I cannot seem to be able to login to Referral Trak. I get this error message:
We are sorry - you have found an error. The description of this
error is below.
Number: -42
Description: Failed to create Org Model obj; ORG_ID not set.
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Contact Richweb and we will run a copy of your live data on our test system so that all changes can be tested in a non-production environment.

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The second set of of files would over-write the 1st of files so the system would never see the 1st set of files. Make sure that the names of the files are consistent with the filenames that are defined in the integration configuration file. The config file can be viewed under Admin Tools, "Core Product Integration" section, "View Integration Configuration" option.

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Yes, each nite the integration is run automatically by the nightly housekeeping process which starts around 2AM EST. Integration should normally be completed by 3AM EST.

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As long as they are fully uploaded by 10PM EST they will all be processed just fine.

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Search for your user that you need to set as terminated.

Pull up his/her user record, and click the link:
"Employee Termination Tool"

at the top right hand corner.

At the bottom of the terminate employee form make sure you pick someone for
this:

Employee that will handle Remaining Open Referrals

If the persons that you are trying to terminate has open referrals you will be blocked from completing this operation until you select someone that will get the open referrals.

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Users of Referral Trak are supposed to ensure that before a new Referral is created for a new person or business (a Referred Party or RP) that the database is first checked to ensure that the RP does not already exist. This prevents duplicate instances of the same RP from entering the database which can cause a lot of confusion and make searches run slower and return duplicates. Its also not possible to measure referral activity per household or cross selling properly if your system has duplicate RPs.

Referral Trak customers that purchase integration will have duplicates when a new customer walks in off the street and is referred for one or more products or services. A customer is defined as new when there is NOT a CIF in the database for this customer yet. Thus the referrals are created BEFORE they can be linked to a CIF. Once the person becomes a CIF in the Core Processing System that CIF will be sent to referral trak which results in a duplicate.

In either case, the Merge Referred Parties Wizard helps by suggesting candidates for merging based on exact and loose matches on Last Name and Business Name. When you use this tool to merge the candidate into the suggested Referred Party (or CIF if integration is enabled) then all of the referred products and services are kept intact, and the duplicate personal or business information is simply logged and deleted.

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We have architected the database to try to ensure that its not possible to delete records that are pointed at by other records. Products, Departments/Branches/Offices and Users must be migrated in order to be deleted. When you want to remove one of these types of records from the system first pull the record up as if you wanted to edit or map the record. You will see a migration tool link on the menu. Click that link and you will be asked to pick another Product, Department/Branch/Office User to migrate data asssociated with the record too; even if the record does not have any referrals associated with it (yet) you still have to pick a migrate record just in case there is some data that the system needs to re-link.

When you want to delete a user the migration tool you will use is called the Employee Termination tool. If you are not sure which employee to pick to migrate open referrals to you can pick yourself. Pay attention to how many open referrals are displayed when you run the action in TEST MODE. You will need (probably) to re-route each of these referrals manually to the correct new destination. For example if you are terminating Employee A, and you find that 60 out of the 80 open referrals for Employee A all can / should be handled by Employee B, then you should select Employee B as the migrate option in the termination tool.

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A backup copy of the referral is made and the referral is purged from the database immediately. Richweb is able to restore a deleted referral manually in the event of an emergency or dispute. The delete tools is available to managers for open referrals. Closed out referrals can be reset to open, and then deleted by a PA if needed.

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You probably did not use the Change Product tool but instead simply updated the actual product that was sold when you closed the referral. To change the product for a referral that has been closed you will first need to reset the referral. You will then be able to use the change product tool. The new incentive amount and timing will be loaded from the new product that was picked. You can then re-close the referral and the correct amount should be picked.

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This is a new feature in RT Version 2.3 that can be turned on at the organizational level.

Full release notes:
http://blogs.referraltrak.com/node/59

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We have architected the database to try to ensure that its not possible to delete records that are pointed at by other records. Products, Departments/Branches/Offices and Users must be migrated in order to be deleted. When you want to remove one of these types of records from the system first pull the record up as if you wanted to edit or map the record. You will see a migration tool link on the menu. Click that link and you will be asked to pick another Product, Department/Branch/Office User to migrate data asssociated with the record too; even if the record does not have any referrals associated with it (yet) you still have to pick a migrate record just in case there is some data that the system needs to re-link.

When you want to delete a user the migration tool you will use is called the Employee Termination tool. If you are not sure which employee to pick to migrate open referrals to you can pick yourself. Pay attention to how many open referrals are displayed when you run the action in TEST MODE. You will need (probably) to re-route each of these referrals manually to the correct new destination. For example if you are terminating Employee A, and you find that 60 out of the 80 open referrals for Employee A all can / should be handled by Employee B, then you should select Employee B as the migrate option in the termination tool.

