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all right thank you everybody for joining today's webinar today we'll be talking about automating your business process and your host today will be colin tubner who is the director of customer solutions and myself uh my name is aaron brennan i'm the director of product marketing so when we start talking about you know automating business processes what we're really talking about is automating the tasks that people need to do in order to make them more efficient in their everyday job so if we look at this graph we can see that the current workday a majority of employees are actually spending their time doing paperwork and data entry and spending very little time actually working with clients and we know from research that more engagement with clients actually builds a better reputation it closes sales faster and as well as retains customers for a longer period of time so the goal with automating the business process is actually move your employees away from doing that manual paperwork and data entry and running around trying to engage uh with people internally within the organization and spend more time with their focus on their client making sure that their client is happy and getting what they need to actually improve the business and organization so what does an employee want to do rather than manual data entry sending emails back and forth to managers internally trying to solve problems or make sure that information is being input correctly or letting people know what's happening they really want to be experts in their job they want to be the person that they talk to that everybody comes to in order to you know find out what's going on and find out more information or spend their time working on more edge case scenarios that don't fall into the mainstream business process so by doing by focusing our time and energy on uh you know making these employees do these tasks that take up a lot of time uh by switching back and forth between different systems of record or different um you know user interfaces we're actually preventing them from actually giving the support they need to the uh to the client so what happens here is in order to build a business process you need multiple different tools that need to come together and either that takes many months to put them together and actually grow the system to actually be able to talk to each other which costs you time and money um you also have the functionality of these employees having to jump in and out of different systems understanding different ui and contextually changing all the misinformation time data moving back and forth between these systems to build out a workflow process so in our in our world we look at business process of having five key components i'm sorry six key components of e-signature some robotic process automation being able to submit surveys or html forms business process management contract negotiation and document generation these tools by themselves coming together create a full business solution that automates the process for your end client as well as for your internal employees to give them more time to give the clients more success and let everybody know what's going on in order to build this sort of process it really takes two different layers and there's two distinct layers the first one is the creative layer the creative layer is how do you kick off this process what is the creative way that you get information from the customer or your client or internally for for that matter to start the business process so do you need an address do you need a social security number do you need a credit card number um any of these sorts of things that you can any creative way get from at the start of the process to kick it off and we can do that in a series of different ways within air sleep through forms of surveys document generation contracts and spreadsheets the second boost to this is really what we call the data movement layer the data movement layer is really around once you collect that information then what do you do with it and this is where a lot of employees internally spend their time is once they collect the data they're either manually changing it to a crm or they're emailing a manager to approve whatever was was sent to them or they're running to the finance team to get more information about whatever information they collected this data should be automated so then that way the bulk of the employee's time is not running around trying to manage these processes manually but actually automatically doing it so in a typical workflow let's say we're dealing with an hr onboarding um you know if a customer you know if the hr employee sends out the form to be filled out by the client and gets it back that hr manager then needs to email it off to the manager makes touch base with the manager um answer any any questions that the customer have run off to finance get the agreement on the final purchase price uh the final purchase prices or the or in this case the hr's um salary requirements and options packages that go along with it and you can see that this really turns into a struggle because a lot of this is not visible and you can't see what's happening as well as takes a lot of time that you're not spending on the client letting them know what's happening what employees really want to do is they want to work in a way that's really efficient that they have visibility into it should really be a streamlined process of automation that happens so once they get the information back it can be automatically sent off to the necessary people within internally at the organization to make actions on those items and they can spend their time on the front facing client so this brings us to what is air slate air slate is a all-in-one workflow and business processing solution that helps automate tasks that these employees need to do on a day-to-day basis we can do either simple to advanced collaboration internally this has an easy documentation workflow so you can