Streamline Your Document Management with Deal Flow CRM for Insurance Industry

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hello and welcome to the channel in this tutorial we will show you how to set up monday.com CRM for your auto insurance companies we will show you the exact process in details including workflow setup Integrations with jotform automations and more so stay tuned before we jump into the tools let's first understand a potential workflow for auto insurance companies then we will use a combination of monday.com CRM and jotform to implement this workflow so we can manage this process in monday.com CRM let's take a look at the workflow we want to implement we first need to create a lead capture form this is simply a web form with all the questions that we need to ask a potential client to be able to qualify them to make sure they are a good fit for our business next we need to send targeted traffic to this lead capture form so we can generate leads for our business this traffic can come from multiple sources such as paid marketing campaigns like Facebook ads or Google ads website or SEO because technically you can also embed this lead capture form onto your own website you can also get traffic from social media posts or any other sources the goal is to send targeted traffic to the lead capture form so they can fill out and complete the form hence we will have a new lead for our business once the lead capture form is submitted we want the information to automatically go into our monday.com CRM the key word here is automate this will be done using the integration between the form building software chatform and monday.com which will be definitely covered in this tutorial so then once the information is in our monday.com CRM we'll use the CRM features to nurture the leads and ultimately and hopefully convert them to clients we will set up monday.com CRM to capture all the questions from the lead capture form then we will create a process to manage our business workflow we should be able to qualify the lead schedule appointments track proposals negotiations follow-ups and more and finally we can ideally close the deal and convert them to a client or if it doesn't work out we'll mark them as lost and move on so we don't spend any more time on that specific lead this workflow should hopefully create an efficient process to manage the auto insurance companies now that we sort of know the workflow for our auto insurance companies let's start implementing it using jotform and monday.com CRM so let's get started we will be using dot form to create and test our lead capture form chatform is an advanced and flexible form building software which is why we like to use it for all of our form building needs they have a large form template library but we will be creating our form from the scratch let's start creating our form log into your jotform.com account or create one if you don't already have an account once logged in go to all forms this is where you will see all of your forms let's create a new form click on create form then click on start from scratch next click on classic form and if you see the organization settings pop up click on the X to close it let's review the basic setup of jotform on top you have the different tabs build settings publish which we will get back to let's go back to the build menu on the left you have form elements button there is a plus sign if you click on it you will see all the form elements that they have including some payment methods widgets and so on they have a lot of selections on the right side there is a form designer pattern if you click on that you will see the properties of the form element selected by default is the entire form okay let's start creating our form click on form and change the name to request the quote for auto insurance or whatever you want to call it let's make sure that both the form elements menu and properties right menu is open next we want to have the minimal Fields possible to increase the conversion rates okay let's start adding our Fields by clicking on the type of fields we need first we click on full name from the elements menu to add driver's name then we click on phone element to add phone number to our form we also want to add an email address field so we click on email element and name it email next let's click on number element to add birth date click on single choice element and add marital status and for options put Merit and single now let's click on address element and add current address next click on long text element and add drivers in household now click on number element and add vehicle year after click on short text three times and add vehicle make vehicle model and VIN number let's click on short text element again and add driver's license number finally let's also click on capture element to add recapture and set it to be invisible this will help with preventing spam submissions then let's make some of the fields required open the properties of name field by clicking on the properties button and turn on the required option then once properties window is open clicking on another element should automatically switch properties window and show the properties of the selected element repeat the same process for phone number email address and birth date we want this fields to be required for completing the form next let's align some of the fields to make the form nicer let's move the phone number next to email in order to do that we need to shrink the fields open properties of email go to Advanced Tab and turn on the shrink option let's repeat the same steps for phone number and finally move the phone number next to email let's repeat the process and move the vehicle make next to vehicle year and move VIN number next to vehicle mode I think it looks good so let's go ahead and publish the form copy the link and open in a new tab to test for quicker testing go back to the designer click preview form click fill form button at the top this will automatically complete the form with test data to make testing easier then simply hit submit also confirm that the form looks good on different device types including phone tablet and desktop you can do that by clicking on the different device Types on the navigation bar finally let's go back to jotform my form page to view our newly created form and to see our submissions you can do this by turning off preview forms mode then clicking on jotform Logo to go back to the home page you will see the newly created form and submission count on the home page click on the submission link to view the current submissions as you can see we have a few test submissions already let's go back to the form editor and click on publish make sure you save the form link you will need it to direct traffic to this form to collect leads also check out other options such as embed code if you would like to embed the form onto your own website instead of using the direct link to the form they have other options as well such as iframe WordPress plugin and more let's go back to our submissions and download we will need that file at a later time now that we are all set with jotform let's go to monday.com and start setting up our CRM then we can connect monday.com with the new form we created in jotform you do have to be in monday.com admin to be able to do these next steps so let's get started monday.com has different versions We will be using monday.com CRM version the CRM version has more CRM specific features that make it easier to manage our leads when you first log in you should have the default CRM template which has leads deals contacts accounts and more we will be creating a new CRM process for our auto insurance companies let's create a new CRM workflow click on plus sign then see all templates select CRM and click on use template this will create a new set of boards and process to manage our leads and accounts it will put everything under CR and folder but let's rename that folder to auto insurance lead let's also rename the lead support to auto insurance leads and move it to the top as we are going to focus on leads for this tutorial by default leads Port only has some of the columns that we need hence we need to add the missing columns to do this let's open the file we downloaded from jotform the column names are in the first line of the file but we need to modify the column names before adding to delete board to make it easier to manage the data copy the first line into notepad or a simple Text Editor to make