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Using Task Automation

Task Automation helps reduce manual work when managing leads.

These settings ensure that leads move through the workflow accurately and that reporting remains clean and reliable.

Administrators can configure several automation options to streamline how the system manages lead tasks.

Automated Closed Won

Automated Closed Won allows the system to automatically move a lead to Closed Won when a qualifying appointment is scheduled.

The Appointment Window setting defines how far from the original enrollment date an appointment can occur for the lead to be considered successfully converted.

Example:
If the Appointment Window is set to 30 days, any appointment created within 30 days of enrollment will automatically move the lead to Closed Won.

This helps ensure successful conversions are tracked automatically without requiring staff to manually update lead statuses.

Automated Closed Lost

Automated Closed Lost helps keep the lead pipeline clean by automatically closing leads that have not been worked for a specified period of time.

The Inactivity Window defines the number of days a lead can remain inactive before the system automatically moves it to Closed Lost.

Example:
If the Inactivity Window is set to 15 days, any lead with no activity for 15 days will automatically be marked Closed Lost.

This prevents outdated leads from remaining indefinitely in Open or In Progress statuses.

Automated Lead De-Duplication

Automated Lead De-Duplication helps prevent duplicate leads from appearing in the Lead Dashboard and ensures reporting reflects unique patient inquiries.

When enabled, the system will automatically link duplicate leads and exclude them from reporting.

Duplicates are detected when:

  1. A new lead matches an existing lead that is currently in an Open or In Progress status.

  2. A new lead matches an existing lead that is already Closed Won or Closed Lost but still has an active course of care.

When a duplicate is identified, the system links the records so the Lead Dashboard only reflects the appropriate lead. This helps maintain accurate reporting and prevents teams from accidentally working the same lead multiple times.

Fax Referral Document Intelligence

Fax Referral Document Intelligence automatically extracts referral details from faxed documents and creates leads from those referrals.

When enabled, the system reads information from faxed referral documents and uses that data to populate lead information automatically.

To use this feature, your fax service must be configured to forward incoming faxes to your organization’s unique forwarding address.

You can find this forwarding address on each location record (Settings > Organization > Location, then click on a location and look for Fax Referral Email Forwarding near the bottom of the drawer), or for the account in Settings > Organization > Task Automation. Use these forwarding addresses to configure your fax provider to send incoming faxes to that address.

You can also forward referral documents manually by email. When forwarding a referral document to: fax@seconddoor.app

The system will identify the sender’s email address, match it to the correct organization, and route the document accordingly. If the sender’s email belongs to a user in your organization, that user will be assigned as the lead owner.