Sales order management system in Onboarding forms

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hello and welcome everyone this is Mike I'm the founder and CEO of sweetash this video is just one in a series of many videos that will be highlighting both new and current features be sure that you're subscribed on YouTube and following us on all social media to get the latest videos and updates about new and existing features alright so let's get started [Music] okay everyone so today Dynamic items is the subject there's a lot of use of the word dynamic in the in the sweet Dash platform and there's a lot of dynamic activity that's for sure but what does dynamic items mean so let's explore that so first let's look I think at the little whiteboard here and let's talk about Dynamic items and what what they are and where they can be used okay so they are only able to be used in an automation okay and the idea sorry the idea is that they can only be used in on-demand invoice generators okay because that is a generator that let's review our invoice generator's whiteboard here there's a manual way to make invoices which is this and it results in an invoice or you can use an invoice generator which in an automation will generate and result in an invoice right so this is just a very general and generic overview of what generators are and they work like this generators will create they're configured here but their job is to generate thus the name invoices okay so they drop they create invoices that end up in your invoice list they are not invoices in themselves they are mechanisms that create invoices okay based on the configuration and instructions given to them beforehand and that way in an automation at any time you can basically point to that generator and say okay do your job as you were instructed and the generator will generate an invoice which then ends up in your invoice list it's static at this point it can be changed it's written it's printed and it's assigned and all that but this remains intact ready to work again for you whenever you point at it and give it its execution instruction okay all right pretty cool stuff now on demand on demand generator is unique and different from recurring and accumulating and I won't get into all that there's a video about that but on demand is exactly as it sounds it's waiting and the only way it gets triggered is by you pointing at it and say okay now generate the invoice ing to your instructions okay so that is the reason that Dynamic invoice items are so closely associated with this particular invoice generator because typically this is going to be used at for a specific moment in time where we have specific information in the automation or in a scenario where we want to instantly take that those values and these instructions that are in that Dynamic item and pair it with this Dynamic generator it's on demand invoice generator and create an invoice from the combination of those things okay that is not easy to follow without it some examples so let's look and get a little bit deeper okay so a standard on-demand invoice generator up until this point up until the release of dynamic items worked like this you would create an invoice generator an on-demand one you would add the items to it and everything had a set title description a set quantity a set unit price and always the same total okay it would always be the same so think for example like um hosting for a website developer a yearly hosting fee it's always the same the details are the same it's very predictable and it's just you know 12 months at or whatever the number is and on every year you can point to that on-demand generator that's configured for that and say okay for this client I want you to create an invoice that looks like that okay and so then it creates one for that client assigns the client all the other metadata associated with that and the items are all explained and pre-configured and out comes the invoice boom always the same okay but the difference between uh an on-demand generator so the difference between on-demand generator is that you can on the Fly adjust these items change the title change the description change the quantity change the unit price and therefore result in an on the Fly different total at the bottom and a different line item total for all of these and you can combine this to those two with static items which are you know always the same and some Dynamic items which is also really cool this keeps you for example from having to create like say you have a funnel that has six different scenarios like six different funnels okay in before Dynamic items you would need to create six different invoice generators each one that was each one designed to serve the needs of that particular funnel meaning it's this is the 100 funnel with 10 items this is the 200 funnel 300 funnel 400 funnel that you would need to um let me see where okay let me just go here I think this will will help okay so ignore the rest of this but this is exactly what I mean here's the funnels and you would have to create an invoice generator that fit each scenario uniquely however with a dynamic invoice generator you can cover all of these funnels with one invoice generator and we'll see how that happens and it's a little bit further down the road than what we're really talking about now but this is the idea okay so let's see it work let's see it work all right so here we are in our list of on-demand generators okay these are again Dynamic and that's why you use placeholders in these so each time an invoice is generated it has information in it that is unique in the invoice list okay so let's click inside this on-demand invoice generator and see what we're dealing with uh actually let's just start from scratch here so I just want to start a new one and I'll show you this one in just a second okay so now here we are building a new generator let's add a new item just like a standard hourly item so this is a just a static item okay and that's just one example of a