Q&A Webinar : June 8th

[Music] welcome everyone welcome it's tuesday 1 p.m eastern standard time this is the SuiteDash q a webinar this is mike i'll be your host today i hope you're all doing well alright let's start off with having everyone please jump into the chat and let me know that you can hear my voice the chat is how you'll be asking your questions and interacting with me today hello taja how are you and now let us know where you're from so we can get an idea of that and maybe the niche that you're involved in your organization so maybe that can guide our discussion hi uh kelly

Hi juan hey juan's here juan did you watch the usa mexico match hello arrow or arrow i don't know what i call how about rogers from bermuda or arrow that sounds a little cooler arrow ashley okay from bermuda beautiful bermuda and loud and clear from perth western australia very nice yes juan linez is quite a player quite a player that was just a fun game fun match to watch for sure everything about it was awesome both teams deserve to win but yeah quite enjoyable and south africa and australia we have three or four continents already today very good west palm beach luis hi taja

And wow bermuda i haven't been there tajia from where i live it's about a three-day sale directly east but i'm not sure it's as easy as it used to be to get in to get accepted and into uh customs but yeah i've heard so many great things about it and seems like something for sure worth of course of course we're checking out but i think maybe a hidden gem from a lot of people all right well hopefully we can help you out taja and make things easier make your life easier let you get to to the beach a little bit more all right everyone uh so let's go ahead and start off if you haven't already uh create a free trial just encourage you to do that there's no credit card we don't have um thumb

Breakers that come and look for your for money it's a completely free completely risk free way to check out the full version of the software as you're getting acquainted the documentation is your best place to start help help.SuiteDash.com type your question in here and the search is contextual so re return a document or a an article that is most likely to help you i think you'll find it quite useful if you're more of a visual learner let's go to academy.SuiteDash.com and that's where all the videos that have been created and that are current are housed here and the youtube channel but here they're a little more organized and they'll provide you with a way to work through series etc

And the community which is now open to everyone now this is a different login than your SuiteDash login this is for security reasons so as you land on community community.SuiteDash.com for the first time you'll just need to set up an account which will require a new password but here is where you can interact with your fellow SuiteMates we have different groups that can consist of niches that you can join and have discussions based on your niche and just it's a in general it's become a really really valuable place for us all to interact the team is is active there i am active there so this goes with our commitment to be a community

Driven uh software and and our development is absolutely guided by the suggestions and feedback from the community and then there's a new resource that if you go to vote.SuiteDash.com you'll find a feature request yep right here feature request portal i guess you could call it but it's basically this is a third party software that we're using to organize this but it'll allow you to submit new feature ideas and vote up other ideas so that we can see what the community is supporting and i can say that out of these top 10 maybe

Almost all of them are either in our short medium term plans or in active development so this is something that we certainly pay attention to all right so let's go ahead and get started today let's talk about the webinar so what is the SuiteDash webinar essentially let me just go ahead and log out here so we can just talk about it so essentially our webinar is not maybe a typical webinar where you can get a step-by-step walkthrough of the software that would be impossible it's much too big for that um what we can do and what we are here for is to let you have a place where you can come every week and ask your questions ask your if you have challenges let's talk about those if you want to discuss an idea that you have we can we can do that

And so we do our best to get you over concept conceptual hurdle hurdles get you be familiar with the software what it's capable of let you ask specific questions and get feedback and what we have been doing is posting these on youtube and that provides also a way for those who are not able to make it for whatever reason at the in this time frame provides them the ability to hear the answers to your questions and therefore give more value value to the community in general so with that all that introduction out of the way let's go ahead and open up the floor for questions um while we're doing that i think i want to take take a stab at uh just

Introducing a concept that maybe is not so obvious so let's talk about let's go here to this is one of our sort of demo businesses pseudo businesses that we create a demo environment around accomplished cpas don't call them for accounting services they're not really accountants okay so here let's talk about the springfield airways business who is the primary contact is wayland smithers and let's just say i'm the cpa here in bentley and i need to organize a way for these this client to upload their statements bank statements to me so what i could do is do something like a file request

