Associating Marketing Activities with a Matter

In this article: 

• Manually Tracking Marketing Results on a Matter-by-Matter Basis
• Gathering Marketing Information Using Workflow Steps
• Using Webforms to Gather Marketing Information
• How-To Video

Once you've used Actionstep to set up a marketing campaign for your firm, you can record how your customers found you and track any income generated back to the marketing campaign. 

There are a few different methods for tracking this information:

• Manually track marketing results on a matter-by-matter basis
• Gather marketing information using workflow steps
• Use webforms to gather marketing information
  

Manually Tracking Marketing Results on a Matter-by-Matter Basis

Your users can track marketing details manually by simply editing the matter. 

To do this:

1. In Practice Management, view the matter that was created based on marketing activity. (See Editing a Matter for help.)
2. Click the Billing menu icon. The Billing page appears.
3. Click Sales and marketing in the left-side panel. The Sales and Marketing page appears.
   
4. Complete the information on the form. Based on your selection for Sale status (Sales Pipeline or Sold), the fields are updated to allow you to enter expected vs. actual amounts. 
5. In the Marketing ROI list, add the marketing activity (e.g., Facebook, Yelp, etc.) associated with the matter.
   
6. Click Save to save your changes. 

If you only entered a "sales pipeline" amount, make sure you return and enter the "sold" amounts once the matter is closed. 

Gathering Marketing Information Using Workflow Steps

To further automate this process, you can request for this information to be added at a certain point within a matter's workflow. Progression to the next workflow step of the matter can't be taken until the information is provided. 

For example, you may want your staff to log where a client learned about your firm when they create the matter and complete the initial consultation phase. You can include this in the "initial consultation" workflow step.

To set this up:

1. In Practice Management, go to Admin > Matter Types. The Matter Types page appears.
2. Find the matter type you want to set up for tracking marketing activities and click Settings for it. 
3. Click Manage in the Workflow section. The Workflow page appears.
4. In the Steps list on the right, click the step where you want to require marketing activity tracking (e.g., if your matter type has an initial consultation or starting step). 
   
5. In the Step actions section, toggle Sales data to on. 
6. In the Sale status section, toggle Marketing medium to on. 
7. Click Save to save your changes. 

Now, when your staff reaches this step in the matter's workflow, they will be prompted to provide the marketing information. For example, if you assigned marketing to the starting or initial consult step, when a staff member creates a new matter, they will be prompted to provide the information:

Using Webforms to Gather Marketing Information

You can request marketing information on any of your webforms created within Actionstep Practice Management. Then, as prospects complete the form, you can capture the information when it's submitted. 

To do this:

1. In Practice Management, create or edit a webform. 
2. On the Field Settings / Form Field Builder page of the workflow, select Marketing as the Data Source.
3. Select Medium as the Marketing Field. 
4. Enter the prompt you want to use for the field in the Label field (e.g., How did you find us?).
   
5. Provide any other information about this form field and click Save to add it to the form. (See Creating a Webform for full instructions on this workflow.)
6. Complete the rest of the webform creation process. 

TIP:  If you're using related matters, you can ensure marketing data is included in all matters. For example, say you've set up an initial consultation matter to start a file for a client. Then, once they've engaged with your firm, you can relate that matter to a different matter, depending on what services you will provide. 

To make sure the marketing information is transferred to the client's related matter, go to Admin > Matter Types > [select the matter type] and click Edit next to Related matter types. Then select the matter type. In the Copy sales data section, toggle Enable pre-populating to on and then select Marketing activities. 

How-To Video

Related Articles:

• About Marketing Campaigns  
• Creating a Marketing Campaign
• Setting Up Matters for Tracking Marketing Activities and Sources
• Tracking Marketing Expenses
• Reporting on Marketing Campaigns