static item but if you add a new item you'll see now that you have this option make Dynamic and you can click this and give it a title friendly title let's just say um a number of custom widgets I don't know it doesn't really matter and you can and this is just for you to reference and then we'll call this and just say you fill all this in and we'll call this 500 and the quantity can be anything okay and then we're going to add but you notice how this adds differently right this is dynamic item number of custom widgets and here we go and you can fill these in now these values will be saved as the quote default um and and not without being given other instructions they'll stay just like this however if they're given other instructions in the automation they can be overwritten and we'll look at that next okay but that's how you make Dynamic item you create like this you can even save them for later just like a regular item so they they can become something you can use over and over okay now let's look at this on-demand generator and let's talk about a scenario that we're trying to build here okay let's just say deep focus labs and our friend Ron Howard wants to hold a film festival where they'll have vendors that will show up that want to register to set up tables and Tents and sell things that filmmakers and movie Producers might want to be interested in okay typical everybody has a local Festival that vendors show up at and every Festival needs to solve a problem like this all right so what we're going to do here is we're going to say let's create a dynamic invoice an invoice with Dynamic items that will adjust based on the selections made by the vendor on the way in during an onboarding process okay and we're going to take this step by step so if you just want to know what an invoice item is a dynamic invoice item we've explained all that that is done now we're going to go into a real world example which can take might take 10-15 minutes to walk through so if you're just here for the knowledge or in the recording you're good but this will the next 10 or 15 minutes will really flesh it out okay so this is a calculating on-demand invoice generator for festival vendors all right so if we scroll down we see that we have one 10 by 10 vendor space okay this is the flat fee 100 for your vendor space this is not contingent on any values but we've added these additional Dynamic items like additional tables additional chairs additional tickets right and we've set these with a default title description quantity amount and discount now notice here I've set this for one but we can typically in this scenario I'm going to go ahead and just set this for zero the quantity for zero and what this will result in is without changing if they make no choices on the way in this invoice generator will result in one hundred dollars only okay all right let's go ahead and scroll down we see the dynamic items okay and then we see organization address build to build to address so all this is really not that important but let's go ahead and click save the important part is the dynamic items now how do we make that work all right so what I'm going to do is look at let's go look at forms okay so what I want to create is an onboarding process that takes advantage of that on-demand invoice generator that we just looked at with on the with invoice items that are dynamic so I'm going to create a funnel with a kickoff form with very little um information collection very little data collection and then an update form that will serve as a calculating form collecting the information that I need okay so let's look at the kickoff form first first name last name primary email that's all I want is to collect and let's look at the beginning of this so here we are on the deep focus labs a standalone website of course this is just a demo website if we go to events we'll see Film Festival vendor sign up okay first name last name primary email okay so this is all I want to start with I don't want to collect a lot of information from these folks I just want to get some early information and move them along in a process so that's what you're seeing here a kickoff form first name last name email address and then down here I'm going to just assign them as clients and then I'm going to set up them in a circle called Festival vendor and that's how I'm going to control their experience after they enter okay I'm going to send them their portal access invitation immediately so they can enter the portal and then I have a dashboard set up for festival vendors that is controlled by the circle let's look here it's set for medium priority Festival vendor Circle so this means that when anyone in this circle logs in barring a higher priority which that doesn't exist they'll be redirected to this dashboard okay in this dashboard I have a little more information you'll see in just a sec and I have an update form embedded here all right and then the update form is here this is the update form this means they have to be logged in typically for us to see unless it's through a form Canon and here I have number of extra tables number of extra chairs additional Festival tickets all right and then let's do this together because I left some of this undone so let's do this together so how am I going to connect the dots between these form fields and this on-demand uh not this one this one on-demand invoice generator all right let's do it when this form is submitted I'm going to tell the platform to run automations okay so I'm going to use the trigger automations no code automations widget I'm going to configure the automations here and I'm going to add an invoice generator an on-demand invoice generator I'm going to select this one that says vendor and the platform will go and look and say does that invoice generator have any Dynamic items and if it the answer is yes it will return them to me right here so I have three Dynamic items all right now let's look for additional tables now here here is where you can overwrite the default