Q&A Webinar : August 22nd, 2023

Welcome to the succeed with software podcast brought to you by SuiteDash today's episode is from one of the bi-weekly q a webinars to participate live just follow the link in the description to sign up and submit your questions 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 hello and welcome everyone this is Mike I'm the founder and CEO of SuiteDash thanks for joining us today at the SuiteDash q a webinar all right so let's get started let's get everyone to jump into the chat if you

Would and let me know you can hear my voice let me know where you're joining us from I do have some questions that were submitted ahead ahead of time so the first one to jump in gets their questions answered all right Jennifer yes kanir from Northern Kentucky hello Jennifer I'm a North Carolina native and I'm married a Cincinnati girl so I think that's pretty close to you so I am aware of Northern Kentucky yep exactly spent a lot of time in Cincinnati over the years beautiful Town great little area awesome okay hello uh Brian from Arizona hello Carmen from woodcott Wisconsin

There recently yeah very cool okay um all right everyone oh and by the way Jennifer my sister went to nursing school with Xavier so I also have a little bit of extra connection there um okay let's get started I think most of you guys here are existing customers are free trials and we just want to work through your questions as fast as possible you are welcome to put questions into the chat anytime you'd like that is the function of this webinar to try to get to have a place where you can come once or twice a week depending on our schedule but usually twice a week at least if you are

Uh VIP uh if you have a VIP power up there are more sessions Live support sessions that are available to you where you can come jump in ask your questions and hopefully get over whatever little challenge you are experiencing so that's what we're here for let's start with Jennifer's questions I see Jen Williams yes okay and Jennifer it's it's okay to call you Jen let's save a few syllables great and it's okay for me to read questions that you submitted I think so that's what we're doing right okay so Chin's a business owner and I'm just going to read your question here uh she's watched prior meetings that's good and curious

About how to use zapier for the following a new client signs up for our software we'll need access to some Excel files I've decided to go to Google Sheets it may be easier if zapier instead of automatically duplicate the Google Sheets that I want to place particular photos inside on Google Drive but the question is is there a way to automatically bring that Google sheet back to SuiteDash and embed it I'm trying to create a budgeting portal page so I'd really like to embed these Google Sheets in the portal page so they don't need to leave our portal okay I understand this part I have a question but we'll get to the me continue the question I cannot embed the Master Copy as everyone be writing over it yeah I understand that they wouldn't say they're in cops you know than we house outside this retention Theory when I'm trying each client they're on

Budgeting tools okay got it do you need access to this if they make a copy Jen do you need access to that copy later or Okay so I know you're talking about Google Sheets here but let's just say that it was an Excel file that you uh provided for them to make a copy of and then they kept that locally I see the Google Sheets you can embed a Google sheet you can go to levels of complexity beyond that but it doesn't sound like that's that what you're trying to accomplish will be in that direction I think the best thing

That you could do as far as um as far as this is create if you have a master copy that you don't want anyone to to modify maybe make a copy of that embed it and then allow them to create copies there but the way Google Sheets works you can you can give them access and then they can make a copy which then is copied into their own a Google account but whether or not they know that's possible or not I'm not sure what might be right I love Jen says let me let me pop the chat up here and let me just jump into an account here so that we're not just looking at the website Jin

Says she would love for them to be able to update the budget piece inside of our portal a lot of our clients may not be very computer literate how many clients are we talking about Jen with dozens hundreds thousands hundreds well there is one way yeah hopefully thousands um there is one way that's not all automated there is some manual work here and it consists of you would in bed let me just go in this direction for a little while see at least you know it's possible and then you can decide whether this is a direction you'd want to

Follow or maybe there's something different so if you start a new page we can say and I won't be able to go all the way to the end of this explanation but I will get right to the beginning of it here so if we used a um I think just a text block would be the right thing here and you want to embed Google will give you a an embed code right or an iframe you're able to embed it manually good what you can do though is also you can use a placeholder for a URL and I don't have a good working example of

This but we have URL custom Fields okay so let's just start there so in a URL custom field you can create a custom field of usage whatever you need probably company public or contact and then you're going to say URL okay and this will only accept a URL what you can do is um use the iframe functionality and iframe a URL that's specific to each client so for example if you went to Google Sheets and you created a an individual sheet for each an

