response was returned as an Error (e.g., due to rate limits, invalid authentication, etc.).
Partial Error The request was accepted, with at least one action marked as Success or Skipped, and at least one action marked as Error.
Error The request was accepted, and all actions were processed with a status of Error.
Rejected The request was rejected due to exceeding the maximum number of requests defined in the trigger’s advanced configuration.

These statuses help you quickly identify whether a request completed successfully or encountered issues during processing.

6.2 Action-level Statuses

Each action in a flow also logs an individual status:

  • Success – Action completed without errors.
  • Invalid – Input values or configurations were missing or incorrect.
  • Error – The action failed during execution.
  • Skipped – Action did not run due to conditional logic or data absence.
Note: If an action is rejected (e.g., by a third-party API), it’s treated as an Error within the UDS platform.

 

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!

Logger Parameters in UDS

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1. Feature Overview

By default, users can only search UDS logs using a Request ID, making it difficult to trace business-critical records such as Loan ID, Customer ID, or Phone Number when issues arise. This slows down investigations, increases developer dependency, and delays resolution.

Logger Parameter solves this by allowing users to define up to three custom key-value pairs (like Loan ID, Applicant ID, or Phone Number) along with the Request ID.

This empowers admins to instantly locate relevant records, reduce error resolution time, and minimize reliance on developers. As a result, it helps maintain data integrity, prevent workflow disruptions, and ensure a smoother experience.

Note: Logger Parameters are available in new versions of UDS flows. Older flows and Lead Capture connectors will include this feature in upcoming releases.

 

2. Configure Logger Parameter

2.1 Access Advanced Options

Logger Parameters are available under Flow Advanced Options. Navigate to UDS App>Flow card(⋮ menu)>Advanced Options>Logger Parameter.

Note: Advanced Options are a request-only feature. Contact your account administrator or support@leadsquared.com to enable them.

2.2 Add Logger Parameters

Up to three keys can be configured. Parameters can be mapped using dropdowns or custom mappings.

Keys may be selected from:

  • Request data fields
  • Headers
  • Query parameters
  • Action response fields.
Note: Logger parameters won’t capture mapped values if encryption (webhook or action request response) is enabled.

2.3 Save Configuration

Once parameters are added and saved, they are automatically logged with every request.

navigate to and configure logger parameters

2.4 Custom Mapping

You can define custom keys in Logger Parameters to capture specific values from the incoming request.

For example, you can capture values from the request URL’s query string in Logger Parameters. If the incoming request is:

https://webhook.leadsquared.com/api/v2/uds?entityType=Loan&partnerId=ACME001

You can configure the Logger Parameters as follows:

Key Name Source Custom Key
EntityType Query entityType
PartnerId Query partnerId

custom mapping logger

 

3. Using Logger Parameters in Logs

On the Logs screen, search is available for Request ID by default, and Logger Parameters will appear as additional searchable fields.

Notes

  • A maximum of three Logger Parameters can be configured per flow.
  • Only exact matches are supported in searches.

logger navigating to logs

 

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Universal Data Sync (UDS) – Dashboard

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1. Feature Overview

The UDS Dashboard provides a single, consolidated view of your Universal Data Sync (UDS) flows and applications. Instead of searching through countless individual logs, you can see all the important information in one centralized view.

This dashboard helps you:

  • Monitor performance across all apps and flows.
  • Detect and categorize errors quickly.
  • Analyze processing times and execution volumes.
  • Make data-driven decisions with trend analysis.

 

2. Prerequisites

  • You must be an Administrator user, or access must be shared to you by an admin user.
  • The Universal Data Sync Connector is a paid feature. To enable it on your account, contact your account manager, or write to support@leadsquared.com.

 

3. Access the UDS Dashboard

To access the UDS Dashboard, navigate to Apps>Universal Data Sync (UDS) and select the Dashboard tab.

Navigate to UDS Dashboard

 

4. UDS Dashboard Features

The UDS Dashboard gives you access to the following features:

1. Filters and Time Range

  • Date Range: By default, the dashboard shows data for today. You can customize the time range as needed.
  • App and Flow Filters: Select one or multiple UDS apps/flows to refine the metrics view. By default, all are selected.

uds dashboard date app flow filters

2. Summary Metrics & Request Summary

Summary Metrics:

  • Active Apps: Total number of apps with at least one request in the selected time period.
  • Active Flows: Total number of flows with at least one request in the selected time period.
  • Average Processing Time: Average request execution time.

Request Summary – Breakdown of requests by status:

  • Success: Includes successfully executed and skipped requests.
  • Error: Includes failed, partial error, invalid, and partially completed requests.
  • Queued: Requests in waiting or in-progress for execution.

uds summary metrics and request summary

3. Top 15 Apps Execution

  • Displays the 15 apps with the highest request volumes in the selected period.
  • Color-coded view for request statuses (success, error, queued, etc.).
  • Option to switch between graphical and tabular views.
  • Option to search for an app in the tabular view.