Or let's go let's go here into files i could uh now that i'm in client the client's files there are private files they're shared with client that's where i'm where's where i might put their tax returns or something like that submitted by clients by client this is all the any submissions from forms flows projects etc and then you have this client files these are files uploaded by the client so let's look on the client side and see what the clients see so this is waylon smithers he's logged in he clicks files he sees the shared with me folder and this is from the very beginning this is before nothing is added he could go in here and see anything that's shared with him but also here he can upload files but there's no structure here right so what we could do is

We could build a structure for him all right so let's just say that wayland has two corporations that we are doing the books for and i want to just do it like this so i'm going to create new folder and i'm going to call this say springfield airways inc okay so that's one of his corporations and then say he has another corporation called dell holding company lc because of course every big corporation has some holding company for tax purposes all right and so then inside these let's go inside these now and start to look at how i could do this so what if i

Had the idea to create a new folder and i say okay in this folder you're going to upload the bank of america checking account that ends in 5584 right let's say hit enter and then just go in that same um idea we can continue and take all the accounts that i need him to upload statements for i can go one step at a time and just build an entire structure around these are the accounts that i need statements for let's say and credit card accounts and everything everything that you need right as the accountant because everybody's been through this right where your accountant's like you

Got to give me these statements those statements the other statements it's kind of hard to keep track of which ones do i need to upload and then i which ones have i already uploaded so now i've created this structure for this client shell holding company springfield airways now let's go to the client side and refresh and on the client side now when he logs in and he goes to the files area he'll see here are his two corporations right and so now he just needs to go into say springfield airways and now he sees bank of america checking 5584 etc he goes in there and now he knows okay now i need to upload june may april march all these directly in this folder and each time

They upload one of these you'll get as an admin you'll get a notification so very easily you could build for each client a instead of a list every month or some kind of um other kind of organization email me these these statements you could easily build this structure that prompt not only gives them a perfectly organized way for them to organ to upload it gives you a perfectly organized way to see everything that's uploaded and retrieve it and work on it in fact you could just use the pdf preview you wouldn't even need to uh download it everything stays organized the prompts are there okay he knows that he needs to upload for five five eight four eight eight eight three four four five three and until he works through and

These are all uploaded he's not complete so it becomes a really nice way to keep things organized to prompt for exactly what you need and to get the result that everybody's after which is passing these statements as it to your cpa in an organized way knowing what you've uploaded and then it becomes a repository for these things into the future so we have any cpa accountants here that would that have some feedback on something like that how it might work and okay mario so seems like it could be i mean it's it's a i wouldn't call it a workaround or a hack it's just a strategy um and it it can't you can't build something like this generically for each one of your clients because it's

So unique but you might be able to do something like uh in clients files you could say i didn't start with these two structures i start what started with upload statements here right and then they know they click in here and then in here you start building their corporations and then inside of those you build the accounts and inside of those is where they upload what do you think marius something that maybe could be helpful yeah we have we have accountants that use this strategy quite a bit and it's something that we've encouraged but it's not something that we can really build into the software and say well here it's already built for you because of course each client's structure

Is different and you may even have situations where you have the two corporations but then you would need to put something like smithers personal federal or your personal taxes or something like this right so you'll be doing their their corporation taxes but also you'll do their personal returns as well because many of that most a lot of the tax liability ends up there anyway so uh yeah just something to show then i think it's it's a strategy that maybe is not so obvious right from the beginning but it's something i've been thinking about making a video about but it's a little bit too small for a video so i thought maybe here in the webinar be a good place to to just demo this this

Idea all right good all right marius maybe you can use that maybe somebody will see this on youtube would be helpful all right outside of that what questions do we have to throw into the group and we can start trying to look at helping you get those answers that you're after hope somebody has a question okay uh jim fisher says hi jim uh would some of those uploads be better placed in the project i.e tax returns now you know what actually i did think about that same thing jim and you could do that so let's just say if we go to projects maybe this is not and see if i have a project here now let's go to you

Could do the same thing jim you could really do the same thing inside the project if you're running your clients in a project which is a smart way to do things especially if you it could be an ongoing project for 10 years and with a client because you get a little bit of the organization you get the structure of a project you can go in files and go into public files say for example files uploaded by the client is housed here and you can create those that same folder structure here and they could upload there and then you could do something like set now this is a newer feature and maybe everyone here is not aware of this one but where is it yes