Individual sheet for each customer and got the publicly shared uh URL you could embed it here using a custom field that would then see which client is logged in when it's viewing the page and the iframe would adapt to show the specific sheet for that specific client the only the best the bad part about this is it's a cool it's a cool functionality but um you won't have any automated way to replicate your Google sheet every time a customer is added I can't not with zapier I can't see any way that would happen because that would

All have to happen inside your Google account and then it would have to be somehow Associated and signed what I had zap here to do was duplicate the sheets then put them in the new folder that it created I would like just like to bring the folder back in if possible that had all the sheets in it into SuiteDash you mean yep and then embed into a portal page I don't see that as possible Jennifer I I would love to know how to do that um not with the current functionality we I mean we of course everything is possible but we don't have something that will that closely associate with your Google

Sheets account the Google account something similar to sell directly in SuiteDash well maybe it depends on how complex I mean obviously we can't build Excel um that would be but we do have calculating custom Fields so it's possible that you could build depending on how complex your calculations are you could build a um you could build a form that would take all the inputs from the form and put them into formulas you can reference calculating custom Fields can reference other calculating custom fields

Which means you can uh layer calculations so if you have maybe you know some say 10 calculations or 10 levels of calculations that and it's not some giant Excel spreadsheet that you know but if you looking to create a simple calculator it can definitely work there is a um there's a video that could be helpful to you related to our um Dynamic invoice items that somewhat does this but it's not the same thing you want to look at custom fields look at calculating custom fields again we're looking in this direction calculating

Here and then it will show you that you can create math equations using custom field placeholders okay so that means that if you build a formula here you can output the the total the result of that formula using the placeholder for this custom field which is derived the form the the result is derived from the math equation involving other custom fields and this way you can create a form that they on the way in they're going to create they're going to complete a form which is related to these custom fields for example and then you can output on the next page or the

Next place that you take them you can show them a dashboard or portal page that has the result represented by the placeholder of the calculating custom field that makes sense so this is where you want to concentrate and read the documentation about calculating custom fields so if you're creating a simple calculator a simple result of math equations that involve other values associated with the custom field value this will work you can make something pretty I mean there's I don't know there's really a level of how deep you could take this there's that we we provide the the tools and then people take them in in directions that sometimes

We never imagined so it's pretty cool at least a start for the easier things the harder ones I think I can put a link to a spreadsheet where they can comment yep okay good and then Carmen is jumping in thank you Carmen I don't know if this helps but you can change the share link for Google sheet from saying edit at the end to copy and enforce is really Carmen oh that's nice that's a Google Hack there you go Jennifer that's that looks like a really valuable um piece of information for you that's interesting yeah because um I recently came across the situa or I was using a calculator or spreadsheet that someone offered and that was that would have been a nice functionality if you could click a

Link and it says okay now make your own copy mm-hmm we can provide that link in the portal Jennifer by custom menus or a button block or any kind of linking mechanism on a portal page or a dashboard and maybe even select open a new tab so um to be a little more clear let's go back so say here for example you're using a button block here's a button block I don't want to mess that one up because it's I'm using that one but uh so here you say nag you can put your url right here your modified URL open a new tab and then call this whatever you want let's say copy my spreadsheet

And this might work depending on how how the tip from Jennifer works but this might work and then as soon as you click copy then they can boom have their own um their own copy and then then you have the question of trying to embed it but there's there's a little bit more there it's interesting maybe I'll put it on my list to to try to build out something like this in my quote spare time that we can or assign this to staff members see if we can replicate something like this with the Google Sheets the only problem with Google Sheets in all these external data sources is the data is outside of SuiteDash so the more

Data you can get input into SuiteDash the more you can use our calculating fields and then dashboards to return that data to them or display that data to them I hope that helps okay good well we got somewhere all right so Jen good and uh so I also see let's try to jump to in someone else for a question and then we come back Jim if you have more questions or you want to extend in another Direction let me know and we'll try to get back to that okay so Carmen let's let's try the Carmen's question Carmen says I'm trying to understand the best way to organize my client onboarding process I

Will have them fill out a form and schedule a call with me as a lead if we're a good fit I want them to be able to choose from some options sign a contract and pay the first invoice would a form with a new Choice choices option work better or in correlation with the proposal yeah so let's let's start with you're going to start with the kickoff form uh Carmen that's going to be your first place to think let me get to another place here okay so kickoff form you're going to bring them in you're going to offer them the appointment block let me first say here that the lead you want to bring them as as a lead but I'm going to suggest that you bring them in as a prospect and let's discuss the