UDS Dashboard top 15 apps execution chart

4. Top 15 Flows Execution

  • Lists the 15 flows with the highest execution volume.
  • Hover on the flow name to view the associated app name.
  • Option to switch between graphical and tabular views.
  • Option to search for a flow in the tabular view.

uds dashboard top 15 flow execution chart

5. Request Trend

  • Displays request data based on the time range selected.
  • You can filter to view only specific error graphs.
  • For definitions of error types, visit the Logs page.

uds dashboard request trends

6. Error Details & Error Details per Flow

Error Details:

  • Categorization of errors by type: error, failed, and partial error.
  • Provides overall error counts for the selected time range.
  • Shows which types of errors happen most often that affect your account – like complete errors, partial errors, or failed requests.

Error Details per Flow:

  • Provides granular visibility of errors at the flow level.
  • For each flow, you can see:
    • App Name
    • Flow Name
    • Error Counts (error, failed, and partial error)
  • Enables you to identify exactly which flows contribute the most errors, making it easier to prioritize troubleshooting.
  • Includes search and filter options (e.g., filter by error type).

uds dashboard error details and error details per flow

7. Processing Duration Trend

  • Shows how long requests took to process on average within the selected time range.
  • Helps you spot time periods when processing duration increased.

Note: Processing duration depends on several factors, including:

  • Number of requests being processed
  • API response times from connected systems
  • Sequential execution conditions applied to flows

uds dashboard average processing duration trend

 

FAQs

1. Can I filter metrics by specific apps or flows?

Yes. Use the app/flow filters at the top of the dashboard to refine your view.

2. What does “Active Apps” mean?

An app is marked active if it had at least one request in the selected time period.

3. How often is data refreshed?

Data is updated in near real-time, based on flow execution logs.

4. How can I view logs of a flow?

Refer to the following article: Universal Data Sync (UDS) – Logs.

 

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UDS Integration Assistant

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1. Feature Overview

The UDS AI Assistant helps you configure flows, debug failed executions, and generate transformation logic — directly within the UDS interface. Instead of manually analyzing error logs or writing LiquidJS expressions from scratch, you can use the assistant to get explanations, suggested fixes, and ready-to-use code.

The assistant supports three primary use cases:

  • Debugging failed logs — Analyze why a flow execution failed and get recommendations for next steps.
  • Generating transformation logic — Describe your input and desired output, and the assistant returns the corresponding LiquidJS expression.
  • General configuration help — Ask questions about how to set up or manage flows in UDS.

 

2. Prerequisites

  • You must be an Administrator user, or access must be shared to you by an Admin user
  • The Universal Data Sync Connector is a paid feature. To enable it on your account, contact your account manager, or write to support@leadsquared.com.

 

3. Accessing the AI Assistant

You can open the AI Assistant from anywhere within UDS using the Ask AI button in the interface. This gives you a chat window where you can ask general configuration or transformation-related questions.

Ask AI button

When working inside a specific app’s logs, you also have a Debug with AI option on individual log entries. This passes the relevant request ID and error details directly to the assistant for analysis.

debug with AI

 

4. Debugging Logs with AI

When a flow execution fails, UDS records the error details in the app’s execution logs. In some cases, the error message is self-explanatory (for example, “Field value cannot be more than 200 characters in length”). In other cases, the log may show a generic failure with no clear cause, such as an empty response from a third-party API.

The Debug with AI feature helps in both scenarios — it interprets the error, explains the likely cause, and suggests corrective steps.

How to Debug a Failed Log Entry

  1. Open the UDS app whose logs you want to review.
  2. Navigate to the Logs section.
  3. Locate the failed log entry.
  4. Click Debug with AI.

The assistant receives the request ID and associated error details for that log entry. It then analyzes the failure and returns an explanation in the chat panel.

What the Assistant Returns

Depending on the error, the assistant provides:

  • A plain-language explanation of why the execution failed.
  • The likely root cause (for example, a connection timeout, an invalid field value, or a missing required parameter).
  • Suggested next steps to resolve the issue.

If the initial summary is not detailed enough, you can ask follow-up questions in the chat to get more specific guidance.

Note: The assistant may take a few moments to return a response, depending on the complexity of the log entry.

debugging logs with uds integration assistant

 

5. Generating Transformation Logic

When mapping data between systems, you may need to transform values into a format that the receiving API accepts. UDS uses LiquidJS for custom transformation logic (see Transformations in UDS for details).

Instead of writing LiquidJS expressions manually, you can describe what you need to the AI Assistant and it will generate the logic for you.

How to Generate a Transformation

  1. Open the AI Assistant from anywhere in UDS.
  2. Describe your transformation requirement. Include:
    • The input format (what the current value looks like).
    • The desired output format (what the receiving system expects).
  3. The assistant returns the LiquidJS expression.
  4. Copy the expression and paste it into the transformation field for your mapped variable.