Here set the project dashboard as the start page for the following clients and secondary clients so this project is assigned to runaway dog leads so what we can do is set this project dashboard as the dashboard for this client or the start page excuse me and when they log in and won't let me because he already has a start page but if this is a newer client this is a strategy that you are that you are pursuing then you wouldn't have another start page because that's not part of your strategy you would set this as the as the start page and every time your client logs in they'll go directly to the dashboard of the project and if you are indeed using the project as kind of a container for your work with this client that seems

Like an ideal solution and therefore they won't have to navigate to projects they'll end up directly on that dashboard and then files is just a tab uh one click away they could start their uploading what do you think jim good strategy i mean i think can work in inside project as well so something to consider depending on how you work project gives you a little bit more well i want to say a little bit more but it's it's structured in a way that's a little bit more contained and allows you to only add people into the project that are that you want to add and only those people will see yeah

Yeah that's right jim so the other alternative might be that if you didn't want to work in projects you could use what we call or you could create a custom dashboard using a start page something like this jim okay so this is a portal page that's been designed with our content block editor let me turn the chat on because i don't want to make sure everybody can see everybody's comments uh design with the content block editor and a whole lot of dynamic uh content here so jim this is a dynamic image placeholder this is all dynamic this is dynamic company name this is dynamic the circle these values are provided by custom fields which are dynamic meaning if another

Client logged in and was redirected and was configured to go to this dashboard if their document needs were at 75 percent then meaning they're almost complete this would show 75 percent for that doc for that client and that's a custom field that you can set the value of so you could do this here and then use something like access your files or upload your files and link to a very similar file structure link to well not it's the exact same file structure you can link directly to it and provide those same here's like in files here they would just go directly here and see their structure and then then they could go back to the dashboard which will be here which yeah good

This is a good example because it's set up exactly the same if they go back to the dashboard it's going to be the same dashboard that you just saw for that other client so you'll see there's a good example right so this dash it's the same portal page that you're seeing here but a different client is logged in so that when this client's logged in it returns all these values for this client welcome josie but when this other client is logged in welcome waylon here's his name here's his profile image here's his company here's he's seventy-five percent where of his of the way through his document needs etc okay and all these are powered by dynamic values that uh can be in can be unique

Per client so that's that's that would be the other strategy for creating a funnel or workflow that was not based around projects and projects would be kind of another alternative okay let's go to marius how are you marius what about creating a file structure for instance 2021 tax returns when we have over 2 000 clients that can be automated okay i was just about to get there marius and what i was saying when i was when i was building this this concept to just display just illustrate building this for wayland because their corporation names are unique you can't use what we call folder profiles okay

But what you're asking about i think you are definitely you want to find out how to use folder profiles and the way this works is you'll go to files you're in the admin now and you're going to click folder profiles and here the each one of these you create is a folder profile which means it can what's inside this folder can be applied to in your case 2000 clients okay so we'll look at standard tax prep say for example now inside this folder profile you're going to see the the folders that are that are inside each client's profile or their folder profiles so you can organize even you can create a structure inside each one of these folders but typically most people would go or

You could go here and you could say upload bank statements that's generic right you could say bank statements you could create uh credit card statements uh and whatever that you need and you can create structure inside of this you could uh go to shared with client and have quarterly statements tax returns these can all be folders that get set up automatically right and so once you have the folder profile i hope i'm explaining this well once you have a folder profile set up all those folders and you can even put files inside them now it's called standard tax prep right when you go let's go to another tab so we don't lose that when you go to create a

New contact either manually or by automation you'll always have the option to apply a folder profile so let's go down here let's make sure we set client as the role that's gonna be the difference and then folder profile will be right here and we can say standard tax prep right and then when i create this client i'm doing it manually here or it can be by an automation what i mean is using an intake form you can set up the intake form so that every person that completes the form that's embedded on your website for example will have the this folder profile x or y assigned to them so when this pro when this contact gets created they

Will all the folders and files that are associated inside this folder profile will be zipped out instantly in that moment into their account and yes if you have two thousand count clients that are in the system already you can create a folder profile and then apply it to those 2000 all at once even if you wanted yes you can do it afterwards as long as there are not collisions uh logical collisions with uh existing structure yes so what i mean is things like folders of the same name will cause a problem or and also it's important to understand marius that when you apply a folder profile it's just one