Realities about this so these words lead Prospect client specifically lead and Prospect it's a nomenclature thing right I mean some people will say this is a lead some people say this is a prospect in our world we've decided to use them in the way that I'm going to describe now a lead is like a entry in an address book really really surface like imagine you're driving down the street and you're passing businesses and you want to address these businesses but right now you don't have any information about it and only the name of the business say for example or some small bits of information so you put them in your quote address book by adding them into your CRM as a lead when you add them as a lead they do not have an

Account created in the portal they do not and you don't even really need their email address you only need a title of a business so you're making a list and you get home and you type them all in your CRM you bring them in as leads this reminds you to follow up with them but not necessarily uh means that you have any functionality associated with uh the portal okay and so then the next level for us is Prospect and this means okay they've gone beyond that surface lead category and now they're in Prospect mode which means um they can receive optionally you can invite them into the portal they can have X be sent things like estimates and proposals and all this so I would

Say just adjust a little bit on your thinking about those what that word means in terms of it's just representative of a concept in the in in the way that we work Prospect is probably where you want to be thinking so let's add them as a prospect if that's okay with you and if that works in your system I would suggest that probably it will you're going to create a form I would say do something very uh surface in the beginning but you can add in an advanced block you can say we want to add an appointment block this will allow you to choose from your existing appointment types meaning you could say I want them to be able to choose just one appointment type you'll choose that down here or multiple appointment types where they could make their choice and

They'll be able to schedule with you and submit their that kickoff form and that will bring them into the system using these are the only two of the options that I'm I've outlined so far but you can assign them to circles which has implications you can schedule have scheduled automations all kinds of things all of these you can even create a proposal for them but that's not where you are right now just clarifying that there's a lot you can do here so let's get them into your funnel using a kickoff form and that will get them uh their their appointment scheduled so if you're a good fit this is based on your call and you want them to be able to choose from some options this

Is where it gets a little bit where we're not quite where we plan to be in the future and one one of the things I would say is the proposal functionality we don't yet have the ability for them to choose from options that dynamically change the proposal and therefore the um the accepted and agreed upon amount of The Proposal that is on the way something we're working towards pretty actively so that they will be able to see a proposal that has choices that they can say Okay I want package a or package B and add-on d and then the amount the total of The Proposal the total proposed amount for that those selections

Will be modified in real time right there in front of them and there then they can agree to that proposal the alternative now would be that you would use the choice block for example either I would say kickoff forms not the place you would do that in the update form after this so you would make an update form that they would access on a dashboard that they land on after this um this step in your funnel and in that update form you can use the choice block to Define your choices let's go into update forum so here's your choice block okay and you can add your choices here so if you have defined choices then

You can identify those here and then based on the choice that's made you can trigger an automation to fire which would generate a proposal for Choice a so you would have a proposal generator defined for Choice a for example and that would be selected here if they choose Choice a then you'll have a different proposal generated generator so you'll probably start with one and then duplicate modify you'll have a proposal generator called Choice b or whatever's related to that choice so say you have four choices you have four individual proposal generators that

Outline the details associated with that choice and here in the choice block you'll have four choices just like this you'll name them and in each one of these automations associated with the choice you'll Define proposal generator a proposal generator B C D and then so based on their choice here when they submit the form an appropriate a pro proposal will be generated from that generator which is basically like a template and it'll be you can use data placeholders inside that generator to make it individual and unique for that particular client if you have it in that kind of if you have your

Choices and your packages in that kind of um structure then it will work really well for you in that case one of the things that's really cool is and I I like to always make sure people realize this possibility is if you are say for example uh like say let's say during your call Carmen okay let's say you create this form but instead of thinking about it in terms of uh targeting the client right and letting them have access to this what if you built this form uh with the idea that you will be completing it yourself while you're on the phone or just after

The meeting with the client and what do I mean by that what I mean is all of our forms have what we call a staff submit option which means not your client's not submitting it you are submitting it on behalf or in reference to the client so see staff submit here let's say that you have your appointment you develop this form on purpose to say I'm going to be filling this form out and triggering it during the call let's just say that happens I'm not saying I'm not 100 this this will work for you but when you start the call you're going to select the client and you're going to have this form that that's laid out however you need to I just grabbed one so the

