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Litify Referral Partner System

Status: Complete (April 2026 cleanup finished) Project: Litify · Operations

What this is

The firm's system for tracking referral sources in Litify — attorneys, paralegals, and partners who send cases to Sam Aguiar Injury Lawyers. Over several years the record set drifted: duplicate entries for the same partner, orphan dashboards pointing to stale IDs, and mailbox associations that didn't match the partner records.

A tight 3-day cleanup pass in early April 2026 dedupe'd the data, activated the good records, fixed orphan dashboards, and corrected a bad dedupe pass from the day before.

The cleanup

Step 1 — Mailbox comparison (April 3). Pulled every referral partner record alongside its linked mailbox (the email address used to route incoming referrals). Identified records that had no mailbox, had a stale mailbox, or shared a mailbox with a duplicate record.

Step 2 — Deduplication (April 4). Merged duplicate partner records, keeping the one with the most complete data and merging history/relationships from the others.

Step 3 — Activation (April 4). Re-activated records that had been disabled (often because they were the "bad" side of a dedupe pair). Set the canonical record as active, linked the correct mailbox, marked the merged-away records as inactive with a merge pointer.

Step 4 — Dashboard orphan check (April 4). Verified that every referral partner dashboard was pointing at a record that still existed after the merges. Fixed orphaned dashboards.

Step 5 — Deduplication correction (April 5). A few merges from the April 4 pass combined records that shouldn't have been combined (same name, different people). Rolled back and redid those.

Lessons

  • Dedupe passes need a dry-run + confirmation step. The April 5 correction was caused by overly eager name-matching in the first pass.
  • Mailbox is the most reliable identifier for referral partners because partners rarely share email addresses, even when names collide.
  • Dashboard orphan check should run automatically after any dedupe — orphan dashboards silently broke reporting for anyone using them.

Sources

See also