Mapping exclusive leads into LeadDocket: a setup checklist for intake directors
Field mapping, case types, routing, and alerts. A practical checklist for getting real-time leads into LeadDocket without retyping a thing.
By Case Leads Pro4 min read
A lead arrives on a weeknight as an email with one long paragraph of text. Someone on the intake team copies the name into LeadDocket, retypes the phone number, guesses at the case type, and leaves the marketing source blank because the email did not say. The first call goes out the next morning. By then the claimant has talked to other firms, and the lead shows up in your monthly report as “unknown source.”
Why mapping matters before the first lead
Every outside lead source has to land somewhere in your intake CRM. If the fields line up, the record appears complete, assigned, and sourced, and a human can call within minutes. If they do not, the lead becomes a data-entry task. Retyping is slow, it introduces errors in phone numbers and dates, and it breaks source attribution, which is the one thing you need to judge whether a vendor is worth paying.
LeadDocket is an intake CRM widely used by injury firms, and it can accept leads from outside sources. The exact settings, field types, and integration options depend on how your account is configured, so confirm the specifics with your LeadDocket administrator or LeadDocket support. The checklist below is written in general CRM terms so it works regardless of where those settings live.
The setup checklist
- 01
Decide case types and sub-types
Agree which case types the source will send (workers’ comp, personal injury, motor vehicle) and match each one to an existing LeadDocket case type. If the vendor says “MVA” and your CRM says “Auto,” write that down.
- 02
Agree the field list and map one to one
Name, verified phone, email, state and county, incident date, incident description, employment facts for comp, other-party and insurance facts for PI, treatment, existing attorney, consent record, lead ID, and source or campaign. Every field gets exactly one destination.
- 03
Create custom fields for answers with no home
If a screening answer has nowhere to go, create a custom field or question for it. Stuffing it into a notes blob makes it unsearchable and unreportable.
- 04
Set the marketing source and campaign value
Each lead should carry a consistent source value, and a campaign value if you run more than one program. Without it, ROI reporting is guesswork.
- 05
Set initial status and assignment rules
Decide what status a new lead lands in and who owns it. Route by office, attorney, or case type so nobody has to triage by hand.
- 06
Configure notifications a human will see
An in-CRM notification is not enough at night or on weekends. Pair it with an SMS or email alert so someone sees the lead within seconds.
- 07
Decide how duplicates are handled
A returning claimant may already exist in your system. Agree whether a match updates the existing record, creates a new one, or gets flagged for review.
- 08
Test end to end with sample records
Send test leads through the live path. Include edge cases: missing optional fields, long incident descriptions, special characters and accents in names, and out-of-state addresses.
- 09
Write down the replacement process
Document what counts as an invalid lead, the window to flag it, who flags it, and where the vendor’s lead ID lives on the record so both sides can match it.
- 10
Agree a fallback if the integration fails
Integrations break: credentials expire, a field gets renamed. Keep an email copy of every lead going to a monitored inbox so nothing is lost while it gets fixed.
Field details that trip teams up
A few fields cause most of the problems. Dates need an agreed format, or an incident date can arrive as text that the CRM cannot sort or filter. Location should include county, not just city, if you route by office or check venue. Phone should be the verified mobile, formatted the way your dialer expects. Consent should carry enough detail to show when and how the claimant agreed to be contacted.
Case-type facts matter too. A comp lead without employer and employment status, or a PI lead without the other party’s insurance, forces a callback just to fill gaps. Our piece on what intake should see on every lead record goes field by field.
What to measure in week one
The first week tells you whether the mapping works. Track three things:
- Time from delivery to first call. Compare the delivery timestamp to the first outbound call on the record. If the gap is long, check notifications and assignment before blaming staffing.
- Field completeness. Open a sample of records and check that every mapped field is populated in the right place, not in notes.
- Source attribution accuracy. Every lead from the source should show the right source and campaign value. Any that read “unknown” point to a mapping gap.
Fix what you find before volume ramps up. A mapping error caught in the first week is a short cleanup. Caught months later, it corrupts every report built on that data.
The same discipline applies to any CRM
Nothing here is unique to LeadDocket. The same checklist applies if you run Litify, GoHighLevel, or a generic CRM that accepts leads by webhook. The names of the settings change. The questions do not: where does each field go, who owns the lead, who gets alerted, and what happens when something breaks.
How we deliver into your intake system
Case Leads Pro delivers exclusive leads in real time to LeadDocket, Litify, GoHighLevel, a CRM webhook, email, and SMS alerts. Before launch, we map fields with your intake team, set routing rules by office, attorney, or case type, and agree a written replacement policy. Every phone number is SMS-verified before delivery, and leads that fail screening are not sent or billed. We run programs for workers’ compensation and personal injury, and you can see the full process on how it works. If you want to walk through your current setup, book a 20-minute call.
General information for law firm intake and marketing teams, not legal advice. Rules vary by state and by case.