Form will have whatever questions you have you need to have on whatever data you need to have including that choice block that we just talked about during the phone call you can take notes you can make that choice you can fill out whatever form fields that you need and remember that these fields likely have you're inserting the data here you've already developed the proposal generator right let's say you've already built your proposal generator in anticipation of this automation so you know what the proposal generator looks like you know what the how the form is is configured and as you complete this during the call you can still be in the call and you can click submit

And you will know what will happen if you have proposal generators configured as automations to this form when the form is submitted the automations will be fired against the Target that you are on the phone with at that moment The Proposal will be generated and emailed as configured and imagine a world where you're on the phone with somebody taking notes maybe you're you know you're taking specific notes about your conversation you're reviewing with them so you say just to clarify so what we said is I'm going to provide this service a service B and you're taking notes during the call all this is outlined and looks nice and when you submit this this data

Is inserted immediately into this proposal generator the choice is pro the amount is defined and everything is sent to them by email while you're still on the phone with them this is completely doable yeah and and completely possible using staff submit and imagine the shock and in the how impressed this person on the other end of the fund is going to be when they receive an email while you're still actually in the conversation with them and the proposal contains verbiage that was discussed in that conversation you're going to look like a genius yeah and all this stuff is is completely possible yes steps

To me it's amazing like so what I what I always I always want to make sure people understand that because how incredible it is imagine that you're in an office and you just have a receptionist or any kind of Welcome phone you have phone calls or even somebody at a front desk you can use the forms of the staff submit functionality to Define forms that are not just for clients but this is for your staff and the cool thing is right these kickoff forms they have these These are static URLs so they can take this URL and make a bookmark on their browser and when the phone rings they just answer and uh okay well sir give me your first name last name okay can I get your email address

Tell me how you heard about us tell me this tell me that whatever it is this form now guides the phone call the information the data gets entered and when they submit not just that but all the automations that were associated with that form are immediately fired in all the categorization the automation the assignments everything that you can build um in a kickoff form that you normally think about as your clients completing you can build a form in specifically intended for your staff to complete and still use all the same automations which is so cool because you know think about that I mean somebody answers the phone and they take they scribble down

A few pieces of information they still have to get a process moving right they still have at least 15 minutes worth of work to do several emails to send they need to enter that data in somewhere else maybe and even even you know the data's siled in one place so they have to move it somewhere else in this way before the phone is even hung up you have an entire process started in an automation underway this this is efficiency and it just takes the idea of pre-building it and understanding it systems systems and processes to get it working not difficult we build we build these tools exactly for this purpose you know three dash is not like something you you know

Not like a typical CRM that or a typical anything it's completely designed from the ground up using these concepts of generators and uh targets and these sort of generic pieces of automation gear to allow you to build workflows build processes that are generic and can be used by hundreds and hundreds of clients but in a way that's unique can uniquely customize that portal to that particular client based on you know your configurations so um so yeah it's cool stuff I mean I always think about what what we could have done back in you

Know 10 15 years ago in an agency a web design agency and a marketing agency with this kind of automation it's incredible what we could have accomplished with probably half the staff twice the business who knows how much The Profit just by streamlining every single process using tools like this so um I think that's kind of on the way with your choice and Dot when I say contract when you say contract I want you to I don't know if you made the association yet but what we call documents is the same thing as contracts uh it's it's not just contracts it can be used to generate any type of document that's Dynamic meaning it's a template combined and

Merged with data to create certificates to create data sheets to create whatever you need but in general it can also but it's also designed to be able to create doc contracts that need to be signed and you use these signature requirement settings here to indicate the signing and who should sign and then in the contract itself is where you'll Define the signature the signature places the data placeholders they're all here right so you're creating a template that when this is merged with data and other elements it produces a

Bespoke unique contract and then sends it out for signing on the fly in milliseconds so that's the advantage here as well with documents and contracts same thing with invoices yeah and you say something about the invoices um if you go to invoice generators that's where you want to be and I will recommend let's go to our YouTube channel if you to learn about invoice generators and uh here there's a is a great video on invoice generators it is 56 minutes long sorry

But it's complete it's D 56 minutes worth of complete details so when you come away from this one you shouldn't have any questions and that it's worth the investment in that way okay and in all of these if you look through these these are all in the The Academy which you have access to as well so any video you see here is also replicated in a lesson in the SATs we call them in the in Swedish Academy so you should be able to find them all but um there's a lot to learn here for sure and it's it's a it's a powerful powerful set of tools okay so again Carmen if you

