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00:00
Hey, what’s going on everybody?
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How many of you are collecting data on your website
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and doing absolutely nothing with it?
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Like zilch, zip zero, you have a form on your website,
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you’re collecting name, phone number, email address.
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It can be a Google form, it can be an embedded form
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on your website.
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It could be going to ZOHO or one of those type
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applications and you’re doing absolutely nothing with it.
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This video is for you. All right, Let me bring my
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microphone closer. A microphone too far away.
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So, good audio for this particular video, I’m gonna
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show you some basic workflow automation is that I’ve
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been working on for the last few weeks.
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I’m just going to show you one that’s actually actively in
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development, but this will give you a really good idea of
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what you can do to 10 x 100 x your website and get
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those extra sets of helping hands on your websites.
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Now, before I jump into this video, make sure you go
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ahead and do the thing to like him to subscribe to this
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particular video or this particular
01:02
channel and put your comments below.
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So I know what to talk about next or I can provide you
01:07
some guidance on that next step that you’re going to
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do with your website.
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All right, so let me go ahead and share my screen.
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So
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typically, uh, so this particular
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workflow that I’m doing right now.
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This is for a client onboarding.
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So typically when a client is onboarded, there’s several
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steps that they have to do.
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First you have to collect some information about them.
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Then you have to add it to your project board.
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After you added to your project board, you may have to
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create the agreement.
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Then you may have to send out the building and the
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finances. That’s a whole lot of steps.
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That’s a lot of time. That can take over a day and it can
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take several people to do that.
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And what I’m about to show you, you can condense
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that into a matter of minutes.
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Like literally I kid you not.
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So the form that I have up right now is just a standard
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google doc form.
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So pretty much you have your form, have some, some
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dummy data in here.
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But basically what happens is you fill out your form, it
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could be on your website or a Google doc and then
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that form gets uploaded into a google sheet or which is
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going to be our database for this instance.
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Excuse me. So,
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um the cool thing about today’s technology is that
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everything is a website.
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Everything is a website. Remember back in the day we
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used to download programs and have to install the .exe
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file and get the DVD or the CD and install that app.
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Well everything being a web app allows the developers
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to do some really cool stuff.
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One of the things being, is to
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be able to talk to each other better.
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So, um, some background as I’m just filling out this
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form. So okay, who’s closing the deal?
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What’s today’s date? Today’s date is today? Boom
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clients. First name Donald, last name.
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Duck
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client, email D. D. At the webpage.
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The web page site dot com. Property managed.
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Let’s see uh W W dot D Dot com And legal business
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name Duck inc
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Client business address.
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Let’s say he hangs out with the Sesame Street crew
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and client business city uh New York.
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He has a condo up there
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state and NY. Now,
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all of these files, these form fields that are filling out
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their customizable, completely customizable.
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You can set up however you want in terms of your on
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on on boarding process or your intake process.
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All right. And start date of his project.
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Start projects going to start on Monday and the type of
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project is going to be website design project.
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Alright, when I press submit on this button it’s gonna
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add another line to this form that I have right here.
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So it’s going to capture the data at number 16. There
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was some additional data that was here.
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But I scrubbed the doc so um it’s just gonna proceed
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below that one.
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So let me go ahead, close that
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one and click on submit boom.
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And I go back into this form number 16 dd dot com
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New York NY
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and it has all of the information.
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So on the back end I’m using one of the automation
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tools that is uh similar to Zapier uh It’s called Pabbly
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Connect but that is the brains behind this stuff.
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So what happens is the form of the Google forum
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upload all of this information that I have here and on
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the back end I have Pabbly sitting in the cut just waiting
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for some new information it’s saying yes send me some
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data, send me some data.
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Um So this this triggers
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automatically once every hour or so.
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So if I have a whole bunch of documents it’ll trigger
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within that hour.
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But for the interests of this particular video I’m just
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gonna, we’re not gonna wait an hour.
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I’m going to trigger it manually. The trigger phase Uh or
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field and this one is the p. field.
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So I’m just gonna trigger this I’m just gonna update that
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to random variable.
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You’ll notice right away that once I do that it starts to
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create the the automation and it’s going to read that
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information and it fills the SmartTask which is my
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project tool ID
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And then it also creates the customer agreement so it
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adds an agreement ID.
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And then also it adds an agreement itself. So now we
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have uh an agreement. Pretty awesome stuff.
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So now in the workflow um we
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have an ID that we can look at.
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Um So this is the Mickey deal but the Donald is going
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to be exactly the same way.
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Um In terms of the project tool you can use whatever
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project tool that you want.
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Um that’s the beauty about this modular stuff.
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So like if you have a Click Up or an Asauna or one of
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those type tools that has API
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interface or api technical term.
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Um but an application interface, you
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can send this data straight there.
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Um So yes, I have a task card, you some task um just
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some basic information and um so when when we’re
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going through this process and we’re doing things,
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there’s gonna be some manual stuff.
