RPA robotics process automation has taken the business industry by storm. Even smaller shops with less resources can compete with larger businesses if they have the best processes.
In this video I will be covering a simple client onboarding workflow using Pabbly-Connect / Smart Task / Google Forms / Google Sheets / Fresh Proposals.
Hey, what’s going on everybody?
How many of you are collecting data on your website
and doing absolutely nothing with it?
Like zilch, zip zero, you have a form on your website,
you’re collecting name, phone number, email address.
It can be a Google form, it can be an embedded form
on your website.
It could be going to ZOHO or one of those type
applications and you’re doing absolutely nothing with it.
This video is for you. All right, Let me bring my
microphone closer. A microphone too far away.
So, good audio for this particular video, I’m gonna
show you some basic workflow automation is that I’ve
been working on for the last few weeks.
I’m just going to show you one that’s actually actively in
development, but this will give you a really good idea of
what you can do to 10 x 100 x your website and get
those extra sets of helping hands on your websites.
Now, before I jump into this video, make sure you go
ahead and do the thing to like him to subscribe to this
particular video or this particular
channel and put your comments below.
So I know what to talk about next or I can provide you
some guidance on that next step that you’re going to
do with your website.
All right, so let me go ahead and share my screen.
typically, uh, so this particular
workflow that I’m doing right now.
This is for a client onboarding.
So typically when a client is onboarded, there’s several
steps that they have to do.
First you have to collect some information about them.
Then you have to add it to your project board.
After you added to your project board, you may have to
create the agreement.
Then you may have to send out the building and the
finances. That’s a whole lot of steps.
That’s a lot of time. That can take over a day and it can
take several people to do that.
And what I’m about to show you, you can condense
that into a matter of minutes.
Like literally I kid you not.
So the form that I have up right now is just a standard
google doc form.
So pretty much you have your form, have some, some
dummy data in here.
But basically what happens is you fill out your form, it
could be on your website or a Google doc and then
that form gets uploaded into a google sheet or which is
going to be our database for this instance.
Excuse me. So,
um the cool thing about today’s technology is that
everything is a website.
Everything is a website. Remember back in the day we
used to download programs and have to install the .exe
file and get the DVD or the CD and install that app.
Well everything being a web app allows the developers
to do some really cool stuff.
One of the things being, is to
be able to talk to each other better.
So, um, some background as I’m just filling out this
form. So okay, who’s closing the deal?
What’s today’s date? Today’s date is today? Boom
clients. First name Donald, last name.
client, email D. D. At the webpage.
The web page site dot com. Property managed.
Let’s see uh W W dot D Dot com And legal business
name Duck inc
Client business address.
Let’s say he hangs out with the Sesame Street crew
and client business city uh New York.
He has a condo up there
state and NY. Now,
all of these files, these form fields that are filling out
their customizable, completely customizable.
You can set up however you want in terms of your on
on on boarding process or your intake process.
All right. And start date of his project.
Start projects going to start on Monday and the type of
project is going to be website design project.
Alright, when I press submit on this button it’s gonna
add another line to this form that I have right here.
So it’s going to capture the data at number 16. There
was some additional data that was here.
But I scrubbed the doc so um it’s just gonna proceed
below that one.
So let me go ahead, close that
one and click on submit boom.
And I go back into this form number 16 dd dot com
New York NY
and it has all of the information.
So on the back end I’m using one of the automation
tools that is uh similar to Zapier uh It’s called Pabbly
Connect but that is the brains behind this stuff.
So what happens is the form of the Google forum
upload all of this information that I have here and on
the back end I have Pabbly sitting in the cut just waiting
for some new information it’s saying yes send me some
data, send me some data.
Um So this this triggers
automatically once every hour or so.
So if I have a whole bunch of documents it’ll trigger
within that hour.
But for the interests of this particular video I’m just
gonna, we’re not gonna wait an hour.
I’m going to trigger it manually. The trigger phase Uh or
field and this one is the p. field.
So I’m just gonna trigger this I’m just gonna update that
to random variable.
You’ll notice right away that once I do that it starts to
create the the automation and it’s going to read that
information and it fills the SmartTask which is my
project tool ID
And then it also creates the customer agreement so it
adds an agreement ID.
And then also it adds an agreement itself. So now we
have uh an agreement. Pretty awesome stuff.
So now in the workflow um we
have an ID that we can look at.
Um So this is the Mickey deal but the Donald is going
to be exactly the same way.
Um In terms of the project tool you can use whatever
project tool that you want.
Um that’s the beauty about this modular stuff.
So like if you have a Click Up or an Asauna or one of
those type tools that has API
interface or api technical term.
Um but an application interface, you
can send this data straight there.
