Optimize Your Lead Management System Workflow in Affidavits

How to create outlook signature

hi in this video we're going to build the ultimate lead management flow this lead management flow is super simple yet super effective and works for businesses for all sizes without any coding we're going to build a simple web page where customer can submit their information and the query and we have an AI bot which can answer any question customer half so we have a better chance of generating more leads and as soon as they submit the form we're going to get a slack notification so we don't miss a single lead let's get started for this workflow we're going to be using zapier so when you log into your zap here account you're going to see interfaces on the left and that's where we get started so when when you go to interfaces if you already have one you're going to see the list over there if not we create a new one so you have an option for creating a form or a customer portal since we're doing lead capture we're going to start off with the form so you click on form and you're going to see some of the templates or you can start from scratch for most of the users these templates are going to be a good starting point because they kind of cover most of the use cases you will encounter when building a new form for the website so we're going to start here with a contact us form we're going to assume that we are in events planning business in British Columbia you could be a retail company you could be a tech company you could be literally any company and this workflow will still work we need a form on the website where people can inquire about the services and hopefully we can get them on a consultation call and get a new customer we're going to see a bunch of templates here for a form we're going to start with get in touch form so as soon as the template loads you're going to see a table that's connected with a template think of tables as like Excel but better because you have so much control over it we're going to get into the table as soon as well and then we have zaps so zaps down here are basically all the automations that are going to be associated with the form which we're going to build as we go along this process so we have two pages for our interface here one is get in touch page which is going to be the form where customer fills out the information and the second one is the thank you page this is the page the user is going to see as soon as they hit the button submit so we're going to go to get in touch page cuz this is the one we want to customize so we're using a template so you're going to see some predefined questions already in the template so all you have to now do is basically edit the text so we're going to change the header and the subhe header and we're going to customize the fields some of the basic fields are already there and if you want to change like what the Field title is or what the placeholder text should be you should just click on the field and on the right menu you should be able to change those details so instead of company name which is irrelevant to this business we're going to change it to how can we help and the type of information we want from customers is not going to be a short text so we're going to change that to long text and as soon as we change some of this information our table which is like assume our Excel sheet where all the data is going to go is also going to change automatically and then for all the fields that you do not require anymore you can just delete them by simply scrolling down you can see the option for removing them from the form and then for any new Fields you want to add we're just going to go to the top here and click on the plus icon and when we add a new field we have an option to either pick one of the existing columns from our table Excel sheet or we can add a new column to our table which is going to be the field in the form it doesn't have a field for budget so we're just going to add a new one so the field nameing table is internal so you can say whatever makes more sense for you then we're going to pick the type for this field in this case we pick a currency we put a label what customer is going to see we're going to select select the format for currency we want and if we want decimals or not any placeholder text you want or any help text you want so help text is something that's going to appear at the bottom of the field just to help customers understand if certain field it requires more information and then you have an option to either make the field hidden this is if you want to use something internally or if you want to have the field required so you know if customer cannot skip that field if you don't check required then the customer should be able to submit the form even if they don't complete out that particular section of the form once you create the field you're going to have it inserted onto your form similarly you can add as many fields as you want whatever is relevant to the customer Pro tip is to minimize the data customer has to enter so that way there's a higher chance they're likely going to complete through the form and then here at the bottom we're going to change the button text to schedule a free consultation call cuz our goal here is that they fill out the information and we get on a call with them so we can understand really what they want and hopefully we can try to convert them as a customer if we're able to help of course likewise you can go to the other page which is the thank you page you can edit whatever you want if you want to make your interface or your page here a bit more complex there's more requirements from your project for your business you can just scroll to the bottom and add a new component so you'll see on the left here there's some pre- components here you have a component for signing up for demo like a quick form a table like a can band view for tasks or an A chatot which is exactly what we're going to add because why not a is cool right so here you can either pick one of your existing air chat Bots and if you're not familiar we're just going to build one right now so I just started off with this new bot called Zea which is my a assistant so what I'm going to do here is I'm just going to call here on Zea and then I'm going to edit that chat bot so I'm just going to walk you through quickly on how to build an air chat bot that you can add here onto this web page you can give it a name and then you can have a greeting type as static or dynamic so static just means that the greeting text as you see here it's going to stay there the same every single time generated would just be that every time