Have further questions please continue let me know in the chat we'll continue from there staff submit all right yes ma'am I see Brian here Brian yep from Arizona hello Brian uh let's go through Brian's questions hey bud okay hope you're staying trying to stay cool down there all right uh I want to see how everything works together I'm not sure the vision matches what SuiteDash does he hasn't yet or not well let's find out and if uh one of the things we we benefit from here Brian and I reason I like doing these webinars is you guys have great ideas so uh very often very

Every webinar uh We Come Away with value like I said a valuable suggestion or Direction so let's see where you're where you're thinking so you think partner partner partner portals to see what they referred a list of clients project phase of clients overall value clients on load literature assets okay foreign okay forms lead form for partner to submit leads that can be done on boarding for my team incomplete while speaking with a client oh good so we just talked about staff submit you mentioned something very very uh uh

Similar to that conditional formatting yes there are conditional fields and forms you can you can explore that let's go back to forms uh and then you say info request form for client to complete once we have engaged that's no problem client portal client signs our agreement we would then issue them a client portal inside the portal we can have the above info request form yes project phase visibility yes invoice availability definitely okay let's just go here into this kickoff forum where it's going to get a little more complicated here's conditional fields Brian you

Want to explore here so you definitely can show hide and do all the things you need to do uh as it relates to conditional fields the uh when we come here this is a kickoff forms you can embed this form very easily using this embed code or you can even direct link to these you can embed them in the portal using this embed placeholder okay and that can be done in dashboards or portal Pages which you'll find here in our content dashboards portal Pages they need a little I can't completely explain how they work uh or the difference between them at the moment but maybe I can get to it at the end but that's the this

Is the primary um vehicles for displaying things in the portal a dashboard which is when they click dashboard right and you can specify which dashboard they uh client would see or or a staff member would see based on their Circle or team affiliation or you can even create singular bespoke dashboards per client I don't think you want to do that typically we'll we would advise creating them by uh here's a dashboard for example so this is a dashboard I'm creating for a specific type of client a podcast guest onboarding client okay you'll see here that I've assigned it to a circle of

That's podcast guest so instead of creating a specific dashboard for each client I'm creating a generic dashboard that will display yes their first name but also for example the progress of the their particular progress through my through my system through my onboarding workflow based on a custom field value here and this can change and here's another good example I have this loaded actually I can do this let's see here's another example this is a portal page that was that is used it like somewhat like a dashboard but built the same way you see these are all set at fifty percent fifty percent fifty percent they are also um populated

By a custom field value and to illustrate we can show this preview the preview doesn't know what to show us right now why because it doesn't know what contact we want to see uh so imagine Facebook right Facebook says well I can't show you what Facebook is until someone logs in so I know who I'm showing right same thing with your with your dashboard your dashboard will react in a dynamic way to whichever one of your CRM targets companies contacts or whatever are logged in so in this case let's just preview as say bus Cola and we'll get a

Unique profile photo first and last name the company name and any progress that's here this one has these this particular company has zero progress in all these places but let's go to say this one now I'm previewing as a different client see I have completely different values and so on so this is how we suggest building your dashboards and interactive elements like this and you we provide you with these Dynamic tools to make that possible and that's what we're trying to encourage here so in your case you'll build a dashboard um for you a specific type of clients what

You want to focus on okay so that's how dashboards are assigned by this priority system meaning the lowest priority is a role-based system medium priority is circular team assignment and highest priority is a individual assignment and That is will affect what happens when they click the native dashboard menu right but you can also create an entire uh a spectrum of other pages in a portal using portal pages and create menu items for them you can create custom menus for anyone in your portal so that everyone sees a

Different menu I'm a super admin here so of course I see everything but if I were to let's look at the possibility of being in another yeah so here's a a client login um that has access to these menu items but you can even hide any one of these or show any one of these it's all optional and there's tools built to help you do that by Circle affiliation typically okay so let me get back to what you're trying to accomplish you know and I think the the form thing is is pretty easy the kickoff form you can create a kickoff form for your partners to submit leads

That's easy but one of the things that's difficult yes X field is yes yes Brian mm-hmm let me go back to the conditional where was I on forms here conditional logic see yep so if you can say if this one is equals or you in your case if you want to say is complete you just want to say if any value is there is that right and I think you say is not equals to blank let's try