Time and then afterwards each client it doesn't sync for example what i mean is if you applied this to 2000 people and then you go in here and you say oh no no i forgot i want to add another folder and you add it here it doesn't go and add it to all 2000 people that were that this was applied to at that mo at that previous time this happens one time and then it's and then each client goes in their own direction they're forked and they will anything you put in that client's file or creating that client's files or folders all stays unique to that client of course because you don't want any kind of crossover between those files or folders so this is a strategy that you

Really want to use and we do have some ideas and some thoughts and some um feedback that from customers that want to have some kind of force overwrite or force push or sync even right they want to have a folder a sync would be something like a shared folder but let me read this comment and then we'll i'll continue so that's the problem you're having is that the folder is the same name [Music] 2021 taxis and then all files can be viewed by all clients no no if you use a shared folder that would be the case but in this case if you created uh let's go here and

And kind of do it with you so this is we only have one profile type at the moment 2021 tax season right so you want to just create this one and you're starting this from scratch and you build inside this one 20 21 tax season then you should be able to apply that to your existing clients and it will create this folder inside but again uh just as a word of caution make sure that you get this exactly like you want it before you apply it to all 2000 because after that you're not going to be able to go back in and change that once there's once it's once it does that action am i making sense i

Think that should help can you show how to apply all let me see if i can yes gm good for you two i'm not sure that i've had this uh i've gone through this logical here so bulk at it i do not think we can do it there uh one way you could do it let me think let me come back to that let me come back to that i'm gonna let that sink in for a minute marius i i'm almost certain there's a way but i'm right now it's not hitting me perfectly about how to do that to bulk apply folder profiles to existing

Clients interesting okay but yes i've seen the need um i'm gonna make a little note here give me one sec okay good noel's telling me she's got a note okay would you be able to bulk apply a file in a folder profile a profile folder not an individual file hilton so we only have methods to apply the entire folder profile and once it's applied there's not a way to merge them or or overwrite them no

Cr no create a shared folder okay i'm a little lost now i'm not sure what you mean now marius let me go back and see if there's something i can get to let's see all right juan one has a question make sure i'm caught up okay good all right let's let's get to juan and then i'll come back to you marius and see what else what what you've written there uh in the dashboard are the percentage automatically updated every time they upload document or you actually have to upload the custom field number well there's no we don't have a way we don't have a mechanism depends one it depends so we we we don't we only have a mechanism like flows that would allow you to change

The custom field on each upload so let's just say you had um let's go to flows and and i'll show you how that one way that can be done so you would need a mechanism to understand okay if they upload this file that means that they're 25 of the way this file that means they're 50. so we wouldn't have any idea of any way to know what the percentage complete is unless you create a mechanism that defines that for us okay so what you can do is create an on-demand flow and you can create let's say let's use four file uploads as our um and 25 each as our example so we can say let's add a new flow step for file upload and we're going

To call this one file upload number one and you're going to choose which folder you want to upload it in and you can even edit content and say this is for x or y or whatever and explain what this file is for and create your content here using you can make this really nice insert pictures you can really build a nice very nice flow okay and then for this flow step let's see i want to add a new flow step here for file upload and then we want to say this file upload number two okay and so on so but what we want to do here is now for flow step number one we're going to configure actions and we're going

To change excuse me in here we're going to change the value of a custom field set custom field value we're going to find that custom field value that we'll say i'm not in the same account now but we'll call it overall progress here we get perfect and we can set um 25 because we know that they've passed step one of the flow right so i'm going to save this and then when they upload this file in step one it's going to change the value of that to 25 which means the next time they log in and you have it configured it'll be 25 then same thing um for step number two let's

Add another file and here's step number two we can set this to 50 by configuring the actions go here change the value of the custom field select which custom field overall progress and this one we're going to call 50 and so on right and so you'll have four steps the last step in a flow never has actions associated with it because uh we just you can use the flow completion as a whole set of actions to cover that last step and so in this last step flow complete actions you'll know that it's 100 and so this one you can uh of course you'll do one more step for 75. this one will be 100. and so as

They work themselves through that flow or just to be clear any other progression of steps that they take that you define you can use anywhere that you find the trigger actions widget you can change the value of that custom field so that next time they log in they'll be presented with their statistics based on how far they are through the funnel or your funnel that you designed if that's four steps of file uploads then that's pretty clear if it's okay first step is to complete flow one and then you have another flow that's coming later and in all those cases you would really custom design that experience and and also those

