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.
💡 Configure these settings: Open Task Automation settings →
Eval Scheduled
This automatically updates a lead's status when an evaluation is booked for them.
The Scheduling Window defines how many days after lead creation an evaluation appointment can be booked for the rule to apply.
Example:
If the Scheduling Window is set to 30 days, any evaluation appointment booked within 30 days of when the lead was created will update the lead's status to the chosen status
What happened to Automated Closed Won? If you previously had Automated Closed Won enabled, that configuration now lives here. Eval Scheduled has been pre-set to the same status you were using for Closed Won, so your automation continues to run without interruption. You can adjust the mapping at any time.
Eval Missed
This automatically updates a lead's status when a scheduled evaluation passes without an attended visit in the EMR.
The Missed Appointment Window defines how many days after the appointment's scheduled start time the system waits before marking the evaluation as missed.
Example:
If the Missed Appointment Window is set to 3 days, and a scheduled evaluation passes its appointment time with no encounter logged for it, the lead's status will be updated 3 days later to the chosen status
This rule applies only if the lead has a designated evaluation appointment, the appointment was booked after the lead was created, and the appointment has not been cancelled or deleted.
Eval Attended
This automatically updates a lead's status once a note is finalized for the lead's evaluation appointment.
Example:
If the Missed Appointment Window is set to 3 days, and a scheduled evaluation passes its appointment time with no encounter logged for it, the lead's status will be updated 3 days later to the chosen status
This rule applies only if the lead has a designated evaluation appointment, the appointment was booked after the lead was created, and the appointment has not been cancelled or deleted.
Closed Lost
This automatically 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:
-
A new lead matches an existing lead that is currently in an Open or In Progress status.
-
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.