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welcome everyone to today's webinar simplify and automate your paper processes to grow your insurance agency my name is crystal hooker and I'll be moderating today's presentation I would make sure you know that we'll be leaving time for questions at the end of todays webinar your questions are the main reason that we're doing this live however you probably realize that you're logged in and I'll listen only boom so if you have questions during the webinar or have any tech issues go ahead and feel free to reach out to me and I'll help um there's a Q&A button on the right side of your screen and I'll be monitoring that throughout the webinar so please don't hesitate to let me know if you need anything at all finally this webinar is going to be recorded and both the recording and the materials will be sent to you later on today while we wait for everyone to join today's webinar please go ahead and answer our poll question your answers are gonna help us understand the audience a little bit better and it'll help us provide the information that you want to see today let me go ahead and get that going alright so the first poll question is how would you identify your current processes around forms I'll go ahead and give everybody just a few seconds to go ahead and answer while we wait on everyone to join all right just a few more okay I'm gonna give everybody about 10 more seconds and then I'll wrap it up and we'll go ahead and continue with today's presentation all right so it's been going to show some of the answers just so we know what we're working with here so it looks like about 50% said that they're dealing with manual but it's been good enough up until now and then about half the other half said it's really painful right now and they're spending too much time so it looks like you're in the right place today and I hope that we're able to help you overcome some of these challenges and give you an answer to these issues so I'm going to go ahead and pass things over to Jake Villa Ramon is going to be presenting today and hopefully show you how on Trask can help your agency work more efficiently and allow you to grow so Jake with that I'll go ahead and hand it over to you to get started thanks crystal so welcome everyone and today we're going to hopefully have you walk away with seeing how simple automation techniques and going digital with your forms can really help your business achieve these three outcomes so number one making data entry faster more accurate and giving your clients a better premium experience especially on mobile to is reducing the amount of time and speeding up your turnaround times to get forms completed signed and returned and three how to automate touch points and messages with your clients and your team so you can be in the loop and have your processes flow more smoothly so those are the three things that we're going to show you today and the big picture of why we're here is simply we believe your team should spend less time processing forms and entering data and your clients should be enjoying a more modern digital experience with today's technology and a little asterisks here before we dive in we're not going to claim to be the insurance experts here you guys know your business better than anybody else where the technology folks and we're just going to offer some new tools and techniques that you can add to your tool belt as you continue to grow your business so hopefully you'll see a few simple ways how you can use process automation and start streamlining those manual paper-based processes as we go alright let's start here so this is something that I think everyone here will agree with paperwork sucks it's it's the most inefficient way of doing business there's no debating that but it's still around and for so long companies have just dealt with it because it was good enough and it did get the job done and we can tell you from personal experience as a technology company with over half of our employees being software developers up until a few years ago most of our business processes still included shuffling papers around and leaving the infamous red folder on people's desks and waiting for them to get it back to us so the first battle that you have to fight as you move towards better process automation is digitizing your forms and we'll show you in a little bit how easy that's become using a tool like on task and you'll be able to go from something that looks like this to this and the next battle that will hopefully be able to help you conquer is and it's become more and more prevalent is digitizing your paperwork still falls short because it's a pain to complete on mobile you're pinching and zooming and not being able to access certain elements to fill out and users get frustrated frankly and today most of our clients and even our employees they expect to be able to complete most of their tasks directly from the mobile device whether they're on the road visiting a client in a coffee shop or maybe just sitting on their couch watching Netflix it's no longer a nice-to-have it's become a must to have to have a great mobile experience and we'll show you how you can do that and help people complete forms on the go so you can go from something that looks like this just a PDF that's all cropped up on a mobile device to something like this a much better performs experience that's responsive and can be completed a lot faster all right so let's quickly walk through what an outdated forms experience looks like and many of us are still guilty of so typically it starts with a customer visiting your site or maybe getting sent an email to download PDF forms that form sometimes has to be printed they have to enter all of their information into that first form then they have to continually enter that same information into these subsequent forms of that PDF or in that packet and again through that process hopefully they do that correctly and they scan that back the agent can get notified via email and they have to review that form for accuracy and make sure that is complete if not you can see this dotted line going up to the left they'll have to restart that process that's something that we call rework and it takes a lot of time and effort to get those forms back in a timely fashion now if it is accurate it's completed they may be email it to an admin and it's going to be sitting in their inbox or maybe on their desk and then that admin has to rekey that data into their line of business system say maybe it's an HR Payroll system to make sure that those records are updated okay and there's several issues with us number one is the cost it can take three to four times as long to get these forms completed and that equates to real dollars as you see here - it's again a terrible experience for your clients and not to mention your team members this survey was completed last year and it showed that 16% of consumers only 16 are totally satisfied with their digital insurance experiences that they're currently getting and thirdly it just really