That I'm not sure I have the perfect answer to that but I think this is correct I think this does work if not send it send in a request to the help at swede.com we'll we'll make sure that we solve a solve this so you just want to show if any value is there at all not if it matches some specific value yeah I get that okay um so creating a a form that your leads or that your partners fill out and refer you it's just nothing more than a kickoff form that you can create a link here and it can be

A direct link like this or you can even make it a very nice we call it referral link for example referral and then click create see so now you have a nice URL with whatever you want to call it as far as the friendly URL and you can copy this and give this and then the form would be here I didn't save the form that's why it's like this but you'll create a specific form and then they just come and enter the first name last name email address and whatever other fields you want to collect of the of the lead you can call again reference the earlier conversation about lead and Prospect uh and see how that might fit into your world based on the ways that we interpret those terms and

There's no right or wrong just somebody's got to decide how to use them in in whatever process uh and then you can uh they can submit those forms and those forms can be customized with logos and you can make it really nice using um the the tools that are available but I think where you're going to find a challenge in the sense of all the things you're talking about here onboarding for and for my team to complete while speaking for the client we just showed that using staff submit info request form for a client to complete once we've engaged that's again can be a kickoff or an update form depending or it could just be a general form depending on if you want to store that data in their profile or not a general form in our world

Is a form that doesn't really store data in the profile meaning if you go to a contacts or companies CRM dashboard if you create forms out of custom fields which is a typical way to do that when you want to store the data in their profile you will always have that data associated with that specific client in this way each one of these is a custom field the data was collected by a form right and now you have data placeholders that you can use in things like contracts documents portal Pages dashboards you can return this note you can use these values to power charts etc

Etc General forms allow you to create forms that don't have that kind of implication just the the the results get emailed to you if that's all you need you could use a general form and then I'm still reading your question again sorry that's foreign project phase liability yeah and then of course the invoices uh that reference the invoice generator video that I just showed on YouTube I think it's a good place to start there to understand our invoicing system and the way it can be automated and you can build processes around the way those invoices are created and and um delivered

But yes on the client side they can pay those invoices online they can print them out they can see their receipts they can do all the things that you probably are thinking of but I'm sorry I keep trying to Circle back to this part about the your partners and I say you have a partner portal and a client portal in your mind so your partners are the ones that are referring business to you yes and I'm assuming that is for some sort of compensation yes okay this is this is something we don't have built natively into the platform in this way um you know the SuiteDash is really built around like a two

Layer or two two-sided business relationship between your company you and your staff and your clients people that you serve and they pay you the third side of a business sometimes is this is this referral or collaborator type of relationship which is not built natively into our system in the in the way that we have uh individual logins for that side built-in math around invoicing Etc there are some ways to do to to approach this I would suggest to research now and again I can't in this time frame go through

All the sides of this and build out a working example but I would go through the exercise of trying to bring your uh Partners in as a salesperson okay so what this can do is we have a functionality that will allow you to based on the payment of an invoice do use a calculating custom field to reference the sales person and the amount of the payment and do a math equation that would multiply

The amount of the payment times whatever 0.25 if say 25 percent and keep that resulting value in as the value of the custom field the calculating custom field so let me just quickly show where what that might look like I'm going to go here just to get to it quickly but you would do it from an invoice actually I think I do have to do it from the invoice yeah and what that can do Brian is it can keep an informal let's say informal a basic accounting of the amount of

Business sent to you by that particular sales person if they are assigned as a salesperson for a client so in in all our functionality on the way in you have the capability of setting a salesperson and you could do that you could use that to represent the relationship to these Consultants to these partners Brian says can I create a sales team for a partner and then have sales contacts or visit just is it just sales person in general it's just salesperson um so each client will have an assigned or

Associated salesperson if they don't if they're not assigned a sales person then any salesperson can claim them so it's built around our salesperson functionality is built around a in-house sales team so it might not be a perfect application but if we go here let's um let's go to a draft here edit so here's the automation okay so automation is built in the system and you'll find these out what we call automation opportunities everywhere and this opens our automation Suite so this these automations will be fired when this invoice is paid okay so let's look here so now

You can configure any number of automations to be fired when this invoice is paid specifically in this case custom field we're going to set a custom field value and we're going to choose a number got to be a number yep okay so here when I say numbers gotta be a number type custom field it can't be a URL custom field or just a single line it's got to be specifically a number type custom field because it's keeping these numbers and it's housing uh housing these equations and you'll read here about how this has worked the custom field math works and then specifically for estimates and invoices you can reference um