Example

You receive a phone number from an API in the format +91-9876543210, but the downstream API requires the format 91(98765)-43210.

You can describe this to the assistant:

“The input phone number is in the format +91-9876543210. I need the output in the format 91(98765)-43210. Can you give me the transformation logic?”

The assistant returns the corresponding LiquidJS expression, which you can copy and apply in the transformation configuration for that field.

 

FAQs

1. Where can I access the AI Assistant?

The assistant is available from anywhere within the UDS interface. For log debugging specifically, you can also use the Debug with AI option on individual log entries.

2. Can the assistant fix errors automatically?

No. The assistant provides analysis and suggestions. You need to apply the recommended changes to your flow configuration or transformation logic manually.

3. What if the assistant’s response is unclear or incomplete?

You can ask follow-up questions in the same chat session to get more details or clarification.

4. Does the Debug with AI feature work for all log entries?

It works on failed log entries where a request ID is available. The assistant uses the request ID and error context to analyze the failure.

5. How should I phrase my transformation request to get accurate results?

Be specific about both the input and output formats, and include example values where possible. For instance, instead of asking “convert my phone number,” specify the exact formats: “The input is +91-9876543210 and I need the output as 91(98765)-43210.”

6. Should I test the generated transformation logic before applying it?

Yes. Use the transformation preview in UDS (if available) or an online LiquidJS playground to verify that the expression produces the expected output before saving it to your flow.

 

Any Questions?

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AI Knowledge Base Chatbot

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1. Feature Overview

This AI-powered chatbot enhances a journey-based bot by answering questions outside the configured chat flow. It learns from the knowledge bases and resources you provide, including open-ended content like documents or website links. Using this information, it addresses lead queries not covered in the original flow, while still following the Journey-based flow that you have configured.

Note:

  • The AI Knowledge Bot relies on a journey-based bot. You can either create a new journey bot and enable the AI feature or activate it on an existing journey bot that’s live in your account.
  • The difference between the AI Help Bot and AI Knowledge Bot is with the AI help bot, you had to manually add questions, answers, and utterances for the bot to address queries. Whereas with this bot, you simply upload resources, and the bot will analyze the content to educate itself and answer any questions related to the uploaded material.
  • Rate each response using the thumbs-up or thumbs-down option. Your feedback helps improve the system and trains the AI model to generate better answers.

LeadSquared Chatbot_AI Knowledge Base

 

2. Use Cases

  • AI-Powered Customer Support – Upload FAQs, manuals, and help docs to enable instant, AI-driven self-service.
  • Sales Enablement & Lead Nurturing – Equip sales teams with AI-driven responses from product playbooks and case studies.
  • Educational & Learning Support – Answer student queries using AI-powered insights from academic materials.
  • Healthcare & Patient Assistance – Provide instant patient support with AI-driven responses from FAQs.

 

3. Prerequisites

  • You must install the Chatbot connector. To enable it on your account, contact your account manager, or write to support@leadsquared.com.
  • You must get the AI Knowledge Bot feature enabled on your account. To do this, contact your account manager, or write to support@leadsquared.com.
  • You might come across a few terms for the first time in LeadSquared, so it’s important to familiarize yourself with the Glossary list for the Chatbot.

 

4. Create a Bot

Once the Knowledge bot is activated on your account, begin by building a Journey bot. Once the bot is ready –

  1. On your LeadSquared account, navigate to Apps>Chatbot, and click Get Started.
  2. On the Dashboard screen, from the left panel, click AI Knowledge Base, and then click Add Content.
  3. In the Add Content pop-up, enter the URL of the website where your content is stored. The bot will analyze the content on this website to educate itself.
    • Alternatively, click Browse to upload files* from your computer. The bot will analyze the content in these files to educate itself.
    • You can add multiple sources at once.
  4. Click Train Bot, then click Add Content, and allow the bot a few minutes to train itself.
  5. Once the status changes to “Trained”, navigate to the Bots screen.
  6. Alongside the bot with which you want to integrate the Knowledge Base (KB), under Actions, clickLeadSquared - edit territory allocation.
  7. On the Edit Bot pop-up, alongside Enable AI, enable the slider LeadSquared Service CRM, and under Add Context, add your organization’s name.
  8. Then, click Save. This bot will now use the resources you’ve added to the KB to address lead queries.

Note:

  • Once published, you can link this bot to an existing journey-based bot. If a lead asks a question not covered in the flow or triggers a fallback, the system checks this bot for answers and responds accordingly.
  • You can create multiple Knowledge Bases, and the bot will combine information from all of them to answer lead queries.
  • *The following file types are supported –
    • PDF
    • CSV
    • XLSX
    • DOCX
  • If you’re adding a website URL, entering just the homepage URL is enough. The bot will automatically crawl through all the linked pages within the website and learn from their content.

LeadSquared Chatbot_AI Knowledge Base

 

Any Questions?