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A backup copy of the referral is made and the referral is purged from the database immediately. Richweb is able to restore a deleted referral manually in the event of an emergency or dispute. The delete tools is available to managers for open referrals. Closed out referrals can be reset to open, and then deleted by a PA if needed.

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The manager of the branch/department/office in question should use the Re-Assign tool as that is the most efficient means to accomplish this task. Use of the Re-Route tool is intended for cases where the destination branch/department/office originally selected was incorrect and the product referred itself may have been incorrectly selected.

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Program Administrators, Referral owners (the person assigned to be working the referral) as well as the manager of the office that the referral is assigned to have the ability to change the product referred.

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You probably did not use the Change Product tool but instead simply updated the actual product that was sold when you closed the referral. To change the product for a referral that has been closed you will first need to reset the referral. You will then be able to use the change product tool. The new incentive amount and timing will be loaded from the new product that was picked. You can then re-close the referral and the correct amount should be picked.

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Only Program Administrators have this ability. Resetting a referral will erase the Referral's current status as well as the Business Outcome. Use this tool only as a last resort when a referral has been processed incorrectly and needs to be fixed and re-done.

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Qualified_And_Sold indicates that the referral was qualified and set as Sold in the same update. Qualified indicates that the referral has been qualified but a Business Outcome (Sale / No Sale) has not been reached yet.

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Situation:

A referral needs to be approved by the manager of the referring department (Office A) before it can be processed by the department that normally services the referral (Office B).

Solution:

1. Route the referrals directly to the manager of the referring branch/office/department. In other words if the referral is originating from Office A, then the employee needs to send the referral to Office A instead of Office B. Set up the product for manager gatekeeper so that the manager of Office A will be the only person that can take action on the referral after it is initially sent.

2. Have the manager of Office A review the referral, and if its approved, the
manager of Office A will Re-Route the referral to the correct office that services the referral (Office B).

3. As a nice plus, you can have the manager of the referring department (Office
A) add some notes to the effect of why it was approved, etc, which will help
the person in Office B understand that this referral is ready to be processed
and why its been approved perhaps.

4. If the referral was NOT approved then simply have the manager of
Office A update the referral business outcome to NOT QUALIFIED, NO SALE, and
of course, add notes why it was not approved.

This technique will generate some nice built-in documentation in the form of log updates during the Re-Route for your referral tracking system.

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The best way to do that right now would be to setup a special department with just that one employee and make that employee the manager of this department. Setup the product with Manager Gatekeeper = Y and map the product only to this new department. Referral Trak will have a new Product Group reporting facility that will allow reports to be pulled based on groupings of products independent of Product Categories. This means that you can split up the products across multiple virtual departments without affecting your ability to generate aggregated or correct product-driven reports.

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Can I just put the branch telephone number for where they work?

Yes, not every person needs to have a phone number. Inputting the branch or department phone number is fine.

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Refer to the Security section of this site for a good overview of all security-related topics. Here is a link to the password requirements section:

Password Requirements

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Can I put a generic one for some or their branch manager's address?

Yes -- whatever email addresses you enter will be used for Referral notifications. So its important that your employees that receive referrals have correct email addresses. If you are using Service Center you will also want to enter email addresses for your users. Remember users can use the My Profile tool to edit and add their own email addresses at a later date.

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Each user needs to have an account, but you can make all user names unique and all passwords the same. The only caveat is the lack of security with this solution.

For this reason, we recommend that Program Administrators and employees have unique user names and passwords. Users that only have the "Create Referral" feature can have a simpler solution, with a unique user name and the same password.

Program Administrators can setup generic passwords and then ask employees to change their passwords using the "My Profile" link.

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Job Titles can be left blank if your organization does not find them useful. They will be used on certain screens where it is useful to supply additional information about the person that will be receiving the referral.

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Yes, you can assign points instead of dollars. This is under the Org Acount configuration section in the admin tools.

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Yes -- Referral Trak allows a the system admin to set a global switch for your entire organization that determines whether points or dollars are show in reports and on status screens. The actual data that is stored in the system does not vary - its just a number and this feature setting controls the label applied to the number, not the actual number. We suggest leaving the default set at points for your organization. You can then apply your own formula to convert points to dollars as part of your payroll or bonus process.

The added advantage of not using dollars is that inflation will not affect your historical data (i.e. a referral ent for the same product 3 years ago may still be worth 5 points, but it may actually be paid out as 10 dollars now and 5 dollars 3 years ago).

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Note: In this example the 3rd party will be called ACME Experts.

First, you would create a department for the users that work for ACME Experts. Create a user account for each ACME user and assign these users as employees in the ACME Experts department. If you want to have a person inside your organization review the referrals first and control the assignment of referrals to the third party referral recipients you can make an employee of your organization the manager of the ACME Experts department and gatekeeper the products assigned to ACME Experts. Otherwise make one of the ACME Experts employees the manager of the ACME Experts department.