Custom field that will use the invoice payment you can insert this into the math equation and for this you can use what we call we can use I'm going to keep scrolling [Music] looking for staff custom field salesperson here okay so see where it says salesperson so you can select the sales person and in this case it's not um we want to use a number type custom field for staff and in this way you're saying okay I want you to add this I want to take the value of this equation that's in

This custom field math and write it to the value write it to that custom field for the sales person of the target of this automation so when the customer checks out we're going to look at who is their salesperson and we're going to run this math equation and put the value into the Associated custom field for the sales person and this way you can you can track it then you can create like even you could even create salesperson dashboards so that when that sales person logs in um they could see a dashboard that would show them the value of that custom field so they could see all the time what their current value is so you could go pretty far

With this in fact we made this just so you understand we made this in response to Mitchell who's not here today but maybe four or five webinars back six something like that this was an exact um we built this in response to exact request along these lines he was trying to do a very very similar thing and so this custom field math is the closest thing that we can get to in the short term without building bespoke functionality which may or may not make everyone happy so um this was a good compromise in

The short term this needs this needs an explanation video to walk through all of it I understand it's not going to be immediately obvious to everyone that this is how this is going to work but it does work and it is some is a workaround that you can you can consider does it almost make sense or pretty close to to thinking about it yes as well you say I think it can I can make it work for my partners by assigning a person as a sales rep yes and then custom field who refers I don't get I don't know that I

Don't understand that part uh because the custom field whose refers would be the cell sales rep so if they have five people referring uh so you have five people that work at a company and one person logs in yeah okay that's what I was gonna ask that might complicate things a little bit um in my example it might be a lot cleaner as far as tracking who so let me ask you this if all five of those people make referrals is it one check that gets written or to each each of those five people get an individual check one

Check well then maybe it can work yeah so if you're just trying to track one amount and it doesn't matter which of the five people referred and you just want to know for your purposes then yes it can work so the way you could do that um to get started is let me just try to draw one more little um Association here to help you so you'll create a kickoff form this referral form that we're talking about now that you want to submit um I would how many of these Partners do you have dozen 20 that's

Right okay I would really consider creating a unique kickoff form for each of them I would start with one make it perfect or as close as you can get and then duplicate it uh there's no number of times you need and then provide them each with their own unique link okay that would be the cleanest way to do this each one of them their own unique link their own unique kickoff form and then in this way you can bring them in bring your their referrals in in whatever role that you decide but here's the key assign the salesperson and this is where you're going to say everyone that comes through this form I'm going to assign to that sales person and this is your connection to them okay and then you can yes

Up here you can create a custom field to track which say which person in their organization was was the actual referral and that person will be the person completing this form and can fill that in but this is all behind the scenes programming that you're doing on your side to control how people are entering your your CRM entering your portal what workflow they're they're being kicked off into uh you'll you'll program all this the person on the other side is only going to see the the form itself in the submit button but behind the scenes you're going to control how everything is assigned and automated when that first person when that person is added so

This this would be my choice to do it to go this direction and then I think you can put together the pieces after that once you have um and also this will give you a way in case there's a specific partner who's doing business slightly different than another one or you know there's something you need to change a little bit for them that's not doesn't necessarily apply you get more flexibility with this and uh the downside is if something in your process changes materially that you need to adjust in 25 forms then you have a little bit of work on your hands but it also the the flip side

Of that as it gives you the flexibility to modify the process uniquely for one partner without affecting all the others there you go just make it perfect that's all it's not that hard yeah then what I say here is our our standard is approaching Perfection if we can get that that's that's pretty good we're trying but we also realize you know there's more more to life than obsessing about perfection we can get there yes Jennifer Yes Jennifer Jennifer says she can ask a quick question regarding what you just went over does the client lead prospects see the term salesperson they do

Not Jennifer that don't this is internal to you only and on that note this is a nice little segue note just to understand if you don't want to call them salesperson um Brian sorry let's talk about translation our goal with SuiteDash is to be is to provide a product that enables small medium businesses around the world to access these really powerful tools for automation systems processes so yes you may think about translations just in terms of providing these languages and and working in

These companies our country excuse me however it's not necessarily just for that if you want to rename salesperson to something different like partner just go here and you say salesperson and then click hide into groups and everywhere that says salesperson you just change it to partner and keep going click save group and go to this one and re-re uh change this one to the to the verbiage that you want to see and so on you can change every label every word in the platform to match how you talk in your business and how your partners and clients understand the language as you say so all of this can be modified from

