How to Automate Client Onboarding using Process Street and Zapier

hey Vinnie here and in this video I want to show you how we actually made the zaps and break down and show you kind of an example of how you can make them yourself in the previous example video where we showed an integration between CRM process treat and our contract signing tool hello side in that example if you want to see that example if you want to see the actual process and integration happening and you want to see how it works then go and check out that video first or if you just want to see how I actually built this app in that video and you've already watched it then feel free to keep watching this one so the first step is going to be to actually build your process so what you want to make sure of is that you have completely built your process all the form fields are in there everything is named correctly and and largely you don't want to make too many updates to this process after you've built your zap because if you do things like delete fields or change tasks around it can potentially breakers app so ideally you want to get it done completely ready you know you can change things like content or a few things like that but if you do make large changes to your template adding or removing different form fields or changing a lot of the form fields then you're going to want to retest and make sure everything is still working so you can either start from a blank template and build them out or you can use some of our premades we have a lot of them in there that already have form fields that you can kind of use but either way the first step is to get your process completely built and and ready and if you want to see more about building processes or how they work you can see the user guide by up here and going to user guide so once you've built your process it's time to configure your zaps in this example I have two different zaps that I built the first zap actually triggers the checklist and process rate based on an activity enclosed so as you saw from the previous video the checklist is triggered when I change the opportunity status in close from anything to customer converted that is that first zap here the second zap is a multi-step zap that both sends activity of tasks checked back to close and also when a specific task is checked triggers a contract in hell sign so let's jump into the first one you can see this app comprises of three steps the trigger which is new opportunity status changed a filter and the create checklist action in process treatment first you're going to want to select your CRM and this in this case I chose close i/o you're going to want to connect it etc you're going to choose or what I chose is new opportunity status change so triggers when a new opportunity status change is created you can trigger checklists for example with the clothes IO integration of a new lead a new task and the opportunity and you know if you could creating your note with a specific word in it that could trigger the checklist status changes so if you change them from a lead to a customer really anything but in this case I chose the opportunity status connect your close i/o account and then test the connection once that's done we're going to want to add a filter the reason we're adding a filter is because we don't want it to trigger a checklist when any opportunity status is changed from anything to anything we specifically only want to change it when the new status label so not the original status but the the status label that it was converted to and I can choose all the different choices here any of the fields to filter by contains customer converted and that's the opportunity that that we've set up in our system the signals that the you know the customer is converted and so this will now only create a checklist when the opportunity status is changed to the new opportunity status is customer converted next we set up our action here we pick processed rate as the app and want to create an action in the action is create checklist I pick the organization we want and then we go on to creating the template to configure the template first you want to pick the process tree template that you're going to be running the checklist against so in this example I've chosen client onboarding as our template here is client onboarding then it's going to ask you for some fields you want to name the checklist what's the checklist name going to be in this case I chose the lead display name which is Tesla you can configure a due date I didn't configure one for this you can define who is assigned to the checklist and you can pre pick people or you could enter in a value that's passed from the CRM so I could pick a custom value and for example if I wanted to assign this checklist also to the customer in this case you know musk then I could do that I've also passed in some comments so that was how I created the LinkedIn link and the CRM link in the comments I did that by selecting which comment I wanted to add at the attachments to in the comments - and then inserted them that way so this is using markup here to generate links and that's how I got them to be clickable links I also added in a field with the URL for the image to pass the the image attachment if these fields are all the meta fields of the checklist they're available in every checklist regardless of if you add forms or not things like the template name the checklist name the due date etc after I've done those I then come to the form fields in my checklist and here I've configured some of the different form fields to pass through the data for example the company name I've pushed through the lead display name that's a form field that's a form field that you can see inside the checklist here so for example company name Tesla contact email so here I'm configuring the different form fields to pass the data to them so company name is the delete display name and I'm gonna go down and I'm going to find the different form fields I can update or insert data into any of the form fields in the entire checklist so I could I could have them check off different of these items if I wanted I could attach or push in documents into the file widgets or set the date of the new client questionnaire or fill out any of the other form fields that exist throughout the template when I'm watching this so you're gonna see all the form fields that exist that you've created in your template here they're organized by the date that you created them so if you if you created the form fields in the bottom tasks first and then created ones in the top later unfortunately gonna be organized that way that's why they're a bit confusing here but all the form fields are gonna be here if it's depending on the form field type you have the correct options so for contact email I'm gonna pass through the contact email for at least lead status I'm gonna pass through the lead status for this serum you are only pass through the serum URL and if you do have for example drop-down options well these are the sub checklists so here I can pass through if I want them checked or not and then also if we do if we have drop-down options for example project status here I can actually predefined a drop-down value to be selected in the drop-down fields and that's it that's the configuration of the run I'm just passing them creating a checklist and I'm passing through the data into the form fields back here I'm gonna look at the seconds app now so that's the zap that actually runs the checklist right and pushes the data through there's also another integration as you saw in the original video that when I check off items in the process it sends those back as knows to the CRM and when I specifically check off the send contract for signing to hellosign it actually generates a contract and sends it to my client and