Streamline Your Sales Document Processes with airSlate SignNow's Sales Document Automation for Facilities

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good morning and depending on where you are good afternoon everyone i'm ken waddell and as publisher of document strategy media i would like to welcome you to today's webinar three things you don't know about document automation i'd also like at this time to extend a special thank you to our webinar sponsor expert doc and experlogix brand before we start today's presentation i need to take just a moment to go over a couple of brief housekeeping items first you can submit questions at any time during today's presentation our speakers will be getting to as many of these questions as possible at the end simply submit the question in the q a box at the bottom of your screen and secondly and lastly remember our webinars are archived for a full year so you'll be able to view this again just by using your same registration link that you use to log in today with that taken care of i'd like to introduce today's speakers we have eric batangan sales executive at expert doc and step on clue ta senior sales engineer at expert doc and with that i'll hand it off to eric thank you ken and thank you everyone on the call we appreciate you taking the time to join us today and you know i think today's session will be about 30 minutes in duration and as ken mentioned my name is eric and joining me is my colleagues the fan what we will cover today is how to create more efficiencies and productivity with document automation what i will walk through is a few slides to explain what is document automation how it helps and reason to incorporate automation to your business what are some common uses three things you may not know about automation and in the end the fan will walk through a quick demo to tie it all together so what is document automation document and automation by definition is the design of systems and workflows that assist in the creation of doc electronic documents these include logic based systems that use segments of pre-existing text and or data to assemble a new document i personally look at document automation in two ways one how can i do my job faster and easier and two have the confidence that the documents are correct each and every time as ken mentioned my role is in sales and what i love is that i can spend less time preparing contracts and quotes and spend more time with my partners and clients doing the part of my job where i feel i bring the most value reasons to include automation well when you leverage document automation technology you will modernize your processes you will reduce the number of clicks limit the number of applications you need to open and reduce the manual steps your company will adhere to approved business rules promote standardization so that all documents comply with your brand guidelines and ensure each document is using the latest and most compliant version now documents are used at every stage in your company's in your customers journey with your company here are some examples where you can improve your customers experience with document automation what each of these scenarios have in common they all need a document template each template needs data and something happens to that document once it's generated and here's where we can discover and apply different ways to create automation when think about when thinking about your document template a powerful dynamic template not only merges data into your document it can include data from multiple sources perform calculations and include business rules and conditions to dynamically change based on the data that's coming in data capture is also an important piece you're looking at ways to include additional information that can be collected in real time to combine with data from your other systems this is useful if you want your customers to self-serve a dynamic smart form is personalized and change is based on the responses that are entered only exposing questions relevant to your client key thing here is that you can leverage the data for all your documents so you no longer need to re-key data that is used in multiple documents so automation can happen at a template level automatically pulling in data from anywhere using the conditions to determine the output when collecting data with a smart form you can save time by letting your customers enter that data and self-serve and then leverage the data to create all the documents needed without manual re-entry and now the real magic happens with the automated workflows combining all the stuff that happen before the document is created and steps needed after a document is created is how you can reduce all the manual steps reduce all the clicking reduce applications that are opened and eliminate error prone copy and pasting now i'll let stefan take control and we'll flip to the demo part of the presentation thank you eric all right so for this part of the demo what we're going to do is we're going to simulate filling up a questionnaire for the insurance so we're gonna select our smart form which will be insurance restaurant questionnaire and this form could be either embedded in your website or it could be sent over by email to a customer through a web link this form can contain multiple types of components like you can have embedded multimedia such as a corporate video in your form multiple tabs and if i go back into this tab here and this is where you would start filling it the getting the data for uh filling it on the form there we go so i'm filling in this form data could be pre-populated like i said from your system from your existing system either your crm or your own back-end system i'm going to fill up this form with type of operation with entertainment and we have different types of components just have date pickers so very easy you could pick and select dates uh we also have in the forms the possibility to add tables so if you could add a lot of lost experience if you keep adding you'll be adding those into the form as you keep going in my wrist detail you can have multiple different types of questions based on the type of questionnaire you want to submit all these questions are can be automatically created or you could personalize the form in any way shape or form that you want and the form could also be fully dynamic based on the answer provided so let's say we answer some of these questions and if i say yes there is a fire extinguisher the system will ask you what was the date of the last service so this is answered because you have a fire extinguisher service and you can keep on entering like you have maintenance contract is it usc approved if you have a safe it's going to ask you to describe the safe so let me say well it's a metal safe total sales my liquor