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How to Add Activities to Leads and Opportunities

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1. Feature Overview

Activities represent key interactions or events that occur during a lead’s journey toward conversion. These can include default LeadSquared activities—such as form submissions, email opens, or email bounces—as well as Custom Activities configured to match your business workflows (for example, sending WhatsApp messages or scheduling meetings).

LeadSquared allows you to add activities to both Leads and Opportunities. Leads represent potential customers, while Opportunities represent potential deals associated with those leads.

You can add activities individually or in bulk from the Manage Leads, Lead Details, Manage Opportunities, and Opportunity Details pages. This helps teams efficiently log interactions, track engagement, and maintain accurate records of customer activity across the sales lifecycle.

 

2. Prerequisites

  • To add activities to opportunities, you must have the opportunities feature configured in your account. To enable it, please write to support@leadsquared.com
  • You must be the administrator or a marketing user of your LeadSquared account.

 

3. How it Works

  • You can add activities to leads from the Manage Leads page and the Lead Details page.
  • You can add activities to opportunities from the Manage Opportunities page and the Opportunity Details page.

 

4. Add Activities to Leads

4.1 From the Manage Leads Page

To add an activity to a single lead from the Manage Leads page –

  1. From the main menu, navigate to Lead Management>Leads.
  2. From the list of leads, against the lead on who you want to add the activity, hover your cursor over the siera 3 dotted icon icon.
  3. From the list of available action, click Add Activity.
  4. From the Activity Type dropdown, select the activity.
  5. Enter the Activity Date and Notes if required.
    • If required, you can also add a task by clicking Add Task, and entering the required details.
  6. Once you’re done, click Add. You’ll get a confirmation once the activity is successfully added.

add activity to a lead

4.2 Bulk Add Activities to Multiple Leads

To bulk add an activity to multiple leads from the Manage Leads page –

  1. From the main menu, navigate to Lead Management>Leads.
  2. Individually select the leads on whom you want to add the activity by clicking the Checkbox checkbox against the leads. You can also select all the leads on the page by clicking the Checkbox checkbox against Lead Name.
  3. Once you select multiple leads, the Add Activity option will be available, select it.
  4. From the Activity Type dropdown, select the activity.
    • If required, you can also add a task by clicking Add Task, and entering the required details.
  5. Once you’re done, click Add. You’ll get a confirmation once the activity is successfully added.

bulk add activity to leads

4.3 From the Lead Details Page

To add an activity to a lead from the Lead Details page –

  1. From the main menu, navigate to Lead Management>Leads.
  2. From under Lead Name, click on the lead on whom you want to add the activity.
  3. On the Lead Details page, on the Lead vCard, select Activity.
  4. From the Activity Type dropdown, select the activity.
  5. If required, you can also add a task by clicking Add Task, and entering the required details.
  6. Once you’re done entering the details, click Add. You’ll get a confirmation once the activity is successfully added.

For more information, refer to How to add Activity to Lead(s).

add activity to a lead in the lead details page

 

5. Add Activities to Opportunities

5.1 From the Manage Opportunities Page

To add an activity to an opportunity from the Manage Opportunities page –

  1. From the main menu, navigate to Lead Management>Opportunities>Opportunity Type.
  2. Against an Opportunity Name, under Actions, hover your cursor over the siera 3 dotted icon icon, and click Add Activity.
  3. From the Activity Type dropdown, select the activity.
  4. Enter the other details such as Activity Date and Notes, if required, on the pop-up.
  5. Once you’re done, click Add. You’ll get a confirmation once the activity is successfully added.

To know more about the Manage Opportunities page, refer to Opportunity Management.

add activity to an opportunity

5.2 Bulk Add Activities to Multiple Opportunities

To bulk add an activity to multiple opportunities from the Manage Opportunities page –

  1. From the main menu, navigate to Lead Management>Opportunities>Opportunity Type.
  2. Individually select the opportunities to which you want to add the activity, by clicking the Checkbox checkbox. You can also select all the opportunities on the page by clicking the Checkbox checkbox against Opportunity Name.
  3. Once you select multiple opportunities, the Add Activity option will be available, select it.
  4. From the Activity Type dropdown, select the activity.
    • If required, you can also add a task by clicking Add Task, and entering the required details.
  5. Once you’re done, click Add. You’ll get a confirmation once the activity is successfully added.

bulk add activity to opportunities

5.3 From the Opportunity Details Page

To add an activity to an opportunity from the Opportunity Details page –

  1. From the main menu, navigate to Lead Management>Opportunities>Opportunity Type.
  2. From under Opportunity Name, click on the Opportunity on which you want to add the activity.
  3. On the Opportunity Details page, on the vCard, select Activity.
  4. From the Activity Type dropdown, select the activity.
  5. If required, you can also add a task by clicking Add Task, and entering the required details.
  6. Once you’re done entering the details, click Add. You’ll get a confirmation once the activity is successfully added.

