Before You Begin
You need administrator access to your Dazos CRM instance
Access to Workflow configuration and email notification settings
Understanding of your team's referral contact management process
Steps
Step 1: Set Up Automatic 'Other' Contact Creation
Create a workflow that automatically adds an 'Other' contact to new referral sources whenever they are created
This ensures all referral sources have the 'Other' option available without manual setup
Step 2: Configure the 'Other' Selection Workflow
Set up automated notifications to alert your sales/management team when 'Other' is selected as a referral contact
Configure the workflow to trigger when the referral contact field is set to 'Other' in Leads, Accounts, or Intake Opportunities
Step 3: Add Text Field for New Contact Name
Create a text field called 'Referral Source Contact - Text' in the Intake Opportunities module
Make this field mandatory but dependent - it only appears when 'Other' is selected as the referral contact
This field allows intake staff to specify who needs to be added to the system
Step 4: Set Up Email Notifications
Configure the notification email to include the text from the 'Referral Source Contact - Text' field
Use a token like: "Please add [{Intake Opportunities. Referral Source Contact - Text] as the new referral contact."
Set the appropriate team members as recipients of these notifications
Step 5: Apply to All Modules
Ensure the 'Other' option and related workflows are consistent across Leads, Accounts, and Intake Opportunities modules
Verify that data maps correctly from Leads through to Intake Opportunities
Verification / Expected Result
After setup is complete, you should see:
'Other' appears as an option in referral contact fields across all relevant modules
When 'Other' is selected, a text field becomes mandatory for entering the new contact's name
Email notifications are automatically sent to the designated team with the new contact's name included
The system flags missing contacts while providing context about who needs to be added
Troubleshooting / Common Errors
⚠️ 'Other' option not appearing: Verify that the workflow for automatically adding 'Other' contacts to referral sources is active and has been applied to all existing referral sources.
⚠️ Text field not showing: Check that field dependencies are correctly configured to make the text field appear only when 'Other' is selected.
⚠️ No email notifications: Confirm that the workflow is properly triggered and the notification recipients are correctly specified.
💡 Pro Tip: Test the complete workflow with a sample intake opportunity to ensure all components work together before rolling out to your team.
Related Resources
How to Create A Referral Source and Intake Opportunity Report (CRM)
How to Bulk Import Referral Accounts and Contacts via CSV
Referral Sources FAQ: How to Bulk Assign Referral Contacts from One Rep to Another