hurts your brand a study that was done this year showed that 85% of consumers are very unlikely to do business with the same company following a bad mobile experience all right so let's take a look at the modern way of doing things today customers can get access to these digital forms via the web not having to download anything to their device or print any forms they enter that data once by filling it into a modern web form and that data can get synced and populated across all the forms in that packet again greatly reducing data entry no rekeying less errors and the agent whoever needs to in the process can get notified automatically once that's completed once that's completed they can review those forms online and we can actually cut out the administrative work by automatically syncing that data and those documents to your line of business systems using our api's so you're taking out that whole piece of the process as well and that's why we build on tasks we struggle with a lot of things like this ourselves at acti soft and we were I guess four or five years ago we started down the road of helping growing businesses transform their outdated manual processes into modern digital ones so what's the most direct path to transforming your business into a digital business number one just ditch the paper digitize your forms enough said there we talked about that number two enter your data once you should be able to have your data flow through all of your processes and forms to prevent errors and trim down on all that rework and lastly automate your repetitive processes so these processes if they're going to be done the same way each day each time they should be documented they should be mapped and be able to be automated and now it's simple and cost effective to do so with modern tools and there are some real advantages to implementing digital processes so to name a few this was a study done by Adobe last year they found with their clients they were getting documents returned and signed digitally twenty-one times faster than if it was done on paper mit study from last year showed that people were four times more likely to refer your brand to others if you were a digital business and lastly and again this is an average but about 11 hours saved per week on administrative work as you saw we were able to cut out that complete administrative function of entering that data back into another system so it adds up all right so we're gonna pause here for our second poll so I'm going to pass this back to Crystal to introduce this of course I'm gonna go ahead and kick this off everybody can see it all right there you go so what area of your business do you see automation being useful we have a few options here new customer onboarding business processes for existing customers business processes for internal staff business that business processes such as working with vendors or others um so hopefully this will help us guide the remainder of the presentation make sure we're speaking to exactly how you would like to have some help we can help in all these areas we really want to know how to tailor this to make your time more valuable all right it looks like we've had about 80% of the team here the boat I'll give everybody about 10 more seconds and then we'll go ahead and show the results and before oh right I'm gonna go ahead and close this out you share the results it looks like about 33% of our audience is talking about a new customer onboarding and the other 67% business events business to business processes such as vendors so that's interesting information Jake I'm going to go ahead and hide that give me your presentation back and hopefully we can speak to those items okay awesome yeah that's good to know so continuing on we can see here I found this pretty interesting that most companies have been making and are continuing to make investments in adopting digital processes this was a study a digital transformation study from the US sorry SMB group and we can see here that about half a company surveyed 48% are currently planning to adopt tools to prepare for a digital future 56% just over half of the CEOs that were surveyed said that the tools and strategies they've implemented have led directly to bottom line revenue growth and about a third of companies 34 percent said that they'd like to invest more in digital transformation but simply don't have the capital now okay so so how does it work we're going to show you how so number one is as we mentioned digitize your forms first you have to get away from paper two is map your flows and we're going to show you with our process builder how to build your process flow so that you can simply just execute it each time and three send in track so you can stay on top of your forms and know where they are in the process and see it throughout the complete lifecycle all right so that's enough slides for now I want to get through those pretty quickly so we could get to the good stuff we're going to show you how to do some of these in real time so first up we're going to show you how easy it is to create a fillable form using our fast form creator and this allows you to build a reusable fillable form template pretty quickly and in this example we're going to be using what we call our quick start wizard and that's going to show us how we can convert an accord form in this example into a fillable form and be able to instantly publish that and start sending that out for people to complete and sign so I'm going to toggle over to on task so it just give me one second to do that okay great so what we're going to do first is we're going to launch our quick start wizard here and we're going to choose to send this out for filling in signing so all we do is choose the document we want to upload and in this example we're going to start with this Accord 125 again you pick the form that you'd like to create this one is a little more complicated as we'll see here you can add the amount of people that you'd like to sign this form so we're just going to stick with one person for now and we'll load up the form here so here you can see this very pretty form that we have here it's probably got over 600 fields on it and the system's told us that we can extract these automatically so if I click this extract button here in a few seconds you can see that we've taken this static PDF and created a fillable form here that we can publish immediately for use and it did a pretty good job of getting all these fields and what's more as we'll see in a few minutes each one of these fields can be named so that we can reuse this data throughout other forms as well and we'll show you that next so we're going to go ahead and publish this okay so now that that's published I can rename this let's just call this cord and again this was just publish to the web so I can immediately click launch choose who I want to send this to and they'll be getting an email notification to come in here and complete this Accord form so here we go here's that email and they can simply click on this button to access that Accord