build the document and automate where that document goes whether that's to a crm system or internally to another client or to an external client letting them know what what is happening in the next steps and finally there's advanced reporting and tracking that allows us to actually see how this process is working is it efficient enough and test it against other options that you might have in order to figure out what's actually going on so i will pass this over to colin and colin is going to give you a quick demo of how this actually works and how we can how automating the solution can free up time for the employee or the organization to spend more time with clients to get better business value thanks erin as you can see from the slide we're going to show just a simplified version of employee onboarding in the interest of time we won't build out the entire thing you know a real employee onboarding process which we've all been through at one point or another has a number of different forms that go off to different government agencies and health insurers and internal departments and there's a number of different systems that have to be updated as well so we're going to distill that down to the process for just a single form but it should show you how an entire employee onboarding process could be built using air slate with many different forms and many different systems so we'll have a manager fill out a web form with the employee's basic information then we'll have a bot automatically fill out an irs form for the employee the employee just needs to look at the form and sign it and then we'll also have a bot populate google sheets and here we're using google sheets as kind of an easy stand-in for one of your enterprise systems that might might include employee information so i'll go ahead and share here and so we're in the air slate workspace and just two brief terms that i'll define before moving on we have the idea of a flow and if you've looked at any workflow systems you're you're probably familiar with this idea of a flow which is the set of steps that your workflow is going to follow every time it's kicked off and then we also have the concept of a slate and a slate is the package of documents that will follow down the flow so each time you start the flow you will get a new slate and the slate will follow all the steps in the flow we do have a library of flows but in the interest of kind of showing off the system i'm going to create a new flow from scratch instead so here's where we set up the template for the flow and this is where i define all of the documents that make up the flow again when you kick off the flow you'll get your own copy of each of these documents which is what we call a slate and we're just going to have two documents in the sample flow so one will be this former survey and that's going to be for the manager to fill out the employee's name and email address then we'll also add the irs w4 form which is a pdf so go ahead and create the web form first and so we all we need on here is the employee's name and their email address and so i can just make these half pages to have a little bit of a cleaner layout ahead and say first name last name and email and then just some instructions enter employee information and i do want to name these fields something useful so we can refer to them later okay and that's really it you know our form editor does support many different kinds of elements and widgets that can be placed on the form we also support having conditional logic so that maybe fields will show and hide depending on some values that are here uh so we don't have to get on into all of that in this brief intro demo but the form designer does allow you to get quite complex just name that document appropriately and then i'll go ahead and say we're going to add another document and so i'm going to add this pdf and this is where we will actually take this pdf and since it's a government created form it's already got defined fields on it you can see here it says 27 billable fields so aerosite found and created those fields for us when you get more advanced with airsight we can also generate documents from scratch from a word document and we can also work with contracts or spreadsheets directly in the tool to do negotiations or calculations on data so here i'm just really just going to name these two fields first name and last name not use the irs code names that they have and we're going to add a signature you can also edit the document directly in here using our pdf editing capabilities so if i wanted to highlight something remove something add text i can do that but we're just going to add a signature here so here's my signature just drop that on and of course it's going to be required that's really all i need to do there so that's it for the documents we'll move on to the workflow and as i mentioned earlier there's just two steps in this workflow there will be the manager who enters the employee name and then there will be the employee who looks at the pdf form okay so the manager uh they're going to enter the employee name as i said they actually don't need to look at this pdf at all so we'll hide it from them and on the employee name they're just going to do all three fields and then we're going to revoke access when this slate is completed maybe we don't want the manager to be able to see the employee's social security number when it's entered on the w4 form so we can say they're not going to have access to this after they work with it all right then we'll just add one more step you can also drag the step on here or you can click that little plus sign and so we'll call this one employee and they don't need to see the html form it's already been filled out for them and so that'll just be hidden but they do see the w4 and they'll need to at least sign it we don't need to revoke their access and then while the manager that's going to be kicked off by the manager clicking the link we'll see that a little bit later so we don't need to pre-define who the