sale and so on so you could keep entering all these square footage of the premises so let's see 2500 square feet seating would be 60 people you serve buffet yes or no and you have all these questions like you have live entertainment if you say yes it's going to ask you describe the entertainment if you say no the form or build itself ing conditionally based on the question and answer provided by the user sorry and once i'm done we're complete filling up the form we have some check box as well or you could say uh if you have your license been revoked you could say yes or no uh and you also have different types of questions you could do so once you're done filling up the complete form then we could do switch to the next step but before that i'm going to show you one last thing in our last step the form will also allow you to attach local documents into the form such as docx or pdf document or images and these would become part of the generated document at the end if we attach documents just by clicking here it will ask you to put in pdfs or docx into your document so once you're done we're going to click on next and it's going to be generating the document and then what we do we we configured it to send a copy over through for a customer to sign off on the question that they filled in so actually we're generating a document sending over to and as soon as the customer signs up on it we'll get an email from and you will see that once we go through we've generated a form for the insurance questionnaire based on all the answers provided from the form prior to that and all these answers provided on the form can also be used within your applications you can also get the data from there it's data capture so you can bring that back into either your crm or your own back-end system once we're done we're going to click and sign so we have direct integration with the four major e-signing providers so that would be adobe sign one span sign and certify once the customers sign off on it we're gonna click finish and this is it so the next step that we've configured in our flow as soon as we get the response back from we configured to send an email back to the person that asked or generated the quote the application saying that the document came back signed and also a copy was sent over to our legal department saying the doc the contract was signed and this is a copy of the email that was sent with the attachment the pdf that was signed in mentioning that this person signed the restaurant abc signed off their restaurant application all right for this part now i'm just going to show you how this law was configured i'm going to go into the back end very shortly this is how you would design your flow this is the this is a flow that's being designed with folder we just generated so if you look this is the step where we're going to send the form over to the user that's going to fill out the form once the form is being received back we're going to be generating a document and we will be using a template that was designed in smart close which is the insurance template populating it with the data coming in from the form which is our smart form and dynamically giving it a name for the document which will be the restaurant with bristol application with the company name which was entered back in the form and it's going to generate a pdf we could generate multiple types of documents like docx pdf html document and you name it and once this is done then we've configured to send it over through so what we did is we're going to be sending the document over to and the flow will wait here until the document has been signed once the document has been signed the next step that we've configured in our flow was to send an email to the person that in the office that is responsible for that account and in this email what we did is we the subject of the email will be the company name that the restaurant name sign application the template the the email is coming from a template as well and we're going to attach the signed document into our email now very simply if you want you could add an extra step or configure an extra step in your flow just by clicking on the plus at the bottom and click on the plus here so everything is wizard driven everything is what you see is what you get so you could build condition you could call an external service let's put you could store it to sharepoint and you could do all different kinds of steps that you want in in your flow so let's pretend that i want to save it in my sharepoint so i'm going to go here click sharepoint ad and what document do we want to store in our sharepoint well we want to store the signed document so we're going to click here and link and boom that's it we've configured to store over into sharepoint and all we need to do is save our flow and now the next time the flow will run it will store an extra a copy over into our sharepoint now to quickly to show you it was we talked about templates so i'm going to show you the template that we did for the restaurant applications i'm just going to open up my word document for template designing smart flow used microsoft word so very easy you could reuse existing word document to become a template and you don't need an extra training to to learn a new tool how to design your your template because we use the word the industry standard of microsoft word um so you could redo with like your existing document and just all you need to do now from then on is in your document here you would need to map the fields in your template on the right side you will see all the fields coming in from your smart form with the form that we've sent over to the customer and all we need to do is either map those fields and we can also build conditions so you can have conditional conditional thing in your document like it like in this case i have a small condition here if the checkbox has been checked i'm going to say yes if it's not checked i'm going to put no but you could go to higher level of condition so let's say this paragraph or this small text here would be conditionally for there in my document if my customer live at a certain area or certain states i'm going to say the condition is based on this two lines of text and then second of all i'm gonna say okay what field in my data will do the condition for this paragraph to be displayed and i'm gonna say it's gonna be displayed by the state of where my customer is from and clicking on the condition this will open up our condition wizard which will say you want to build a condition on a state and you could say well if my customer lives in new york this paragraph will be visible otherwise it's not going to be part of my document and we've just built ourselves a condition so there's no limitation on how many conditions you can build in a document something could