form to fill in sign online okay so all the checkboxes everything's supported and I can again every time I need to send that out I can enter somebody's email to send it to them or I can have a unique link on my website to give access to people to complete this online all right so that's transforming a static form into a fillable form alright so next up what we want to show you is again that was creating the form but we want to show you how you can flow data across multiple web forms or fillable forms so that data only has to gather once and again the goal is less keystrokes the less times you have to have somebody under information the more accuracy and the faster completion rates are going to be so in this example we're going to show you a group health questionnaire and show you how to merge that data in so I'm going to toggle back to the dashboard okay great so this is our group medical questionnaire and you can see I already have this template in and formatted in on tasks and each one of these fields has a unique property name associated with it so I'm just gonna be mapping those fields to the webform that I've created so we can merge this data in once and then continue to flow that into other forms so let's launch this and see it in action so again this is a on task webform that's mobile responsive so you can create these on the fly using our form designer and choose any types of fields or data that you'd like to collect and even you see here at the bottom include certain questionnaire fields that can be populated into the document as well so we're going to go ahead and fill this out quickly I have something saved okay so how many employees missed 10 consecutive days which is choose random values here okay so again this is just for brevity sake a quick view of what types of fields you can include and we've highlighted five questions here that we're going to merge in and once I click continue the system is going to populate this document with those field values so you can see here the group name the different questionnaire answers I put in the broker name and I can continue to fill this out if I'd like to complete this form and also we support the ability to digitally sign this as well so once I digitally sign this all my required forms are completed and I can continue to send this out to somebody else in the flow to complete this or countersign it so this was actually completed by the broker and we can automatically alert the contact at the employer to review and countersign this online and they don't even have to have an on task account we're just going to verify their email address and give them access so you can see here we burnt in that information to the fillable form so it's not editable and their task is just to simply countersign this and they can draw a signature if they like or they can type their signature and choose it off boom so that's going to be finalized and what we've also done in this flow specifically is sent a download email so that that document is accessible by all parties if they need it so here we go we had that notification email and I can download it straight from my email if I'd like this document can also be temporarily stored in your on task account for access later and there's the completed form there okay and the last thing that we wanted to show everybody is a little bit about creating your flow so as we mentioned you know your business process better than anybody else and in our experience working with clients no business process is the same it doesn't matter if it's employee onboarding two companies are doing it differently they have different tasks different people that need to be involved so we're going to show you real quickly how you can set up automatic email notifications to alert participants or whoever you need to be involved to keep things moving forward so we're going to go back to the same example and show you how to add some of those email notifications okay great and just so everybody can see if I go to my completed tab as I mentioned we temporarily store the document here and you can preview or download it straight from your dashboard if you'd like in the app as well okay so if I toggle into our design mode to access our process builder you'll see that there's five steps in this flow that we just went through so the questionnaire is that form the fill and sign task for the broker then we emailed the employer to come in and sign the employer signs and then we send that download email so let's say we wanted to create a notification that a new questionnaire was started how would you do that so you simply click this plus button you choose an email task and now I can add a new subject line and body text to this email here and decide who gets it so let's just say new questionnaire was started and you can even include personalized tokens based on the information that's collected so let's say a new questionnaire was started by the group name and I have access to this data in this email to customize it so I'll just add the group name and choose who gets that email so let's say we just want the originator to get it and we'll say we want I don't know let's say a chart Gary as well so we'll add HR is the CC so I can publish that and there you go so when the process gets to this point HR will get notified and the original or get notified that that was started so let's take a look at that all right and if I go to my email here it is hi new question here we started by the group name a queue soft and again this is just a really simple example you can have the ability to send timers based on events or based on people not taking action on things to remind them to follow up and keep everybody across your team and even your clients informed about what's happening in the process okay so so far we've seen how to create a fillable form just with a few clicks we showed how to flow data across web forms and fillable forms to eliminate all that back-and-forth and did an entry time and again how to create and structure your flow and add in notifications and reminders along the way and we did want to just use a real life example to highlight some of this so this previous year I believe it was right before the beginning of this year we were engaged by a national staffing company they had over and still have over a hundred field reps across the country and really what they were struggling with was their forms they had these worksite evaluations and new customer onboarding forms that they needed to get done while they were in the field and they had no great way of doing that typically what they would do is they would bring this binder of forms on-site to the client they'd show up at their office and they'd have to go form by form and collect this data in checklists and ask questions to the client to complete all these forms and through that process what inevitably happened is they'd get back to their desk back to their office and find a sheet missing or maybe some incomplete data and have to circle back to the client and kind of restart part of the process and what's