To know more about the Opportunity Details page, refer to Opportunity Details.

add activity to an opportunity in the opportunity details page

 

Any Questions?

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How to Remove Extra Activity Types from the Add Activity Button on the Mobile App

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Scenario: Users want to remove extra activity types appearing in the Add Activity dropdown on the LeadSquared Mobile App, which are not visible on the Web App.

LeadSquared Mobile App Customization

Solution: To resolve this issue, you can enable the advanced setting Remove Quick Add Activity Button. This ensures that only processes deployed on the Add Activity Button appear in the mobile app, removing any extra or default activity types.

Steps to Enable:

  1. Log in to your LeadSquared account.
  2. Navigate to Settings>Profile>Advanced Configuration.
  3. Use the search bar to locate the setting Remove Quick Add Activity Button.
  4. Enable this setting.

LeadSquared Advanced Configurations

Outcome After Enabling:

  • The Add Activity Button on the Mobile App will no longer show extra or default activity types.
  • Only processes specifically deployed on the Add Activity Button will be visible on the mobile app.

LeadSquared Mobile App Customization

Why can a Sales User view leads they don’t own?

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Issue: A Sales User (User A), who is not the lead owner, can view leads assigned to another user (User B).

Possible Causes:

  • Opportunity Ownership -If User A is the opportunity owner of an opportunity associated with a lead owned by User B, User A will automatically have “View” access to that lead. This is intended behaviour, as opportunity ownership grants visibility into the related lead details.
  • Lead Share – If User B has shared the lead with User A, User A will have access to the lead for a limited duration.
  • Sales Groups – If User A is the sales group manager, he will have to all the leads owned by User B.

Resolution: Check the opportunity ownership, lead share and sales group settings to discern why the user has access to another sales user’s leads.

Athenahealth Connector

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1. Feature Overview

Athenahealth is an Electronic Health Record (EHR) system offering solutions for practice management, patient engagement, revenue cycle management, and more. LeadSquared’s no-code Athena connectors sync leads and activities (patients and appointments) between your Athena and LeadSquared accounts. The following Athena connectors are available –

Athena Create Patient
When a new lead is created in your LeadSquared account, the create patient connector creates a corresponding new patient in your Athena account in real-time.

LeadSquared Healthcare Integrations

Athena Update patient
When a lead’s details are updated on LeadSquared, the update patient connector updates those details for the corresponding patient in your Athena account in real-time.

LeadSquared Healthcare Integrations

Athena Lead Sync
Syncs all patients from your Athena account and creates corresponding leads in LeadSquard. The sync occurs at configurable periodic intervals.

Athena LeadSquared Integration

Athena Appointment Sync
Syncs all appointments from your Athena account and creates corresponding activities in LeadSquard. The sync occurs at configurable periodic intervals.

Note: This connector is only available for healthcare domain customers in the US.

LeadSquared Healthcare Integrations

 

2. Prerequisites

  • You must be the Administrator of your LeadSquared account to install and configure this connector.
  • This is a paid connector. To enable it, reach out to your account manager, or write to support@leadsquared.com.
  • From your Athena account, you’ll require the following information (contact your Athena account representative for details) –
    • Department Id
    • Practice Id
    • Security Token
  • For the Athena Create Patient connector, Lapps must be enabled on your account. Create a LeadSquared Lapp for the Athena Create Patient and Update Patient connectors. In the connector configuration, you’ll be required to provide –
    • lappBaseUrl
    • x-api-key

 

3. How it Works

Once the connector access is enabled on your account, install the connector. Then, configure the connector with the relevant details, and ensure the field mappings between your LeadSquared and Athena accounts are accurate.

For the Athena Create Patient and Athena Update Patient connectors, a webhook URL is generated. Use this URL to set up a webhook in your LeadSquared account to post data to Athena for the required events (lead create, lead update, lead stage change, etc.).

 

4. Install the Athena Connector(s)

Note: We’ve used the Athena Lead Sync connector to demonstrate the installation process. The steps listed below are the same for all the Athena connectors.

  1. Navigate to Apps>Apps Marketplace.
  2. Search for Athena Lead Sync, and click Install.
  3. Once installed, hover your cursor over , and click Configure. On the Configure Athena Lead Sync pop-up, you can configure which users can access the connector configurations. We recommend you –
    1. Set Connector Access to Based on Role.
    2. Select User Roles as Administrator only.
  4. Click Save Details. This completes the connector set-up process.

Note:

  • Only Admin users can install the connector.
  • You don’t have to provide Connector Access to your sales managers and sales users here. Connector access only grants access to the connector configurations screen. Once installed, by default, all users will be able to create and view leads and activities synced through the connector.

LeadSquared EHR Integrations

 

5. Admin Configuration – Athena Create Patient

When leads are created in your LeadSquared account, this connector creates patients in your Athena account in real-time.

Navigate to Apps>Athena Create Patient.