apply to terms and conditions so if you have different paragraphs of terms and condition to be displayed based on the location or type of items in in a quote let's say so everything could be fully dynamic on the same template itself so this is the condition we also have looping looping would be to let's say in in my case uh for the claims we could have multiple claims in one uh application so we have one line here and all it is to do is we would do a loop over all the claims that we'll enter on the form and the table will grow automatically based on how many items there was and there's other advanced options but this is how the template is being generated can i pause you for a second stefan sure can yeah so while we're looking at the the template designer here template builder so what stefan touched on is the different data sources that show up here on your right the different conditions you could build which as you described is low code no code with z-wig approach and these are all parts of the solution that really brings in automation so letting the data that you're pulling in dictate what the document will produce so you know reducing the steps where your your business user has to know what to do depending on on different state for example different conditions you can let the template drive um and and use the data to to generate the document and stephan if you just minimize this and go back to the flows yep here's a great example of uh an easy approach to design a document process or to automate a flow and you could you could kind of think about you know what are the different steps that you're taking uh if you were to do this manually so you're looking at you know having a smart form to collect information then you need to generate the document once that document is created if you were to send it to without the integration to maybe you'd have to launch or log into the portal upload the pdf define the different areas of the document where the signature needs to go date and and name perhaps and then and then send that out for the e-signing ceremony wait for it to come back once you receive it you want to bring it back into your flow you'll have to you know save that locally attach it to an email to send it to maybe a manager for approval or something like that then also take the the pdf that you've received from and and then upload it to sharepoint if you want to keep that in a repository so we're looking at taking you know all those steps into one or two clicks instead of having to open outlook instead of having to open docusigns i'm having to open sharepoint that's all being handled here by the smartflow thanks eric let me share my screen again thanks stefan thank you so what i'm hoping that you saw in today's quick presentation is some things that can help spark some ideas around exploring documentation for your for your organization think about all the different documents that you create you know which ones take a lot of time or have manual steps for example where you need to open other applications do some copying pasting from other systems how can that all be brought into a single process and you can check out our website for more information feel free to email me to schedule a call for a more in-depth demo but i'll um send it back to ken if there's any questions in the question box yeah actually uh we've got four questions already so um let's get to these here and uh eric and stefan if it's okay i'm not sure which one of you to ask the questions to so i'll just let you two decide yeah perfect okay question one what other systems can you connect to besides crm well that would be mine that's the fun uh well we can connect to any system because we have a full rest api so actually virtually anywhere any data can come in and as well we can have as many as a data coming in from multiple sources into one single template so by leveraging our api we can get data from all over from any system perfect perfect um second question here can i embed the web forms into emails or landing pages on my website uh this could be done in an email it's gonna be a link to a web form because our smartphone are web-based so you can you're gonna provide your end user a link by clicking on this link it will open the smart form from a web page it could be it the with our smart form are responsive so it could be from a cell phone a tablet or any web-based application and as for embedding our form into a website using an iframe this could be embedded in any website thank you thank you anything else you wanted to add eric i'm sorry nope that's uh that's perfect i think um we have customers doing it all those types of standards that stefan described um you know even we have customers that display it on on secure portals for their customers as well so if they want to um for example um you expose an iframe within a secure portal where they could produce their own applications or or their own quotes for example all done in a secure environment as well okay thank you third question here what typical use cases do you see around the web forms or data capture functionality um we've seen quite a few a lot of them is for getting additional data or information we've seen that for in the banking world for loan applications all the way to university application to be filled in in some web sites we have some group health benefit that are using our smart form to capture employees information and providing them group health benefit and as well as surveys that could be reused and all the data entered in a form in a smart form could be reused or taking in and populating the system back again all right thank you very much uh this looks like uh yeah question number four uh are workflows set up in the expert.platform or in the crm system well actually as we showed in our in the expert.platform this is where you design all the flow itself so all the steps that you want as soon as the flow is executed and there's no limitation on how many steps you put in the flow so you could do multiple things in the scenario like i've shown before in the flow today i've sent an email out to a person but you could email it to group save to salesforce save to an ftp site all this could be done within the same flow it's all transparent to the user or to anybody that's generating it so everything is done behind the scene and automated all right that looks to be our last question um i'd like to thank you eric and stefan thank you for your information thank you for the detailed answers um i'd also like to again thank our sponsor expert doc for making this webinar complimentary for everybody and please remember um everyone you can view this webinar again at any point during the next 12 months that concludes our webinar for today thank you all for attending have a great week goodbye thank you very much thank you