more is management who was Scott - BPO sales was the one that engaged us they had zero visibility into which worksite evaluations were started which were in progress and where they were in the pipe and he would only know if he would call up email or had one of their his team members stop by and give him an update with which was giving him that binder and what they tried to do first and thought would solve all their problems is invest in brand-new tablets for each one of their field reps and they did that so they bought these new tablets they issued them they download Microsoft Office and off the field reps went and what they found is yeah it was nicer instead of lugging a laptop or a binder around to have a tablet but they were still using docx forms and PDFs to enter this information and it was a disconnected process and that's when they engaged us and what we were able to do is like you saw in the previous examples digitize their forms make sure that those forms were connected so the data only had to be in at once and then management had a direct field of view in the dashboard to see which were completed which were in progress and which were stuck in the pipe and this greatly reduced the amount of time it took to get these done it was a better customer experience and it also gave management more peace of mind because they can get these documents directly back from the field and have those stored for compliance reasons as well and that's just one of the many examples that we've seen so let's return to the big picture hopefully those few examples have opened your eyes a bit and you've thought of some possible applications for your own business again we just used a few there and hopefully you can see that just with some simple tools and a little bit of planning it's possible to move away from these outdated paper-based processes and transform your business with automation and again automation doesn't have to be this big scary thing there are some simple ways that you can start moving down that road quickly okay so thank you all very much I hope you enjoyed this we're really looking forward to having more conversations with you and seeing how we can help you apply this to your business and I'm going to turn it over to crystal to help wrap us up perfect so thanks Jake I've had that we covered a lot of ground here guys we try to do it enough kind of a shorter amount of time to value your time a little bit you know that you're all busy but if you have any questions feel free to enter them in here on the questions tab on the right and Jake if you came in while you were presenting so I'll go ahead and start off with those and do you guys have any feel free to keep entering them in here and we'll get to as many as we can ok so the first one came from Ted and it says does the person I send the form to need to have an on task account in order to complete the form okay yeah a great question that comes up pretty much every time so the quick answer is no so again as you saw we were inviting somebody to interact and fill out that form by pre defining what that email addresses and when we send that out we're just going to make sure that the person who receives that email is the person that we invited by entering their email in the workflow so this works internally if your team has an on task account or externally if you're sending this to clients you can just send them an email and they can click that action button to get access to it who's that but that said if you have any follow up on that feel free to ask and then next one I have here um do you guys offer support to get started in building these processes uh support yes so there's we'll just say two typical types of engagements so we have some people who just say hey I want to start building my own forms and own flows and they can go right ahead they can sign up today and start doing that we do have a professional services team if you have maybe a more complex flow that you're trying to think through maybe it touches a bunch of different systems your people or maybe you just don't have the time we can help stand up that process of processes for you and that typically just takes a call or two to map out the process and then we can get you that that prototype if you will to get you started perfect I've had a few people send me in the question and asking me if I'm recording this I am so don't worry I'll make sure I get that to you hopefully by the end of the day tomorrow a latest so I didn't need to take that one over to Jake and then another one I have a document that you didn't cover here and wasn't necessarily and some wasn't necessarily covered in the topics here is are they the only ones that you can help with us st. Helens way as I apologize yeah oh no absolutely not so again each form is gonna be able to be digitized what we've seen is typically PDFs work best we can help with Microsoft Word documents other file types sometimes you'll have to format especially if the lines are super crammed together just make the spacing the formatting a little cleaner for it to work 100% accurately but for the most part your form it's your process and we encourage you to go in there test it out and if you have any questions about other forms that we that we can help with just close though perfect well those are all the questions that I have right now if anybody has any other ones feel free to still add them or you can submit them here after the webinar and we'll get back to you if you want to think on this a little bit before you send any follow-up questions so I just want to go ahead and thank you again Jake for your time today again feel free to reach out to us if you guys need any help or anything along those lines to get you up and started or have any general questions about how on-task can help you and Jake I'm gonna go ahead and shift it back over to you to talk about the offer that we're giving to people who have attended today yeah so for those of you who took time out of your day to join us we really appreciate it again and we wanted to make sure that we mentioned this earlier but you can sign up today at the URL above and create your account for free and like we like we'd like to say the first 50 transactions are on the house but also if you just reach out to us and email info at on test that I owe so well someone on our team will get that and we'd like to help you set up your first form and your first process for free will show you how to do that we can just jump on a screen share and get you started right off the bat so if you're interested in that please send us a message you can email us in this at this email address or just send us a chat in the GoToWebinar as well and we'll connect with you perfect well thank you everyone for joining again and we hope that you'll complete the short survey that pops up at the end of the webinar today and I will be following up with you hopefully today with the recording in the deck from today's webinar so that you have all the information that you need thanks again and we hope to talk to you soon thanks everybody