LeadSquared Healthcare Integrations

5.1 Basic Settings

Enter the following details for the Athena Create Patient connector –

Property Description
baseUrl The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared – https://api.preview.platform.athenahealth.com
PracticeId Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information)
LSQAPIURL Enter your LeadSquared account’s Host URL, Access Key, and Secret Key. To obtain these, refer to Where can I find my LeadSquared API Host URL, Access Key and Secret Key?
x-LSQ-AccessKey
x-LSQ-SecretKey
lappBaseUrl The base Url of the Lapp and the x-api-key to authenticate calls to the Lapp.
To get these details, please contact your LeadSquared account manager or write to support@leadsquared.com.
x-api-key
Lead Source Enter the lead source through which the leads were captured (e.g., email campaign, etc.).
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 The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria The identifier used to push leads to your Athena account.
Lead Capture Secondary Search By Criteria If lead identification and transfer through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure If there is an error identifying and pushing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account.

To know more about the type of errors, please refer to Error Notifications.
Enable Notification Enable the Checkbox checkbox to ensure notification emails are sent to the selected user when there’s a failed query.

Once you’re done entering all the details, click Save & Next.

LeadSquared Healthcare Integrations

5.2 Entity Options – Athena Create Patient

Define the sync behaviour of the connector when patients are created and/or updated in your Athena account.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (email Id, phone number, etc.), LeadSquared identifies and pushes leads to your Athena account. Since the create patient functionality is handled by the Lapp, under Sync Behaviour, select Do Nothing.

LeadSquared Healthcare Integrations

5.3 Actions

Configure the actions performed when the connector is configured.

  • createpatient – When enabled, patient details are transferred to your Athena account.
  • Update PatId – This must be enabled to update the patient Id (created by Athena) in the relevant LeadSquared lead field.

5.4 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

LeadSquared Healthcare Integrations

5.5 Generate Webhook URL

After you provide basic details and finish field mapping, a custom webhook URL is generated. Copy this URL and use it to create a webhook in your LeadSquared account.

After you’ve set up the webhook, click More Actions, and enable the sync job. This ensures that through the webhook, lead data from LeadSquared is pushed to Athena.

Note: To view logs of all the sync jobs that have taken place, from the More Actions dropdown, click View Logs.

LeadSquared Healthcare Integrations

5.6 Create a Webhook

Once the URL is generated, use it to create a webhook in your LeadSquared account –

  1. Copy the webhook URL.
  2. Navigate to  My Account>Settings>API and Webhooks>Webhooks.
  3. Click Create, and enter the following details –
    • Type – Select Webhook.
    • Event – Select Lead Creation
      • Notify on Failure – Select if you want to be notified if the webhook fails.
    • Webhook URL – Select the method as https://, and paste the connector’s webhook URL that was generated in the previous step. Before you paste the URL, ensure you remove “https://” from the URL.
    • Content Type – Select application/json.
    • Execution Delays – If required, set a delay (in seconds) between the time the event occurs and the data is pushed to your Athena account.
    • Custom Headers – You can skip this step.
    • Description – If required, enter a description for the webhook.
  4. Once you’re done, click Save. The webhook will now push lead data from your LeadSquared account to your Athena account.

LeadSquared Healthcare Integrations

 

6. Admin Configuration – Athena Update Patient

When lead details are updated in your LeadSquared account, this connector updates the corresponding patient data in real-time in your Athena account in real-time.

Navigate to Apps>Athena Create Patient.

LeadSquared Healthcare Integrations

6.1 Basic Settings

Enter the following details for the Athena Update Patient connector –

Property Description
baseUrl The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared – https://api.preview.platform.athenahealth.com
PracticeId Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information)
SecurityToken Enter the Security token available in your Athena account (contact your Athena account representative for more information).
DepartmentId Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
Lead Source Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.).
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 The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria The identifier used to push leads to your Athena account.
Lead Capture Secondary Search By Criteria If lead identification and transfer through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure If there is an error identifying and pushing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account.

To know more about the type of errors, please refer to Error Notifications.
Enable Notification Enable the Checkbox checkbox to ensure notification emails are sent to the selected user when there’s a failed query.

LeadSquared Healthcare Integrations

6.2 Actions

updatePatient – Enable this action to update patient data in your Athena account.

6.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

6.4 Generate Webhook URL

After you provide basic details and finish field mapping, a custom webhook URL is generated. Copy this URL and use it to create a webhook in your LeadSquared account. After you’ve set up the webhook, click More Actions, and enable the sync job. This ensures that through the webhook, lead data from LeadSquared is pushed to Athena.

Note: To view logs of all the sync jobs that have taken place, from the More Actions dropdown, click View Logs.

