Before You Begin
Access: You must have access to the Referral Sources module in Dazos CRM.
Permissions: Administrative permissions are strictly required to create custom fields and workflows.
Knowledge: A basic understanding of workflow creation in Dazos CRM is recommended.
Steps
Follow these steps to set up tracking for first-time referrals from each referral source:
1. Create a Custom Date Field
Navigate to the Referral Sources module and create a new custom field called "First Referral Date" (or similar descriptive name). This field will store the date when each referral source sends their first intake opportunity.
2. Set Up a Workflow
Create a workflow that automatically populates the "First Referral Date" field when a referral source sends their first intake opportunity. The workflow should trigger when:
A new intake opportunity is created
The referral source's "First Referral Date" field is empty
3. Configure the Workflow Action
Set the workflow's action to Update Record. Configure it to update the "First Referral Date" field with the Current Date when the trigger conditions are met.
⚠️ Crucial Detail: By ensuring the trigger only fires when the field is empty (Step 2), you guarantee that only the very first referral date is captured, and subsequent referrals won't overwrite it.
4. Create Your Report
Once the field is populated by the workflow, you can easily create reports in the Referral Sources module that filter or display the "First Referral Date" information along with other relevant referral source data.
Verification / Expected Result
The "First Referral Date" field should automatically populate when a referral source sends their first intake opportunity
Subsequent referrals from the same source should not update this field
You can now generate reports showing each referral source's first referral date
The field should be easily accessible for reporting in the Referral Sources module
Troubleshooting / Common Errors
Field Not Populating: Check that the workflow is active and the trigger conditions are correctly configured
Date Being Overwritten: Ensure the workflow condition includes checking that the "First Referral Date" field is empty
Reporting Issues: Verify that the custom field has been added to your report layout
Related Resources
💡 Tip: This method makes the first referral date easily reportable and allows you to track referral source performance over time while maintaining data integrity.