Make sure that you configure the ACME Experts user accounts with these features:
Receive Referrals = Y
Group Account Feature = N
Search/Browse Referrals = N
View all Referred Products for Shared Referrals = N

With these settings in place you will prevent the ACME Experts users from searching through your customer database and viewing customer information.

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RT will not allow me to create the 2nd referral.

Go into the product setup for the product in question and click the allow duplicate products flag from N to Y.

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Program Administrators, Referral owners (the person assigned to be working the referral) as well as the manager of the office that the referral is assigned to have the ability to change the product referred.

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Qualified_And_Sold indicates that the referral was qualified and set as Sold in the same update. Qualified indicates that the referral has been qualified but a Business Outcome (Sale / No Sale) has not been reached yet.

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An Org Ent is short for Organizational Entity, which in turn is simply a generic term for a Branch, Department, or Office. It can be a physical or virtual location within an organization. In some cases you will want to setup a virtual department to assist with specialized routing so it is important to realized that an Organizational Entity may or may not map exactly to a brick and mortar office within your organization. The software only uses the term OE_IE or Org Ent on certain error screens where no further information is available.

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The person or business that has been referred; One Referred Party can have multiple referrals for multiple different products. For customers that purchase Referral Trak Integration all of the CIFs ( Customer Information Files) are loaded into Referral Trak as Referred Parties. This means that when an existing customer needs to be referred the process of making the referral is much shorter as the customer contact information does NOT need to be collected again.

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Situation:

A referral needs to be approved by the manager of the referring department (Office A) before it can be processed by the department that normally services the referral (Office B).

Solution:

1. Route the referrals directly to the manager of the referring branch/office/department. In other words if the referral is originating from Office A, then the employee needs to send the referral to Office A instead of Office B. Set up the product for manager gatekeeper so that the manager of Office A will be the only person that can take action on the referral after it is initially sent.

2. Have the manager of Office A review the referral, and if its approved, the
manager of Office A will Re-Route the referral to the correct office that services the referral (Office B).

3. As a nice plus, you can have the manager of the referring department (Office
A) add some notes to the effect of why it was approved, etc, which will help
the person in Office B understand that this referral is ready to be processed
and why its been approved perhaps.

4. If the referral was NOT approved then simply have the manager of
Office A update the referral business outcome to NOT QUALIFIED, NO SALE, and
of course, add notes why it was not approved.

This technique will generate some nice built-in documentation in the form of log updates during the Re-Route for your referral tracking system.

Back to Top

The best way to do that right now would be to setup a special department with just that one employee and make that employee the manager of this department. Setup the product with Manager Gatekeeper = Y and map the product only to this new department. Referral Trak will have a new Product Group reporting facility that will allow reports to be pulled based on groupings of products independent of Product Categories. This means that you can split up the products across multiple virtual departments without affecting your ability to generate aggregated or correct product-driven reports.

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The manager of the branch/department/office in question should use the Re-Assign tool as that is the most efficient means to accomplish this task. Use of the Re-Route tool is intended for cases where the destination branch/department/office originally selected was incorrect and the product referred itself may have been incorrectly selected.

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Note: In this example the 3rd party will be called ACME Experts.

First, you would create a department for the users that work for ACME Experts. Create a user account for each ACME user and assign these users as employees in the ACME Experts department. If you want to have a person inside your organization review the referrals first and control the assignment of referrals to the third party referral recipients you can make an employee of your organization the manager of the ACME Experts department and gatekeeper the products assigned to ACME Experts. Otherwise make one of the ACME Experts employees the manager of the ACME Experts department.

Make sure that you configure the ACME Experts user accounts with these features:
Receive Referrals = Y
Group Account Feature = N
Search/Browse Referrals = N
View all Referred Products for Shared Referrals = N

With these settings in place you will prevent the ACME Experts users from searching through your customer database and viewing customer information.

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Note: In this example the 3rd party will be called ACME Experts.

First, you would create a department for the users that work for ACME Experts. Create a user account for each ACME user and assign these users as employees in the ACME Experts department. If you want to have a person inside your organization review the referrals first and control the assignment of referrals to the third party referral recipients you can make an employee of your organization the manager of the ACME Experts department and gatekeeper the products assigned to ACME Experts. Otherwise make one of the ACME Experts employees the manager of the ACME Experts department.

Make sure that you configure the ACME Experts user accounts with these features:
Receive Referrals = Y
Group Account Feature = N
Search/Browse Referrals = N
View all Referred Products for Shared Referrals = N

With these settings in place you will prevent the ACME Experts users from searching through your customer database and viewing customer information.

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