Percentages okay let's go down okay all right luis let me come back to this one real quick that's a good question let's see okay juan good yeah maybe that'll work for you that's really what the design is at this point to provide you with these progress bars this is a circular arc progress we also have a horizontal progress that looks more like this you can set up another types of charts that would be of course a little bit more involved with data but it's designed to be powered by that custom field value and then you can uh

Create however many progresses you would like with each one with their own custom field value and then change that value in any either do it manually you can do it manually that's no fun but more more fun is doing it by automation in the way that i just showed you anywhere that trigger action widget is you can when that step is complete you can trigger the action of changing that percentage value or that number value and that then their dashboard will reflect that instantly from that moment okay all right let's go to luis all right luis uh project profile or template gets applied with the circle how

Best to create this scenario after the client gets a circle applied how to assign a project that contains three phases at time of purchase or at a later time so service a would be phase one phase two and phase three okay okay uh so let me explain i think i know where you're going here luis all right so what what luis wants is to be able to add let's just clarify and then we'll we'll move forward so you were thinking luis that you would want to be able to for a contact let's just go into a dashboard here and find somebody that we can work with but

You wouldn't want to be able to add a circle let's say it add to circle um onboarding for movie consulting okay that we'll just use that and then as a result of adding them to this circle you would like to generate a project that contains phases and tasks is that first am i assessing your question correctly i hope so all right so i'm going to move forward with yes they are all pre-filter template yes luis so that is exactly what you're describing is exactly what a pro project profile combined with the project template will

Do okay but what we don't do is we don't trigger them on we don't have the ability to trigger those things based on the addition to a circle okay and mostly because of the logical implications that that would imply okay a circle is really mostly designed to grant permission or take away permission to things like portal pages shared folders is to show hide menu items uh set start pages that's really and that's really really a big functionality but also and i'll explain and this will make a lot of sense right so if we go to um let me go to

Where we were before i'll go here because i know i can get to the trigger action you so anywhere trigger actions are [Music] possible to set up here you have the ability to add and remove the circles okay so adding and removing the circles can be done here add a circle remove from circles right here but you can also apply a project profile okay so this is where the logical issues come in so if i had the if i had set up that when i added someone to a circle it would create a project profile but i also had the ability here and the same action to trigger project profile then

We would run into collisions of logic that could conceivably could make an issue so my my recommendation would be to create a template an actions template okay so you see here where we have actions template apply existing action template there's not one here but we can make one out of what we have here so when you're creating some set of actions you can save and create a template so what if you said in your case your example you wanted to all right i want to add them to a circle and this will control paid traffic clients say for example this will control their visibility of shared folders their start page this will set all

Those things up but i also want to now apply a project profile that i'm not finding one here of course a bad example in the wrong account but let's say you're going to set one here so now you've added to the circle you've set up a project profile and let's just say just for good measure you also want to add them to an email marketing list that covers i'm sorry here that covers their particular niche and this is how you want a message to them in this moment so here's these three items and i'm going to delete this one because it'll validate if i because it doesn't have one but let's say you have those three items and i want to save and create template and we're going to call this um paid traffic uh

Starting template so you just got off the phone uh and you are you've gotten the confirmation from your client you've gotten the deposit everything is set and now so you've had you have the template and if i save that correctly then we can go back here uh let me refresh just to make sure it'll show correctly and let's say this person is your client you just got off the phone they've paid the deposit you're ready to go with this and you say trigger actions template right here and now you can combine all these actions that you configured in some other place and it could be look eight or eight or nine of them right eight or nine different things that all happen all at once when you get off the phone or you get that confirmation

Boom trigger now he's added to the circle he's added to the email marketing list he's added to the the project gets generated along with the template that you have everything done all at once uh so yeah configure think of it in the terms of what if you ran like a wedding venue right and they called and they said and you show them okay i want here's the uh the rainbow palace and over here is the outdoor garden and then you showed them all these different places that were very nice they call you we've decided on the outdoor garden okay great well in one one go instead of just adding to a circle you can create an actions template and you can say all right they decided on rainbow garden whatever this is and this is your six different actions that you're you're