both of those are configured in the next multi steps app which you can see here so let's go through this one first I'm going to set up my trigger in process tree so this is like what happens in process Street that causes an activity to happen in another system and in this case I have new tasks checked so basically every time somebody completes one of the steps in one of the checklists under the client onboarding template its triggering this other series of events in sabio so first select process Street is your app for the trigger and then select new toss checked you can also set triggers on new comments new checklist new attachments and we'll be adding more of these soon then you want to edit the options here I'm gonna select client onboarding as my template because that's the template because that's the template here client onboarding but I want to be tracking these zaps against I'm gonna leave the task blank but if you only wanted it to trigger off a specific task you could do that you can also use the filter to do that as well but this is just a shortcut next I want every time that I update this task a task in processor 8 I want it to add a note in close but to do that we have to do a couple of different things and that is first we have to figure out which contact in closed or which leading closed we want to actually add the note against because it has to be specifically for Tesla in this case because we don't want us sending a note that we completed a task for uber when we're actually working on Tesla so the first thing that I have to do is actually have to run a search zap to find the lead that I want to add the note to so first I'm gonna add the action which is going to be find lead I'm gonna pick close and then I'm gonna choose find lead for the action under the search options in close I'm going to select the closed account and then I'm gonna it's gonna give me basically an option to what is the search query that you want to that you want to look for and here it has an option for a custom search query I could also use the email field that would probably work too but here I've just put the checklist form field to contact email so that's going to be the contact email and I'll show you the example there but the contact email for the particular for the client that's that we've inserted into the form field here so what this app is gonna do is this is basically gonna do a search in my CRM for the contact that has this email address and it's gonna pull me back the details of that lead then I'm going to create a second action in the CRM that's going to be adding you note or you know it so then I'm going to go through the same process I'm going to select my CRM I'm going to pick new note as the action instead of find lead also to add new actions you just hit these plus buttons here I'm gonna pick my closed account and then we want to configure the template so here I'm adding in a note so it's gonna its first to ask me which lead do you want to add a note to and it's telling me that I need the lead ID so what I'm actually doing is I'm pushing through the lead ID that I found in this search when I search for the email address another thing that you could do instead of having to pass the email address and doing a find lead option step or for example if your CRM or tool that you're using does not have this find option in zapier is when you're triggering the process you can actually send the ID as a form field and actually I have that here I have the URL but I can also send and I actually do have a hidden field that sends just the lead ID so I could actually instead of doing this lookup step I could just send it with the lead idea that I put into the form field but I chose to do this search step just so people can see how it works with the email as well once you have the ID whether you pulled that from your forms or from a search step using the email address those are generally the two most common ways you're going to do it you can then go and construct your note so in this case I said that the user name who updated the step so it'd be Vinay just completed the name of the step on prostrate and here's a link so you can construct or build out that message in any way that you want those are the fields that I've added but you could add more information like the field name any of the form fields or any other information from the process that you may want to send back to the CRM that is going to be the complete step for sending the data back to the CRM so when a new task is checked to be able to send it back to the CRM by searching for the lead and then adding the note and that's the total amount that we do for that but we can continue on with this same zap because we also want to trigger one of the items one of the tasks to send a contract when we complete this this specific task send the contract to hellosign and in that case we say we want another action to happen but we only want it to happen when that task is completed not when any of the tasks in the process is completed and so we create a filter here this filter is configured to basically say when the name of the task exactly matches send contract for signing by a hello sign only then go on and do this specific action and in this case the action is send a template for signing with hello so to create this action we pick hello sign as our app we pick the send template for signature action choose the account and then we configure our contract for signing so there's a lot of data in here but you're kind of following the same process first pick which particular contract you want signing in this case I picked our consulting agreement you can create a subject and a message that gets sent with the email when the contract goes out so you can customize the message that goes out you could insert the clients name you can insert the person who sent its name to use the name of the person who checked off the item for example or any other combination of that of that message you can add in other things than these these may be or may not be specific for hellosign but the title and the employers name this is the one that you're gonna always need is going to be the employees email address and actually I have that configured as just for a test one but from here and you can see it's actually pulling pulling up information now I can insert any data from any of these fields so I could insert the email address from Utah checked which has elands email here so I could insert that I could also insert the information from the the search that we did in the CRM if I wanted to but so in this case I would put in your checklist forms field contact you know from there I'm gonna look at the CEOs name I can type in a manually or I can pass it through also the CEOs email address I can same thing I could pass through say the users email from process treat or I could just put in a pound one if you always need the CEO whoever to sign the other side of the contract job title etc and there's a few more fields here the checklist form fields contact name and the checklist name I can push through as the different fields and all these fields get mapped in automatically into the contract so we would say you know this contract is for Elon Musk to sign from Tesla and this is the date and this being signed by Vinay and it's for this project etc etc and so any any of the any of the data that I wanted to pass through from the form on my prostrate account or from the contact record in the CRM I can knit them all together and I can pass that into the contract for signing and that is how I can figure the zaps for the above videos thanks for watching

Channel: Process Street

Views: 12,801

Keywords: client onboarding, automate, automate client onboarding, client onboarding automation, crm

Id: 0fvQz69b6AM

Length: 15min 46sec (946 seconds)

Published: Tue May 03 2016