editing easier for this step now let's put each column on a new line and shorten it when possible this will take a little bit of time but it's an important step to make it easier to manage our board next we can delete the columns we already have in our lead boards such as name phone number and so on for address Fields create a single text Fields column on the board jotform address Fields mapped to a single column as part of the jotform integration address columns will contain street address city state and zip all in a single column once we have a list of all missing columns let's go ahead and add them to the end of the leads board you can select text column type in most cases and sometimes it's easier to just duplicate an existing column now once the missing columns have been added you can go back and change the column types when necessary let's change submission date to date and some of the other fields as long text columns types you can do this by clicking the three dots next to the column name and then select the specific type and change column type menu repeat this process as needed for the other columns unfortunately when you change the column type sometimes it duplicates the column ideally you should select the correct column by creating it okay after all the renames we now have all the columns we need with the correct types now let's check the status column the default statuses are okay but let's add a few more click on one of the statuses then click on edit labels let's attribute follow-up appointment scheduled and negotiation statuses let's change qualify to 1 then change unqualified status to loss Dash unqualified then let's add a couple of more loss Dash not interested and last Dash no answer you can change the colors of the statuses to match your needs we usually like to make any status that's in progress some sort of orange and more Greener when getting close to closing the deal and red when unqualified or when deal is lost or no longer interested we can also delete any of the statuses that we don't want and sort them the way we like by dragging dropping we usually want to sort the status in order yellow orange green red you can always come back here and make more changes let's add one more status type column to track the progress of our proposals click on the three dots next to the status column then click on ADD column to the right then select status let's rename it to proposal and the default status options are fine for now after we speak with deletes and qualify them they will most likely ask for a proposal this new status column will help us track our proposal writing progress make next let's add some groups to make it easier to organize our leads we will add these groups in progress appointment scheduled follow-up negotiation one and last we will also set the different colors for each group we usually like to select orange yellow colors for in progress and more green when we get closer to closing the deal and red when the deal is lost now that our lead sport is almost ready let's connect it with jotform this step is called jotform integration let's first jotform app from the marketplace to do that click on bottom left user logo and then apps Marketplace search for chat form and select then click on add to your account then scroll down and click on once it finishes let's close and exit now let's connect jotform to our leads port click on bottom left user local then apps Marketplace then click on installed apps as we have already installed chatform app select jotform and click on use app then click on add to board this will bring up a pop-up where you can select the workspace and delete ports for jotform integration you should see CRM workspace selected and for the board let's select auto insurance lead support and click on add this will bring up all automations that jotform supports let's select the automations when form is submitted create an item this step might ask you to login into your jotform account and authorize the integration next let's set up the integration we need to click on the form link and select the form we created our layer in dot form next let's click on item and go through the mapping of each column we need the map.form elements with our columns in the leads board please take your time with this step it's important that we map all the fields so the data can flow from our jot form into monday.com CRM once you are done with all the mappings click on done then click on add to board and then close you can always go back to this integration by clicking on integrate button at the top of the board which will bring up all the Integrations then you can simply click on the three dots and edit any of the Integrations as needed that's all we need to do to set up the integration between jotform and monday.com board now we can test our integration and see how it works let's go back to our request a quote for auto insurance form in jotform and submit a new entry free if our integration works properly we should see the new submission in our monday.com lead support under New Leads group as you can see after submitting we got the new lead on our lead Port so everything is working as expected now that we got our integration working with DOT form let's add some automations on our board monday.com automations help you to automate certain tasks on your board to help you save time for example let's say we want to automate the moving of the leads to the specific groups based on status changes for instance when we change the status to reviewed or contacted the lead should be placed in in progress group or when status changes to appointment scheduled it should be placed in appointment scheduled group and so on this will help us stay organized without manually doing all the work let's go through and set up these automations again the goal of this automation is to move the lead to different groups based on status column changes to start click on automate button at the top then click on add new automation click on when this happens link and select status change click on status link and select our status column click on something link and select reviewed next click on then do this link and select move item to group click on group and select in progress group as you can see when your selections are done it almost becomes an English sentence when status changes to reviewed then move item to in progress as you can see monday.com automations are really easy to set up even for non-technical users when you are done making changes click on create automation this will create the Automation and take you back to the automation screen where you will see the newly created automation you can always edit the automation by clicking on Three Dots and select it edit now to save time let's duplicate this automation to configure for the other status changes to do this click on the three dots and select duplicate automation then simply made the changes and click on create automations repeat this process until you are done with all the status changes and the group selections once you are done you should have automations mapped to each of the statuses next Let's test it out our newly created automations the idea is if we change the status of elite it should automatically move the lead to the matching group sometimes it does take some seconds for automations to execute just be patient as you can see our automations are working this concludes our tutorial today and hopefully you should now be able to set up monday.com CRM for your own business however every business is different and may require slightly different workflow and setup if you don't have the necessary time or resources to do this in-house be sure to contact us we can help with your monday.com CRM setup or even with custom Integrations and automations We Are An approved partner for both monday.com and jotform to learn more or to get a quote for your setup simply scan the QR code and submit your request by the way we also use the same setup of short form and monday.com for our leads we have simply embedded the jot form onto our own website and click lead similar way check out that should be.com forward slash CRM or simply scan the QR code on your screen if you need to sign up for monday.com or jotform you can support the channel by simply scanning the QR codes we included the links in the description of this video our partner links will have the latest promotions offered by jotform and monday.com be sure to check out the 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