LeadSquared Healthcare Integrations

6.5 Create a Webhook

Once the URL is generated, use it to create a webhook in your LeadSquared account –

  1. Copy the webhook URL.
  2. Navigate to  My Account>Settings>API and Webhooks>Webhooks.
  3. Click Create, and enter the following details –
    • Type – Select Webhook.
    • Event – Depending on your use case, select Lead Update, Lead Stage Change, etc.
      • Notify on Failure – Select if you want to be notified if the webhook fails.
    • Webhook URL – Select the method as https://, and paste the connector’s webhook URL that was generated in the previous step. Before you paste the URL, ensure you remove “https://” from the URL.
    • Content Type – Select application/json.
    • Execution Delays – If required, set a delay (in seconds) between the time the event occurs and the data is pushed to your Athena account.
    • Custom Headers – You can skip this step.
    • Description – If required, enter a description for the webhook.
  4. Once you’re done, click Save. The webhook will now push lead data from your LeadSquared account to your Athena account.

LeadSquared Healthcare Integrations

 

7. Admin Configuration – Athena Lead Sync

The Athena Lead Sync connector periodically syncs patient data from your Athena account to your LeadSquared account.

Navigate to Apps>Athena Lead Sync.

LeadSquared Healthcare Integrations

7.1 Basic Details

Property Description
DepartmentId Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
PracticeId Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information).
SecurityToken Enter the Security token available in your Athena account (contact your Athena account representative for more information).
Lead Source Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.). The lead source will be displayed on the Lead Details page, under Lead Source.
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 The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria This is used to identify whether the lead being synced from Athena already exists in your LeadSquared account.

This is also used to avoid creating duplicate leads. You must select one unique lead field (e.g., patient Id, email Id, mobile number, etc.) as the search key.
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.
Select User to Notify on Failure If there is an error identifying and capturing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account.

To know more about the type of errors, please refer to Error Notifications.
Enable Notification Enable the Checkbox checkbox to ensure notification emails are sent to the selected user when there’s a failed query.
Sync Frequency By default, patient data will be synced from Athena to LeadSquared every 15 mins. You can use the ‘Hours’ and ‘Minutes’ dropdowns to select a custom interval.

LeadSquared Healthcare Integrations

7.2 Entity Options

Define the behaviour of the connector when patients from Athena to LeadSquared.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (patient Id, email Id, phone number, etc.), LeadSquared captures data from your Athena account. Lead capture is enabled by default, and it cannot be disabled.  The following options are available to configure the connector’s Sync Behaviour –

  • Capture (Create and Update existing) Record – Leads not existing in your LeadSquared account will be created. Leads that currently exist in your LeadSquared and Athena accounts will get updated.
  • Create only new record – Leads that do not exist in your LeadSquared account will be created.
  • Update only existing record – Leads that currently exist in your LeadSquared account will get updated.

7.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

On the Entity Options tab, click Save to continue. Then, click More Actions, and enable the connector sync. This will begin transferring lead data to your LeadSquared account.

Note: New or existing leads are identified based on the Lead Capture Search By Criteria you selected in the previous section.

LeadSquared Healthcare Integrations

 

8. Admin Configuration – Athena Appointment Sync

The Athena Appointment Sync connector periodically syncs appointment data from your Athena account to your LeadSquared account (as activities posted on corresponding leads).

Navigate to Apps>Athena Lead Sync.

LeadSquared Healthcare Integrations

8.1 Basic Details

Property Description
baseUrl The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared. – https://api.preview.platform.athenahealth.com
DepartmentId Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
PracticeId Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information).
SecurityToken Enter the Security token available in your Athena account (contact your Athena account representative for more information).
Lead Source Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.). The lead source will be displayed on the Lead Details page, under Lead Source.
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 The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria This is used to identify whether the lead being synced from Athena already exists in your LeadSquared account.

This is also used to avoid creating duplicate leads. You must select one unique lead field (e.g., patient Id, email Id, mobile number, etc.) as the search key.
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.
Select User to Notify on Failure If there is an error identifying and capturing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account.

To know more about the type of errors, please refer to Error Notifications.
Enable Notification Enable the Checkbox checkbox to ensure notification emails are sent to the selected user when there’s a failed query.
Sync Frequency By default, patient data will be synced from Athena to LeadSquared every 15 mins. You can use the ‘Hours’ and ‘Minutes’ dropdowns to select a custom interval.

LeadSquared Healthcare Integrations

8.2 Entity Options

Define the behaviour of the connector when syncing appointments from Athena to LeadSquared. Appointments synced from Athena are created as new activities on corresponding leads in your LeadSquared account.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (patient Id, email Id, phone number, etc.), LeadSquared captures data from your Athena account. Lead capture is enabled by default, and it cannot be disabled.  The following options are available to configure the connector’s Sync Behaviour –

  • Capture (Create and Update existing) Record – Leads not existing in your LeadSquared account will be created. Leads that currently exist in your LeadSquared and Athena accounts will get updated.
  • Create only new record – Leads that do not exist in your LeadSquared account will be created.
  • Update only existing record – Leads that currently exist in your LeadSquared account will get updated.