Moving them all at once and with three clicks into this entire different experience a complete unique messaging for that particular resource they get access to the portal page that has all the details they get access to uh you know an update for page has an update form where you ask more questions and you know they get sent some email marketing which is oh great choice on the outdoor garden here's some things you might want to consider so that's just an example but uh these trade these trigger action templates are really really powerful in the sense that you want to combine some of the things that we offer into one canned set of actions that you can trigger manually at any time and

Also just to kind of stack one more layer to make sure it's clear as you're building something if you want to yeah hilton has so if you want to i'll get to that if you want to configure actions and it's the same set of actions every time that you arrive here and say for an invoice right you want to say you're creating an invoice and you create a set of actions that you want to trigger after that invoice and it's three or four different things once you create the template then you don't have to do this little dance down here anymore then you just go to template select it it preloads all those things and then you just save and that's it the way that you create a new template hilton is that

I'm gonna not apply this you'll create a set of actions let's just do this one i'll just do a couple here just for demonstration i'm gonna change the coordinator say to ronald okay now and see where it says save and create template hilton you this is gonna be your template you're going to save and create template you're going to set the name right here and you're going to click save or save either one of these and then the name will show up that will be here it'll be set up make sense thanks awesome okay you're welcome all right so now the trigger

Action templates are the answer to not everything but specific situations they certainly provide a way for you to avoid replicating that point-and-click point-and-click and if you spend the time to set just like with all automations if you spend the time to think through what you really want to build out that automation and create it then it's really really can save you a ton of time another thing to just point out is as you're configuring it you can load a template and then you can edit it afterwards okay so let's just say that there's a small variance in the in the client that you're dealing with at this point you load the template which is loaded already now

You can just change you can make it a quick change you're not changing the template unless you click here the template will remain the same but you can make some changes here and then click save and then you in this case you just use the template as a starting point and you've added and adjusted based on the different variants of that particular client but if it's exactly what you and then maybe you say oh you know what actually this is better than the original template i want to save and update this one i want to make it better now i'm going to click this button and now i'll save this configure actions and i will update the template so that next time it will reflect my changes here so this is how that's done okay what other questions do we have guys nice

Yes nice perfect thanks i love it very clear this is what we want to see noelle we like it all right let's go back okay juan some of my documents expire like insurances and i would like to send reminders either internal reminders or external to renew these documents is there any way to do this interesting [Music] there's nothing based around the actual document for example so i i want to be clear what i mean is in files let's just say you go your your documents

Are stored in our cloud storage your file storage um there's nothing associated with this file for example that i could say this file expire this document expires on a certain date i need to send a reminder to update the only thing i could think of one is a little bit of a workaround is that you could create campaigns an email campaign now are these documents is it is it dynamic for each client it expires in different dates like after 12 months from a specific date or do they expire on the same date for for i'm

Guessing they're dynamic based on client yep well in that case you can use the an autoresponder functionality to do this okay so let's just say you create a new list and you call this list expires after 12 months okay and then in this list you're going to create an autoresponder here click autoresponder and you're going to create some follow-up emails that are triggered a certain number of days or months after the name is added so

Let's just call this 11 months i'm going to say one month left we're going to call this one of course i'm doing everything with time as a thought so i'm not going to build it out perfectly but 11 months and we can say here exactly what you think we would say 11 months have gone by you have one month left to renew all right and let's click save all right so if we had this set up one and in trigger actions for example when you started them when you first wrote that that policy you maybe used one of the trigger

Action templates that i just described or some action associated with the payment of the invoice that would be a good place right as soon as they paid the invoice you could as part of the trigger actions of the payment of that invoice add them to this email marketing list the email marketing list that says expires in 12 months expires after 12 months and as soon as they're added to that list then this autoresponder is going to start counting for that individual client and each individual client has their own timeline so let's say i was added to the list on january 1st well november 1st 11 months later i'm going to receive this email it's going to say you have one month left and then you

Can create as many of these as you like you can create six different reminders that lead up perfectly to that expiration date so you can even select days here and do 360. so now you're five days before the due date and you could use this same concept and customize based on expiration periods 12 months 18 months six months whatever whatever is in your in your use case so marketing this marketing toolkit is not always about marketing yeah it's all it's it's about messaging right it's a little bit more about how can i use this really cool feature to