manager is it's going to be whoever starts the process but the manager is going to enter the employee's email and then that email will be used to assign this slate to a person at the second step so we know that email we got it in the first form and we're going to use that here so i'm able to when i'm saying who is the email that will get this i can use the values that were entered on a document to send that out i can also customize the email um so i'll just call this demo just so you can see that the customization comes across and that's really all we need to do there and then finally bots so my original diagram showed two bots there's one bot that copies the name from the form the manager fills out onto the pdf that the employee pulls out and then there will be another one that takes that name and email and puts it in a google spreadsheet just to represent the idea that in reality we would take this employee's information and put it into some of our systems of record so i'll set both of those up here they're both some of our most popular bots so here's the pre-filled document bot and this simply copies data from one of our documents to another however you like to set it up so pretty simple it's from the inner employee name we need the first name and last name and then it's to the w4 because i gave them the same names parasite just matches it matches those for me automatically now under conditions every bot has this concept of when should this bot actually do its work we're going to make sure that the employee name has actually been filled out at this point so just those two fields are not empty that's all we need to do and that should be good to go then i'm also going to export to google sheet we're going to take the user's name and email and put those into google sheet just briefly show you the google sheet here so it's just a simple sheet that has first name last name and email as columns airsite's able to connect to my google account which i've already set up and then select a spreadsheet so i have name collection and so we're just going to transfer a single line of data but if we actually had created a table or something like that we could transfer multiple lines and then we'll say whatever is on the inner employee name sheet the first name last name and email it matched email automatically i do need to manually match the first name and last name and so that's our mapping and then this one i'm going to wait until the employee has signed the w4 before copying it so we're going to say the condition for the bot to execute will be fw4 when the signature is signed and that's it so when i hit done airside is going to show me the options for starting this flow i mentioned earlier that i want the manager to click a link and so the way these links work is that every time you open the link you get a new slate under that flow so i'll copy that and i'm going to open this in an incognito window just so we don't confuse airslide about my permissions so this is a manager in my business kicking off the employee onboarding they need to agree to the terms and conditions before they can start and then once this loads they'll be able to just enter the name and email right well go ahead and hit complete there so that'll save and it should send it to the employee over here in my demo folder i should get this email momentarily and we'll open up this in the incognito window as well there's my uh edited subject so customize subject the body is customizable as well and we'll go ahead and say open the computer window so you can see my name was copied by the bot from the first form onto this pdf for me all about all i've got to do is sign and hit complete and then we can look at the spreadsheet and watch that name come in from the bot in just a moment there it is and then of course you can also download the pdf that's signed and there's a certificate of completion as well but that's really meant to just give you a quick overview of how you can automate document operations and the integrations to other tools with the data on your documents in just a few minutes with airsoft so i'll hand it back over to aaron at this point to wrap us up thanks colin so as you can see from the demo that was just shown really by automating this whole system we are reducing the errors that could happen from manual movement of data between systems of records so as data comes in from airspace moving it into something like salesforce or google or you know microsoft dynamics or anything like that we reduce the errors manually switching that data over by automatically pushing it to that system of record we increase the efficiency across the organization uh we decrease the amount of time that employees need to actually manually run around and get everybody together because all that stuff is automated while it goes through so that from here the employee can actually spend more time with the client giving better customer service leading to uh higher wins uh in sales cycles or wins in whatever the business process is um as well as you know decreasing the amount of time that they have to run around and figure out what's going on within the rest of the organization in order to get a process finished so the benefits here that everyone will ultimately see is with increases in employee efficiency it decreases in mistakes across the organization so this is the last slide of the deck and you know i just want to tell you that if you have any more questions around air slate you should really check out our academy just go to .airslave.com academy all the courses are free you can learn how to build your own process automation through air slate as well as a range of different topics on just sort of what is uh automation how does automation work how to use it for yourself and if you have any other questions please feel free to reach out to support um and that is just support airslave.com and they will be happy to help you set up any of your uh flows or business process or tasks that you want to automate in the future thanks so much for joining