Activity Entity
Alongside Activity Entity, click to enable the slider Zoom. The following options are available to configure the connector’s Sync Behaviour for activities (appointments in Athena) created in LeadSquared –

  • Capture (Create and Update existing) Record – Activities not existing in your LeadSquared account (for the corresponding appointments in Athena) will be created in LeadSquared. Activities that currently exist in your in LeadSquared will get updated.
  • Create only new record –Activities (leads) not existing in LeadSquared will get created.
  • Update only existing record – Activities that currently exist in your LeadSquared account will get updated.

8.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

On the Entity Options tab, click Save to continue. Then, click More Actions, and enable the connector sync. This will begin transferring lead data to your LeadSquared account.

Note: New or existing leads are identified based on the Lead Capture Search By Criteria you selected in the previous section.

LeadSquared Healthcare Integrations

 

9. Create Leads

Once you’ve installed and configured the Athena Create Patient, the leads you create in LeadSquared are created as patients in your Athena account. If the Athena Update Patient connector is also installed, when you update leads in LeadSquared, the updates are synced to the corresponding patients on Athena (based on the event you configured the webhook on – lead update, lead stage change, etc.).
To know how to create leads, refer to How to Create Leads.

 

10. View Leads

Once installed the Athena Lead Sync connector, to view the leads captured in your LeadSquared account –

  1. Navigate to Leads>Manage Leads.
  2. Click on a lead that’s been captured/updated from your Athena account.
  3. On the Lead Details page, you can view the lead’s information.
Note: To configure the lead source for the leads captured through this connector (e.g., Athena, Healthcare leads, etc.), contact your account manager, or write to support@leadsquared.com.

LeadSquared Healthcare Integrations

 

11. View Activities

If you’ve installed the Athena Appointment Sync connector, appointments created in Athena are synced as activities on the corresponding leads in LeadSquared.

LeadSquared Healthcare Integrations

 

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!

LeadSquared Unified Login for SSO

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1. Feature Overview

The Unified Login Experience for all LeadSquared users is soon to be available. This eliminates the need to access multiple URLs (such as run.leadsquared.com, marvin.leadsquared.com, login.leadsquared.com, etc) by providing a single, consolidated URL for seamless login and improved accessibility.

What does this mean for you?

Starting 13th December 2024, all users will transition to the new login experience. If your LeadSquared account uses SSO (Single Sign-On), you must update the SSO configuration with the new URLs listed in this article.

Note: Failure to update these URLs will restrict you from logging into your LeadSquared accounts. It is mandatory to make these changes before 13th December, 2024.

 

2. Actions to Take

To ensure uninterrupted access, based on your region, update the SSO configuration for each account with the following URLs –

Note:

  • Do not remove the existing URLs from your SSO. Instead, add the new URLs listed below.
  • If you’re using Azure AD, refer to the Single Page Application section to know how to update the URLs listed below.
  • If you’re using Okta OIDC, refer to the OIDC section to know how to update the URLs listed below.
  • If you’re using Okta SAML, refer to the SAML section to know how to update the URLs listed below.
  • Where applicable, you must provide both the default URL and the region-specific URLs.
  • To find which region you’re located in, see How to Check my Region.
Region SSO Provider URLs
Default Okta (OIDC) https://identity.leadsquared.com
Okta (SAML) https://identity.leadsquared.com/api/auth/r1/v1/SSO/GenericSAML
Azure AD https://identity.leadsquared.com 
India (Mumbai) Okta (OIDC) https://identity-in21.leadsquared.com
Okta (SAML) https://identity-in21.leadsquared.com/api/auth/r21/v1/SSO/GenericSAML
Azure AD https://identity-in21.leadsquared.com
India (Hyderabad) Okta (OIDC) https://identity-in22.leadsquared.com
Okta (SAML) https://identity-in22.leadsquared.com/api/auth/r1/v1/SSO/GenericSAML
Azure AD https://identity-in22.leadsquared.com 
USA Okta (OIDC) https://identity-us11.leadsquared.com
Okta (SAML) https://identity-us11.leadsquared.com/api/auth/r11/v1/SSO/GenericSAML
Azure AD https://identity-us11.leadsquared.com
Ireland Okta (OIDC) https://identity-ir31.leadsquared.com
Okta (SAML) https://identity-ir31.leadsquared.com/api/auth/r31/v1/SSO/GenericSAML
Azure AD https://identity-ir31.leadsquared.com
Canada Okta (OIDC) https://identity-ca12.leadsquared.com
Okta (SAML) https://identity-ca12.leadsquared.com/api/auth/r1/v1/SSO/GenericSAML
Azure AD https://identity-ca12.leadsquared.com
Singapore Okta (OIDC) https://identity.leadsquared.com
Okta (SAML) https://identity.leadsquared.com/api/auth/r1/v1/SSO/GenericSAML
Azure AD https://identity.leadsquared.com

Note: For more information, refer to the help articles –

 

Any Questions?

If you have questions, go ahead and start a discussion in the comments section below. We’ll get back to you ASAP!