a new user is there or like if somebody refreshes the page there's going to be like a random AI generated greetings for the user and you can have a placeholder for like the chat bar whatever you want it to say so here we're just going to say if if you have any questions just ask me you don't have to play with other settings you can leave it as this and then move on to the instructions tab this is basically like the brains of your AI chat bot so you can give it all the instructions about your business and tell AI what role it needs to play so just going to say here you're a customer success manager at my events company I will share my business details and your job is to help customer with their event planning stuff based on the information that you know and your goal is to help them schedule a call with us so I'm going to basically copy paste a whole bunch of data about the business this event company and then that's pretty much it then I'm going to save my changes if you have a lot of documentation for a business you know you're an Enterprise business and you have like whole bunch of documentation you can also add knowledge sources so this is where you'll be able to add your documents so your air chatbot has a lot more context to refer to when customers are asking any questions so there's a lot more stuff you can do with zap your chat Bots we can do a whole separate video on that one so we're going to keep this one simple for now and we're just going to test it out quickly here how our a Chapa works I've already given instructions that my business is in Vancouver here so but is giving recommendations of some areas for wedding things in Vancouver here it works pretty good without any coding we were able to generate this page that has a form which is already mapped to a table and an air trap bot to help our customers and if you click on this link this is where you're going to get the form you can add a whole separate page on your website with a custom URL or you can embed onto any page at all so you can basically have a custom domain and like you know people can go to your website onto this web page and they'll be able to use this form you can kind of dive into design aspect of it as well you can make uh you know you can make the branding and the colors all coherent with your existing brand and then you can add custom domain so this page can live on your website and like you know with your URL and then so it feels more natural for the customers we don't have a domain connected but as you can see once we click on this link we have this web page where people can submit their information they can interact with the chatbot and get their questions answered as soon as a prospect enters information we get all the data in zap your tables so as you can see there's like bunch of columns bunch of rows where all the data is coming in but there's so much more you can do with tables that you cannot do with Excel or Google Sheets we can add automations we can do a lot of filtering automatically we can create multiple views there's a lot we can dive into but for now let's just see how we're going to use tables in context with the lead management flow we're building here so in the bottom here you're going to see an option to automate you can automate to bring data in this is where like you know if you want to pull leads from your type form from Google Sheets from like Facebook ad campaign from a LinkedIn ad campaign automatically into this table or you have an option to export data out where every time a new lead comes in we're going to send a slack message to ourselves that there's a new lead with some relevant information or you can Endra your lead this is where you can probably use AI as well where you can get a to scrape some information use other apps to find about their company name their country their city and whatever other fields you need maybe you can leverage here these automations to bring that data in so we're going to build this automation to send data out so let's get started now it's going to look like a typical zaap automation which you're probably used to here we already have a trigger which is a new record in zap your tables and then our action is going to be creating a slack message so we're going to test a trigger to make sure zap here records and the tables are being pulled correctly and then we're going to select our account and slack and we're going to select you know which channel or which individual we want to message and select and then use the data from the tables to add to our message text here we're just going to say new lead woohoo and we're going to add the customer name we're going to add customer budget and what customer request is for this events celebration company that we have here now when we get a new lead we're going to get our slack message right away so we're going to be on the ball and never miss a single lead ever again this is a simple workflow for those who think this flow is too simple let me give you something that's going to make things even better so I'm going to link this template here in the notes as well but basically it's app here there's a template for lead management that takes a whole automation lead management flow to the next level this is a template you can use it for free so when you signed in and you use a template here's what the workflow looks like so we have an interface like we just built where the customer is going to fill out the information then the information is going to go into the tables like we just saw and after that we're going to get a notification this is pretty much what we did so here uh the next stage is a conditional where the automation checks if the client has budget or not and if the lead doesn't have the budget or the budget that you're looking for it's going to get marked as not qualified in your CRM automatically and if it is qualified it's going to be tagged qualified in your CRM and then using the data customer is provided we can automatically draft a personal response to reach out to the customer saving us so much time so without any coding we built a simple web page with a form where customer can submit their information and air chat bot with which customer can interact with to get most of the questions answered and as soon as they submit their query we get a slack message and all the data is added to our tables automatically I hope you try this workflow and see how much time it saves you and if you have any questions please leave it in the comments we be happy to answer them because we want to help you save more time and work more effectively cuz why work hard when you can work smart we'll see you in the next video