English to English just changing terminologies okay so we have a lot of attorneys for example who are renamed projects everywhere to something like matters or cases right a lot of renaming going on in the pre in the in the portal and that's uh the power of the reason we built translation in this way so that it's not just machine translation to some other language or a closed translation system that just replaces the phrases as we have them with phrases in the language you can actually change all the all the language in the whole platform on your own without any

Permission or it's completely flexible in that way okay okay before I run I'm I want to see okay WIC is here were you joining us from WIC I see your email address so I'm gonna know it's probably South Africa if I am not missing my guess here okay if you're still here let's read Wick's question and see if we can get an answer looks like an interesting question uh can we integrate AI uh and how can we use it in this SuiteDash software how can I set up help desk within my branded platform using custom menu maybe

Forms project and tasks well if you can hold on just a couple more weeks with support tickets will be released and you won't have to worry about hacking that and in fact if you notice in my menu here there is a menu item there's something behind that we won't look at it today but it's there and it's being final tested now so wait just a bit on the help desk can you go into more detail how to use and set up of interactive charts data where you can have stats on business activities on the platform charts showing how many clients new clients for a period value which for the month increase that's more along the reporting side Wick

And we don't have at the moment we're still building out the data side and the in the um the toolkit side but reporting is something we've been pushing away for some time now so I think what you're looking for is reporting and it's something that we will be addressing in the next few quarters so again hang on for that one and is the reseller dashboard and working order yes I'm not able to see anything documents in the portal links that were sent to me and get notified I'm not sure what that so reseller dashboard looks like this WIC reseller dashboard and if you are approved as a reseller then you will receive access to resell dashboard in which you can create your

Own customers in this way I will um I will make sure this is the email address that you submitted here the one that you're submitting support tickets from I will pass all this to the I'll pass your last question to the help team to make sure that you're getting an answer there but the first question how can we integrate Ai and how can we use it in three dash I think we're not AI is at this point of course it's incredible of course it's next level but beyond generating text for you and writing documents

For you and generating ideas things like that in our software there's not really a good use case yet for AI in the sense other than possibly in support tickets and that's something we have planned in the future but it's difficult to direct something like Ai and so in a platform like SuiteDash because of its the nature that it's a generic platform meant to serve multiple business niches and therefore we can't really anticipate how you may use this this collection of tools the best case I can think of is [Music] um is generating content that you

Might be writing it like you say in in a mail in an email or in a document of some kind it's very good at that expanding ideas into bigger paragraphs and providing samples of things like that yeah good I'm glad you found it for iframes and Brian says one more question a lot of custom fields to create cannot upload them via Excel or CV CSV um so let's go to custom Fields here Brian there's not a way to import custom fields and the reason is that there's just so many different use

Cases that we have that are very custom so after you create them you can populate them yes but you'll need to create them here and then the best thing to do from that standpoint is once they're created is go to your list of contacts or companies or or whichever one you're focused on as far as that goes and do an export so we're going to download a CSV now and what that will do is give you a perfect CSV of the of the custom fields and default fields that you have in the system you can use that as a starter and

Then you can populate then you can use that CSV to bring back in all of your say contacts and populate those custom Fields with the appropriate data for each contact or company I hope that helps but I think you wanted just to be clear you want to create all the custom Fields initially by some upload that may be something we were able to well I don't know how lazy it would be um by the time you properly understood all the elements all the customization possibilities that are there

And properly built those into the CSV did the appropriate testing that you should always do by an import always start with one row then go to three rows then go to five rows and don't be zealous and do a thousand rows on the first try that's mine disclaimer that I always include when someone's discussing Imports because big failed Imports are difficult to clean up yeah so you want to make so by the time you jump through all those hoops and ramped up to that final big import I almost feel like you would have um depending on the number of course you could probably build them one at a time and learn along the

Way but yeah I'm all about no reason not to um find the easiest way if there is one I think in general though we've avoided building an import like that for the complexity reasons that it almost there's not a lot of people out there that have the data that well-formed in their head that they can confidently throw a thousand records at the system and get it right so um that's it that's the answer okay great thanks everyone I hope you found some useful information here found some benefit you're welcome to come back as many times as you'd like any webinar is

Open to you bring your questions and we'll do our best to work through them and try to find some solutions or at least a direction for you okay thank you Brian thank you too thanks everyone else have a great rest of your day bye quick [Music]