information that is here okay if you don't need to change it you don't have to change it leave it in place because the default information is here printed for you see here's the zero for the quantity here's the rate here's the discount all of it is here you can see but what I'm going to do here is I'm going to change this quantity I'm going to instead of a static number I'm going to use a custom field and then I'm going to select the number of tables it's right here this is a custom field that was used in the form above okay and that's it what I can also do is if you want and when this invoice is generated it can have all these items there with zeros and show a zero balance or you have the option of saying if the result of the value is 0 meaning as we all know anything times 0 0 so if the rate is zero somehow or the value of this custom field is zero then it will actually hide the whole line item off the invoice okay I don't really think that's necessary especially for demo purposes let's not do that but what's going to happen here is when the form is submitted we're already going to have the number of tables that were entered and we're going to be able to pass that value let's say it's 10. to the on-demand invoice generator dynamically and the this on-demand invoice generator will insert a 10 I'm sorry 10 right here on the Fly for that client as it's creating the invoice resulting in a 100 charge here on this line okay I think that's clear so this is all the only change I need to make here now let's open up additional chairs same change gonna find the chairs here done and additional tickets same exact change here okay so now I've instructed this automation what to do when this update form is submitted and in this case it's only this one automation so it's very simple let's click save okay we see that they're here apply on demand invoice generator let's save the entire form okay I believe that is all we need to do here all right we have our dashboard in place so we know where they're going to land when they log in they're going to see the form here my update form our kickoff form everything seems to be in place I think we should test it all right so let's go ahead and go with uh let me just get making up I'm helping my son I'm playing a lot of one-on-one basketball with my son I'm referencing a lot of Larry Bird lately all right do it like Larry Bird I'm dating myself here but he knows who he is thank goodness all right uh all right so let's just say Larry Bird wants to come to our Film Festival he wants to be a vendor and get a table and sign up so he wants to start up here he wants to get started with the vendor sign up process so this is just a kickoff form submission received we're going to get an email let me go get that email and I'll be right back let's see so as the email comes in then of course there's a link and this is explained right here and you can do all this you guys know how to build these funnels this is not really difficult to do but for those who are not familiar with this process we typically recommend that you keep this first form the kickoff form really lightweight right just to accomplish this first part and you can explain what will happen but trying to do everything in one giant form is usually a mistake so now we have the email I'm going to come back here I'm going to paste it in oh sorry let me grab the link okay and it's gonna recognize me as uh Larry Bird it's gonna recognize that I'm in that Circle um let me see what happens here I think I must be logging in another browser let's see oh I'm sorry I grabbed the link from a previous Google is stacking my emails so it's right that was an invalid link conversation view on Google gets me again okay here we are Larry Bird and all right good and now when he logs in he's going to be redirected to the vendor dashboard that was created now LastPass all right so here we are we have we're on this just a dashboard now because uh it's assigned as for this circle and now let's go ahead and look at how many extra tables let's use some unique numbers here we're going to need seven extra tables we're gonna need 24 additional chairs and six extra tickets finalize and pay from here what I would suggest is is probably redirecting or moving people into a different direction I didn't go through with an entire funnel here there's a lot of ways you can do this in fact probably the way I would do this technically would be in a flow those of you who are here I think are familiar with this an actual an onboarding flow would be a possibility or an on-demand flow but that will give you the capability of introducing legal language and steps where you educate and get this form submitted and and and then redirect afterwards to possibly the invoice list right all right so let's we've submitted the form we didn't do a redirect but we have what we need to illustrate this process let us go to invoices so what we're hoping is that the invoice generator let's look at it side by side see here's our title with the placeholders and you see now why the placeholders are important 2023 vendor Larry Bird current year we don't Larry doesn't have a company so it's not used so now we have this let's open this invoice up let's take a look okay we have seven tables at ten dollars a piece seventy twenty four chairs 120 and six extra tickets at 30. this person's total invoice is 320 dollars and that accounts for their tables their chairs their tickets Etc all on the Fly and of course Larry will see this in his invoice list straight away here it is and can be instantly paid and of course as you know or you may or may not know in the generator we could have also set uh automations to be triggered any automations that we wanted to be triggered when Larry pays this and thus continuing the automation cycle right the slide so Larry can continue down on automation all of this is happening without any input whatsoever from a staff or the festival coordinators or any of that everything is done and can be automated even further than we said