Overview
The User State Criteria feature allows administrators to restrict which U.S. states a user can receive and work leads from. This is essential for compliance with state licensing requirements (such as NMLS) and for enforcing regional sales territories in both RingResponse and Pull Distribution systems.
Key Functionalities
Territory Management: Control lead distribution by geographic regions using the state field from your lead records.
Compliance Enforcement: Ensure users only work leads from states where they are properly licensed.
Distribution Integration: Works seamlessly with both RingResponse and Pull Distribution methods.
User-Level Configuration: Set specific state permissions for individual users.
How to Configure State Criteria
Step 1: Access User State Criteria
Navigate to MORE > Settings.
In the settings menu, locate the Setup Users and Their Roles section, then select User State Criteria.
Step 2: Select User to Configure
On the User State Criteria page, you will see a list of users.
Find the user you want to configure and click the Pencil (edit) icon next to their name.
Step 3: Assign States
In the user's configuration window, click Change Selected States.
A list of U.S. states will appear. Select the states this user is permitted to work leads from.
Click Save to apply the changes.
Important Note: Any changes made here will automatically update and take effect in all your Distribution Strategies that involve this user.
Best Practices
Document Licensing: Maintain a clear record of each user's licensed states to ensure accurate configuration.
Regular Audits: Periodically review state assignments, especially after hiring new team members or when licensing changes occur.
Clear Naming: When using branches for regional teams, combine branch-level restrictions with user-state criteria for granular control.
Test Distribution: After configuration, test lead distribution with sample records from different states to verify that the criteria are working as intended.
Troubleshooting
A user is not receiving any leads from Pull Distribution.
Check that the user has at least one state assigned in their State Criteria. If no states are selected, they will not receive any leads.A user is receiving leads from outside their assigned states.
Verify the lead's state field is populated correctly in the system. The distribution uses the value in the lead's "State" field to match against user criteria.Changes to state criteria aren't reflecting in distribution.
Ensure you clicked Save after making changes. Also, note that it may take a few moments for distribution systems to recognize the updated criteria.