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So like for instance that partnership agreement that we
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sent off to be created, the agreement is created but we
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don’t send it off yet because we want to review it.
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There may be some uh some typos in the in the names
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on the company name of the business address, we
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want to make sure that that stuff is correct as possible.
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So we allow a manual intervention there so that way
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someone can look through it.
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Um All right, so let
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me go through the workflow real quick.
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I’m trying to keep this thing short and sweet.
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Um I don’t know how short or how sweet is going to be,
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but just to give you guys,
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you know, just a high level understanding.
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So basically what’s happening on the back end, what’s
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under the hood.
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So this is this Pabbly tool I was telling you about.
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So essentially what happens is when someone um
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uploads a new row into that spreadsheet and that can
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be coming from your website again or from that google
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form um do these tasks.
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So the very first thing that we need to do is we need to
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create some variables, have
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them completed, created and completed.
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So one of the variables that we need is today’s date.
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So we everything is is built around today’s date.
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We want to know how long the contract needs to sit out
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there as a task.
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Typically that’s like 24 hours, so that’s 24 hours from
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today’s date, which is why we have this line right here.
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Also we want to know how long the client has to sign
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the agreement to that’s going to be another field that
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goes into that contract when we create the contract.
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So we have a calculation for that and then there’s just
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some basic formatting in there because these tools,
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some of them take the data and UNIX format or or
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whatever format, but just know that the data has to be
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formatted a certain way.
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Okay, so like I’m like super excited about this workflow.
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I know there’s a lot of stuff and I’m going through a lot
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of stages but just think about this, I’m going through
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this workflow and saved almost a day, maybe two days
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worth of work and I did like five minutes.
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How much time are you wasting in your business? We
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definitely need to talk about your website strategy.
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All right, So um next task
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I have is to create that task in Smart Task.
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Um And then this is also for some look up information
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but basically this Smart Task is my project
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management tool so it creates a ticket there.
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Um After it creates a ticket,
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it does it goes back to that Google sheet that we maid
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and it looks up the rows and then it updates that row
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with the Smart Task ID
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And that’s how we got this ID
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That’s the GUID for the ID
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The important part of that is is
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that in future steps that I create?
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I can actually reference that ID
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And I can automatically programmatically move that
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smart the card to a new lane let’s say the client paid.
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I can change the status of the ticket to close or I can
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move it to another swim lane
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to do another step or another process.
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So that’s why we capture the Smart Task ID. All right.
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And I know I’m talking about some technical stuff here.
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Um It’s been a while since I really made a technical
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video but I can’t help myself.
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I’m a tech guy. Um All right.
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So um the next thing that we do after that is we go to
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what’s called a router in in Pabbly land but Zapier may
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call it something different.
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But basically this is your conditional logic. This is your if
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then else statement.
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So what we have here saying and actually there’s
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going to be a bunch of routes
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So this will be one route for each type of agreement
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that we have available.
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So we have here is that says if only continue if
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the contract type is equal to web design.
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If it’s equal to web design then I want you to create the
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client or update this is actually create or update
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field create the client in the proposal software.
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And then I want you to create the proposal with all of
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that client information.
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So this is um this is
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what the proposal name is going to be.
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These are the fields the business name and the
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website, your role in the project and then um due date,
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company name and then contact email.
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And then after that’s all done we’re going to take the
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cell information and update that excuse.
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We’re going to take the information from that
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agreement that was just created and we’re gonna
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upload that into our master database spreadsheet.
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So now we know the contract ID. And then we also
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have the U. R. L. For that contract.
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So if we need to review of that proposal if we want
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want to send it off to another team for review.
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Let’s say we have an internal legal team or even an
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external legal team.
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We can actually add another task and says send email
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and embed that link into the email.
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Really, really cool stuff. Um Anyway.
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Uh This is just a high high level of of these proposals
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and these things that you can do.
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So like another stage of this would be What happens?
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What do you do after the agreement is signed?
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So after the agreement is signed, you can actually um
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send out an invoice automatically via Stripe.
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Or you can create a workspace for them in your
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workspace to let’s say you have a client portal
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application like Honey Book or Dubsado
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Uh or you can take that same information and you can
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do some additional processing whatever the
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processing that you need for your business.
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And then also like once the agreement aside, you may
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have a pdf, you can create another workflow to take
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that pdf and download it automatically into a folder that
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is stored indefinitely in your data repository anyway.
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Really cool stuff. I hope
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you guys enjoyed the video. Again.
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This is Edward here from the web page site dot com.
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We make websites awesome.
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Don’t forget to do the thing to smash that button to like
12:11
him to subscribe to this particular channel.
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Um and then drop your comments in below as well. All
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right, everybody have wonderful week.
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I’m going to continue this series
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at some point in the future.
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Uh If you have anything that you want me to cover in
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detail, just dm me or put it in the comments below.
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All right, I’ll see you all next video