Adapt to what i need cool marius yeah cool yeah you can use it but only because you came to the webinar and only cause you asked nicely no i'm just kidding yeah absolutely you can you can use that you can um we i think it was in the last webinar or maybe two weeks ago we discussed another really unique case for using autoresponders uh to to solve an issue i can't remember the exact use case but it was certainly not traditional marketing we used it as reminders or something like that yeah i remember now actually it was a set of reminders and and then remember say um yeah

So let's keep in mind marius right so once you if you are using it as a reminder system for a specific action what you can then do is when they take that action whatever action you're trying to remind them of you can then let me get i can't get to a place where the i'll go here just get back to the trigger action widget to explain but once they they execute that action that you're trying to remind them of you can remove them from a lit the list the 12 months list and then maybe you would like to add them to another list but the thing main thing is if you're trying to use the autoresponders

As a reminder to execute some action when they when they complete that action you want to remove them from that reminder list and maybe put them on a different reminder list okay well now that that's done you can make sure that you don't forget to do this next thing keep and two days later hey looks like it's not done because we we haven't triggered that action yet then they say okay i'll do it they log in they they perform that action and you use this at this action widget to take them off that second reminder list and put them on a third reminder list so that you're constantly moving them from one messaging to a messaging channel to another reminders channel to the next and you're moving them along and you're providing those those

Messages on a timely basis and this widget allows you to uh move them from the list to list a list based on their actions or if it's a manual action you can do that very easily from inside the platform but of course again we want to manual actions are no fun we want to build automations that will give you more time at the beach or snorkeling on the reef in bermuda which is really where i would like to be yeah all right let's go back and make sure that we are covering everyone's jim kba signatures i believe that is kba

Is industry for industry jargon for validations of authentication of identification is that right jim if i am remembering correct this is where this is where you there we're asking them you lived on this street um from 1980 to 1989 and can you identify the street from a multiple choice yes so no the answer is no now jim we don't have that that's that's sort of the top top level of authentication of a client now it's not so difficult to implement because there's third-party libraries out there that and services that have apis that allow

That uh you know for a pretty nominal fee so it's not something that we're against with the volume of requests for that is is fairly low at this point so jim i would say uh go to vote.SuiteDash.com here and maybe do a quick search to make sure that it's not already requested but then just just uh enter that enter that idea here and we'll we'll we'll listen listen for the volume yeah and as it becomes higher and higher that's the community driven signals that we're looking for and then we'll definitely start to look at but we certainly have the framework the infrastructure to

Put that in place and we're working more toward more and more in the signature pathway so yes one day i do i do foresee that we will cross that line into that that territory coming soon as we're we're working now even actively to implement the ability for e-signing of pdfs so pdfs that you already have generated you would be able to upload them drag signature boxes over top just as you would do with docusign for example and send those away for signature and it would work exactly the same as your as you might be familiar with except a little bit different we

Will implement the ability to use placeholders in those pdfs so you could actually build pdfs or use existing pdfs and not just drag over signature boxes but drag over placeholder boxes so that you can say insert that all the information dynamically from something like an invoice in the same way that our contract templates work now they're html based and you can dynamically merge data into those contract templates to generate a contract on the fly that you know is mistake proof essentially and what we want to avoid is that little dance where you open up the

Contract from the previous client and then you scan through it and try to find all the places that need to be changed and you're really nervous that you missed one and it's going to be so unprofessional no no that's that's not going to happen what you'll what you will do in the future and is possible now even with our html contract templates is generate that contract with the data from the client and it's automatically replaced you won't you don't make mistakes it's done in a millisecond and it's off and ready for signature that same functionality will be available for existing pdf contracts and and even things like tax forms etc w-9s all right let

Me make sure mario so i'm going to come back and just make sure i have everything oh juan has uh okay let's see juan says it's a good workaround what about using custom field to introduce the expiration date that's what i thought about first one i was trying to think about how to use a custom field to trigger there's one other possibility one but i really think it's probably not what you what you want but let's i will let's take a look real quick you could i don't think it's the right thing one it's it's we have a scheduled functionality of project