but that illustrates in general the one of the use cases of dynamic items all right so what does this Dynamic item have in store in the future and just just to be clear before I move on there's a lot of people a lot a lot of use cases for calculating forms right there's a lot of form Solutions out there that will let you calculate a number on the Fly display it connect it to a payment Gateway and then go get the payment and then when the payment is confirmed by an ipn notification the form submits properly and the information gets passed along okay that's okay and I get that that does the job you know in a in a sort of simplistic kind of way but what this does is much more unique in the sense that it can it's writing to the database it's creating a person in your CRM it's pushing we know now for example how many uh tables chairs and extra tickets Larry has we probably want to change his Circle uh when the invoice is paid and therefore next time he goes to the dashboard we can be done with this one we don't need to show this one again we can show another dashboard based on these the other Circle and in that dashboard we can we can show using Dynamic placeholders you ordered uh seven tables you ordered 24 chairs and really just make a very informational dashboard that lets this vendor in this example know exactly what information is on file for him or her in exactly the information that they need to know as a vendor so it's really really powerful in the sense that it's not just calculating a a value and getting the proper payment that's just one little piece of this funnel you could extract this many many different ways and extend it to handle an entire process from the sign up to the delivery of of PDFs and and instructions and legal signatures and everything that you would need to take this person from the very first interest in Hocking their Wares at your Festival all the way through step by step by step to the day they show up and the goal is and the reality is is if you do this well enough they will never have to email the staff they will never have to call they will never have questions they won't have any kind of trouble confusion they will just pay and show up and leave perfect right this is what we need because of course there will be people that have questions but the point is to reduce that down by 80 90 percent over let's have a website with a simple form that does this does that it doesn't take care of the process it just sort of knocks out one piece of it but someone's coordinating that because guess what that form is delivering an email with flat data to someone who then has to process that in some way that requires an organization you know what I mean and I don't have to explain to you guys it becomes very 1985 and not a lot of actual automation not a lot of Elegance now uh I think those of you with a little bit of experience here can see how this can become foundational for a lot of things like um billing for a project for example or work request items or any number of things where we plan to enable Pathways that really are designed to land here at invoice a dynamic invoice on-demand generator that is powered by Dynamic items that will accept Dynamic information from whatever path it comes from in a standardized way VIA an Automation and result in an invoice that is formal trackable payable all of the tools that go along with it any Gateway and installment payments anything that you need to apply that's already part of our architecture you can pass this Dynamic data into that into that mechanism that's already very complex and elegant and now it can become even more adaptable to processes that you may have so this is an early example of some of the of the power of it and I think it's a pretty applicable example to a lot of use cases out there um especially for calculating forms and things like that now there are still limitations for example a lot of calculating forms will need to rely on let's just let's just uh go to forms where in forms you may want to add a select box so say that in this update form we needed to add okay which say which tent would you like to be in the VIP the regular tent or the open air over there by the dumpster tent right so let's say if we wanted to have the choices we need to use a uh a drop down menu so the next one of the next steps that you'll see down this iteration path is not only will this option give you the these options give you the ability to name the options but it will give you the ability to assign a value to these options okay so what you'll do is you'll assign the values based in the custom field level and then uh in the calc the calculations will be done in another place and usually on the automation level so um there are there are ways there's some some Trail still to walk here for sure but foundational part which is that uh the the catcher's mitt right the invoice the dynamic invoice with the dynamic items the catcher's mid is there so it's it's a catch-all it's ready and now we we just go upstream and start to make adapt adapt adapt the items that are Upstream to feed into the standardized um mechanism that's ready to receive it so that's kind of how these things are built foundationally uh and it goes with our our standard way of doing things which is you know it's useful it's useful now you just saw how it could be used maybe it's not every piece and part is not filled in and ready to go from from the very beginning but it's useful so let's get it on live let's let's uh listen to the community let's hear the use cases and we'll adapt the Upstream feeds into this and adapt how it's working based on feedback from the community and based on our already existing plans for development so that is a front to back look at Dynamic invoice items and how they're used how they're built how they will be extended in the future so enjoy using these I hope you find a lot of ways to make it very productive in your workflows I hope you found that helpful we'll see you in the next one thanks bye [Music] thank you