Um So yes, I have a task card, you some task um just
some basic information and um so when when we’re
going through this process and we’re doing things,
there’s gonna be some manual stuff.
So like for instance that partnership agreement that we
sent off to be created, the agreement is created but we
don’t send it off yet because we want to review it.
There may be some uh some typos in the in the names
on the company name of the business address, we
want to make sure that that stuff is correct as possible.
So we allow a manual intervention there so that way
someone can look through it.
Um All right, so let
me go through the workflow real quick.
I’m trying to keep this thing short and sweet.
Um I don’t know how short or how sweet is going to be,
but just to give you guys,
you know, just a high level understanding.
So basically what’s happening on the back end, what’s
under the hood.
So this is this Pabbly tool I was telling you about.
So essentially what happens is when someone um
uploads a new row into that spreadsheet and that can
be coming from your website again or from that google
form um do these tasks.
So the very first thing that we need to do is we need to
create some variables, have
them completed, created and completed.
So one of the variables that we need is today’s date.
So we everything is is built around today’s date.
We want to know how long the contract needs to sit out
there as a task.
Typically that’s like 24 hours, so that’s 24 hours from
today’s date, which is why we have this line right here.
Also we want to know how long the client has to sign
the agreement to that’s going to be another field that
goes into that contract when we create the contract.
So we have a calculation for that and then there’s just
some basic formatting in there because these tools,
some of them take the data and UNIX format or or
whatever format, but just know that the data has to be
formatted a certain way.
Okay, so like I’m like super excited about this workflow.
I know there’s a lot of stuff and I’m going through a lot
of stages but just think about this, I’m going through
this workflow and saved almost a day, maybe two days
worth of work and I did like five minutes.
How much time are you wasting in your business? We
definitely need to talk about your website strategy.
All right, So um next task
I have is to create that task in Smart Task.
Um And then this is also for some look up information
but basically this Smart Task is my project
management tool so it creates a ticket there.
Um After it creates a ticket,
it does it goes back to that Google sheet that we maid
and it looks up the rows and then it updates that row
with the Smart Task ID
And that’s how we got this ID
That’s the GUID for the ID
The important part of that is is
that in future steps that I create?
I can actually reference that ID
And I can automatically programmatically move that
smart the card to a new lane let’s say the client paid.
I can change the status of the ticket to close or I can
move it to another swim lane
to do another step or another process.
So that’s why we capture the Smart Task ID. All right.
And I know I’m talking about some technical stuff here.
Um It’s been a while since I really made a technical
video but I can’t help myself.
I’m a tech guy. Um All right.
So um the next thing that we do after that is we go to
what’s called a router in in Pabbly land but Zapier may
call it something different.
But basically this is your conditional logic. This is your if
then else statement.
So what we have here saying and actually there’s
going to be a bunch of routes
So this will be one route for each type of agreement
that we have available.
So we have here is that says if only continue if
the contract type is equal to web design.
If it’s equal to web design then I want you to create the
client or update this is actually create or update
field create the client in the proposal software.
And then I want you to create the proposal with all of
that client information.
So this is um this is
what the proposal name is going to be.
These are the fields the business name and the
website, your role in the project and then um due date,
company name and then contact email.
And then after that’s all done we’re going to take the
cell information and update that excuse.
We’re going to take the information from that
agreement that was just created and we’re gonna
upload that into our master database spreadsheet.
So now we know the contract ID. And then we also
have the U. R. L. For that contract.
So if we need to review of that proposal if we want
want to send it off to another team for review.
Let’s say we have an internal legal team or even an
external legal team.
We can actually add another task and says send email
and embed that link into the email.
Really, really cool stuff. Um Anyway.
Uh This is just a high high level of of these proposals
and these things that you can do.
So like another stage of this would be What happens?
What do you do after the agreement is signed?
So after the agreement is signed, you can actually um
send out an invoice automatically via Stripe.
Or you can create a workspace for them in your
workspace to let’s say you have a client portal
application like Honey Book or Dubsado
Uh or you can take that same information and you can
do some additional processing whatever the
processing that you need for your business.
And then also like once the agreement aside, you may
have a pdf, you can create another workflow to take
that pdf and download it automatically into a folder that
is stored indefinitely in your data repository anyway.
Really cool stuff. I hope
you guys enjoyed the video. Again.
This is Edward here from the web page site dot com.
We make websites awesome.
Don’t forget to do the thing to smash that button to like
him to subscribe to this particular channel.
Um and then drop your comments in below as well. All
right, everybody have wonderful week.
I’m going to continue this series
at some point in the future.
Uh If you have anything that you want me to cover in
detail, just dm me or put it in the comments below.
All right, I’ll see you all next video