Profile so that you could take a project profile and trigger it on every say 12 months or every six months or one of the options that you can trigger it based on the value of a custom field in the way that you suggest and this has a lot of use cases but like here custom field so you could say this could be your expiration date or say 20 days before your expiration date somehow you set it so instead you can use the trigger action widget to set a date but see i think this is where we're going to have problems one because

We don't have the ability to like what you need is the is as a calculated custom field right you need today plus 12 months because there's no way the automation is going to know when things happen how to set the date in this case there are certain ways that this would be useful for example if you were trying to generate a project on a specific day that's say one month before tax day and you want to generate the project for a whole host of clients or you or a whole circle so say every year you want to generate a project on april or march 15th okay let's

Say march 15th every year i want to generate a project that fits this description you know tax returns tax prep prepare tax taxes for all these people uh on this date and then only once a year you'd have to come in here and change this date and it would be generated automatically so there are some use cases here and there's some refinements we could make here as well using calculations and things like that we've had a couple of requests for that so there's there's things we're thinking about here that would increase the power of this even and allow more things like every year on this date which would only include month and day also some custom

Field calculations like today plus 12 months set the this uh date right that would be in your case and then the project will be generated and that project would serve as the um indicator that you need to refresh that that like that policy so maybe all right let's go back okay mario says uh what workaround will you suggest to tell 2000 clients that tax season is now open and to create a folder for the circle of clients and allocate a folder and sign a new contract for tax season

With a file request um good one marius yeah so let's see create a new folder for this tell 2000 clients that tax season is now open you can do that i'm going to do this all in one action marius you could do the 2000 clients with it you could tell them all with a um a campaign which is a marketing campaign which is a one-time send or if you wanted to trigger it it's part of an automation maybe you could use an autoresponder that's pretty pretty simple create a folder for the circle clients that would probably be shared folders you want one folder for the whole circle allocate a folder and sign a new contract for tax season

That would be generate contract and with a file request not sure what you mean there but i mean i know what file requests are i'm not sure how that integrates in what you're saying but let's just look uh agile all the way okay hilton do you see the client's dashboard with the list yes hilton i think you're asking um can you see in the client dashboard what circles they're in is this what you mean or what marketing lists i think you mean marketing list that's smart yeah that's something we could put on the on the included in circles and we could use uh included in lists let me make a note here i

Can see where that could be useful for sure okay good one i'm glad and yes taja yes and mari says um folder per client with the same name so what you could do i think mario is what we just described before i'm still in that same description is create a folder profile and then apply that to each person in the circle and that's what is on our list here to find a way to to execute bulk assigned folder profile to existing clients which is what my note says so we'll figure that one out or we'll make it sooner or later or you

Know sooner is much better yeah there's certainly a a need for that i could see that okay okay i hear you marius uh make it quick yes sir i'll try i'll try to do better i'll try we'll try but no i i get it morrison we if this is if it's a perfect solution and it's one speed bump away those are things that we we look for actively to be able to say oh you know what yeah we're only one little tick away from making that whole workflow work um so those are things we look for and try to iron out that wrinkle for you as quick as possible because it's for you it's for a lot of people that's for sure

Especially if you're if you're an accountant uh cpa that we have it our system is not built exclusively for accountants bookkeepers cpas but uh we do have a pretty large and you'll see in in the in the uh community you'll see that that's one of the more active groups uh the count cpa so um definitely great marius that is super great yep uh i have an accountant locally who is using the system as well and here's an idea for you guys and i thought it was kind of funny um so she said it's great i love it the people they're using love it but i have some really old some

Old school clients who who are not that keen on using it they still want to you know take a picture of their statements with their phone and text message them to me and things like that so i just mentioned to us well maybe what you can do is just raise your prices and then tell them that oh that's for people who don't use the portal the prices are but if you use the portal i can apply a discount to the price and that will bring it down to you know what you're used to paying and so she did that and she said without exception every single one of them started using the portal fit right into her workflows and she's never been happier so um everything is going very smoothly for her now

And those clients who were resistant when a few bucks came into the equation they figured it out really quick so i thought that was kind of funny yeah a little clever okay everyone hey thanks for stopping by i think we're we're at the end of time i think all the questions have been answered i really appreciate your participation thanks for the the questions and the opportunity to answer uh hope all you guys have a great rest of your day rest your week thanks a lot see ya bye [Music] you