Sales automation platform in Onboarding forms

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[Music] so the reason we built this checklist is because we needed a better way to collect information and documents from customers throughout the onboarding process one of the common problems we were having was we were not getting complete information and documents from our sales staff and the way in which we were collecting information and documents was just a little clunky so we set out to build a process that would allow us to have some quality assurance controls over the information that was being given make sure that we are getting complete information and also open things up to have a collaborative experience with these customers which really the culmination of those things through what i'm going to show you here is what allowed us to cut down cut that timeline in half it's been a huge impact on our business we move much quicker we're getting much better information and the client experience as i'll show you has been much much better so how this process works all these information all these images that you're going to see here are all built out in canva and uploaded as images the way this process works is that on the front half of it it's all internal facing meaning that we're pulling levers behind the scenes and using conditional logic to set up the back half of the process which is going to be customer facing to only show them the pertinent information and data requirements that we need from them so it's only what they need nothing they don't so to do that complete through here rename our checklist add our sales person this dynamically assigns all these other tasks that are about to populate here and it's a rather large checklist so i'll spare you some time as i completed a number of these things ahead of time i'm going to illustrate how the conditional logic works here so states for withholding let's say illinois and let's add say utah and i'll show you how that flows through on the back half of this with that logic we'll complete that so this was all the sales person in putting this information this is all triggering conditional logic to where on the back half it's it's as we're adding this information the checklist is building itself out i'm going to touch on this really quick the direct integration has been a huge game changer for us we actually collect signatures in the process before this and then automate that data through the process street automation to link directly into this checklist so that new way to map fields through that direct integration has been fantastic and we've also built a zap on top of through zapier to go out grab the envelope download link and then add it in here so and it pre-fills this as you see it by automation two days ago so it pre-fills that link in there so that at any time we can come in take a look at those documents download them again and if we need to have another look at those so we'll move through that piece and here we get to really what makes this process go for us which is the client collaboration here we have some conditional logic built out to say are they working with an affiliate affiliate would be like a cpa or another trusted professional that can provide this information on the client's behalf or do we want to bring the client in to say self-service and provide these documents and information themselves so for here we're going to say yes and then this email field pops up this is the email that is going to dynamically assign to these steps down here so once we type in the customer's email they're going to get an email themselves in their inbox that says hey you've been assigned these tasks they're going to say what's process street so to really add to the customer experience we spin up this email to them that goes in addition to that process street invitation that just says hey here's what's happening here's what you can expect and here's really what you need to do we thought that really was a nice touch and allows us to kind of get our arms around them to guide them through this process as well so as we move through here i'm going to jump over to what the customer is going to see on my other screen and give you some context there so here we are at the customer screen so customer logs in they get the email they get the instructions this is the first screen they're presented with again we really wanted to add to the experience so we lay out our steps and then also give them a video tutorial link here as well that we've recorded that shows them hey this is exactly how you should be using process street to get us this information from there we haven't checked this box to kind of get acclimated with using the program and then we take them through our process again again with these image files through canva so they go through and add in all their information here so this creates that nice self-service experience that we really wanted it eliminates that back and forth between sales person and new customer and really streamlines that process allowing us to cut it in half essentially so that's what we're really going for here so as you can see it's it's a really nice self-service experience that they get all this data is test data so you keep that in mind as well so as we move through here i'm just going to refresh and they provide all their information and we get down to i'm going to show you how that conditional logic comes back into play check that complete [Music] and i'm going to pop this up here again right here to just upload documents nice and easy for the customer it's very intuitive um here's where this conditional logic comes in to say hey we know that we have illinois and we know that we have utah behind the scenes here we have 50 states going so the conditional logic is vast but this just illustrates how you can use the program to really set yourself up to only put that pertinent information in front of somebody and really clean up a lot of the excess fluff that doesn't need to be a part of it so i'm going to complete through that and then as a customer i come down to my submit for approval step here so i had been through here tested a few three times and say okay this is what happens when we submit for approval what happens if it's rejected really allowing us to get our arms around them to explain the process and and kind of have a nice guided experience so we'll complete that then we'll pop back over to the admin side here so as they're going through the sales person can also see how far they are they can keep an eye on things and step in if needed to collaborate either through that comment box or what have you there to make sure that things go smoothly and cut out that back and forth as well as we move down through here again here's where our quality control comes in we add approval steps for everything let's just say that everything looks good we'll approve and then we move on to sending our approval notifications again this is another notification that goes to the customer always keeping them in the loop adding the experience then we do a few other internal things where we create the codes for the client based on their unique setup then by clicking on this task what this does is creates a folder in google drive and also a summary form of all the information we collected this is also a game changer for us it allows us to with one button one click create a summary form of all that information here we are which has been a true game changer for us as well and really just puts all that in one place making things nice and simple also in that step when you check that button it does create a folder in google drive for the new client as well so that's been fantastic we move that information over into that folder and then our final step here is to hand off to our implementation team and by checking this button we're utilizing that process street direct checklist integration to take all this information and flow it into the next checklist from uh just completing this step here it's also been a game changer for us and really has sped things up quite immensely for us so that's how the process works finally we send some implementation a notification and that really is is an overall summary of how we've taken our information and document gathering process from 14 days down to five on average it has really been a game changer for us getting us complete information allowing for more quality control and also allowing us to collaborate more directly with the customer to streamline that whole process [Music] you