Sales & Marketing Webinar Transcript

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  • Robert Cain
Hello, we’re going to wait a little bit for everybody to, uh, to join here.
  • Robert Cain
Good morning, everyone.
  • Robert Cain
Hi, good morning.
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We’re just waiting for a few more people to join here, and we’ll go ahead and get started.
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Has anybody been playing with the latest update yet?
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We’ll give it another minute, and we’ll get started.
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All right.
  • Robert Cain
Good morning, everybody.
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Thanks so much for joining us for part two of our workshop here.
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We’re going to deep dive into forms this morning.
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I really appreciate you all joining us and, as you know, that they’re, there was a big update that occurred last night and service autopilot and in order to make that training as informative as possible, we’re gonna, we’re gonna cover a lot of those items in terms of the form portion.
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So that, this will be a little bit more useful to you as you start using the new platform.
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So, I’ve always, deep diving a little bit yesterday evening and this morning, so we’ll be able to sort of muddle our way through building one of these newer forms and getting used to this new format, but first let that let’s talk about what forms are.
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So if you want to access forms from service autopilot.
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I’m going to go ahead and share my screen right now.
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Bear with me.
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Yeah, so if you want to access forms from service autopilot you see your tabs up here.
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You’re gonna get a marketing, you’re gonna go to forms.
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With this latest update, you have the option to try out the newest form feature.
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So essentially forms are a great way to collect data.
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Whether it be from your clients, from your office personnel are really strong advocate of your office personnel actually using forms when creating new leads, and inputting new leads.
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Or even scheduling estimates, just to keep them on track, with getting as much information as possible from the client, and ensure that that data as clean as possible.
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But then a lot of folks are also using forms to publish out of their website.
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You can use forms for for crews, like for checklists, once they’ve completed jobs, or submitting maintenance requests on equipment.
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So, there’s a number of reasons that we can use forms, in terms of accessing forms.
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Forms can be accessed directly from that, that marketing tab under forms.
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So you can access forms from the client account and we can, we can show you how to do that with using auto with this, so that you can get those dynamic fields filled out.
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And it just, it just a lot easier to access that information.
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So, what what I’ve started to do here is I’ve actually started to create a couple different forms.
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So here’s an E blast form that we’ve created and you have the option to switch back and forth between the old forms platform or the new one just by clicking that button right there.
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So let’s, let’s dive in into how these newer fans are working.
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So, on the top can see that you have an option to edit in the columns of what you’re viewing.
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You can add additional information about your forms, so that you can have a different list view.
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I’m not going to do that today, but ultimately, like the most important thing that I want to see is the actual name of the form, the date that it was created, date modified.
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Another thing that you can do is you can create these filters or view the current filters that are already in the system.
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So, you can look at deleted forms, publish forms on publish form, so it’s another great way to be able to segment that view.
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And then if you want to add another filter, you can actually.
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Start creating different types of forms under different categories.
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So, if I want to.
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Like start naming my forms with like this RBS prefix, and then I’ll be able to sort and filter by all my RBS forms if I’m interested in doing that and you can do the same thing for lead generation or E blast forms, as long as you’re keeping that they name, you’ll be able to filter by those specific forms.
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So it really helps you to get that better list, view, and hone down the actual form that you want to.
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To use this form, let’s begin to grow it and make it a lot easier to search for that form that you’re looking for when you want to go back to it.
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When you want to add a new form, you’re just going to click this add form button.
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A great thing that you’re getting with this now is on this left-hand side you’re getting B’s.
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I’ve pre-built forms, and they’re, they’re quite robust, if you take a look at them.
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But the great thing about it is you have like the basic astronaut request, cleaning what requests for cleaning company, a basic contact us form.
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You would obviously need to build this out a little bit more.
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But I think this one, you’ll probably have multiple pages to it.
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And that’s another feature that that has taken place within this new format.
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They’ve got log estimate.
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You’ve got a new, like, survey, net promoter score that’s built into it, so there’s a lot of forms of Dave preloaded into the system for you to be able to access.
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Which is great.
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My job a lot easier today.
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We also have these team forms which your cruise would end up using.
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So these are again might already pre-built, NERC of your service checklists, complaint forms, equipment repair forms, so there’s there’s quite a bit available already.
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But what I’m going to do is in this intense, I’m going to create a blank form, and I’m going to actually go back to one that I’ve already created and we’ll start there because I want to be able to do as much as they can hear within a short period of time.
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So I’m going to open up this E blast lead form.
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And and we’ll just sort of go through what I’ve already created here so you can see exactly how the functionality of this fan builder works.
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So I’m going to go ahead and edit, go back and edit this form.
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When you create a new form.
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This is the initial layout that you’re going to see.
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So you’re gonna see the form design options, you’ll have these tabs here on the top which are like your main controllers or the builder.
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And then you have a lot of the same light field that were in the old form builder, but they’ve also added some easy like advanced fields which will make it a lot faster for you to go through it and build each one of these forms as you move forward.
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So, for this first page of this E blast, lead form, what I’ve done is I’ve just entered the basic contact information for the client.
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So we have the first and last name, service address, postal code.
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Contact e-mail and cell phone number, when I click on these individual fields, I can modify these.
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If you want to add additional fields, you’ve got your field builder, right here on the left-hand side.
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What I did was.
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Created a new header here.
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And what’s nice about this new builder with the old builder, if you would click on a new field, it would, it would populate at the very bottom of the form and you’d have to drag it up.
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So now, a great thing is you can, you can create a new field.
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And it’ll fill in exactly where it’s very you selected.
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So edge it header.
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It went ahead and went to the header right there.
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One other thing that you can do is you can attach like an image.
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Seth I want to bring that up and I want to add my own logo to that.
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I’ve got my options right here.
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So once you’ve selected the actual field that you want to work on, you hit the edit tab and you can select various options for that field.
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And I’m going to add my logo to this form.
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There you go.
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You have the option to create alternative text.
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If there is, let’s just say, for example, they’re viewing this in a browser or a screen reader where this can’t be viewed.
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Or if you want to have like alternative text for like your website.
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So if somebody has churches for your company name now, it’s gonna say like ready business systems, and it just a improves like the search ability of this form.
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So that’s a really nice thing.
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You can modify the actual size of the logo, if you want to.
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You can also link this directly back to the website.
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So now if the client sees its form and they click on the link, it will bring them back to that website.
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Some cool things that you can do here just, you know, by editing various components within the form, but that’s your option, basically, with that image.
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The next thing that I want to cover is mapping.
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So, right now, as an example, like if I’m going to send this out within an e-mail within service autopilot.
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So, what I’m using automation or bulk selecting client to market to, I can insert this form within that document.
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And if an existing client opens that form, then I want the field to be able to map so they don’t have to fill out unnecessary or redundant information.
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So, if I click on this field, right here I can scroll down and you can see there’s an actual field mapping feature.
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So, you have all these fields that are available for field mapping that are already built within service autopilot that if I click on last name, you can see it’s already mapped to last name because these are our pre-determined advanced fields.
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If I go down the service address, this should already be mapping as well.
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You can see there’s the field mapping for service address and it’s going to do the same thing for all bayfield cell phone already it’s already map.
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You can change that if you want to.
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Another thing that you have the ability to do is actually create your own custom fields to map to.
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So, as an example, I’m going to go to settings within service autopilot, and I’m going to type in custom fields.
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And you can create these custom fields for a variety of reasons.
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One primary reason why people usually use these is, for square foot, of either the property or the oar, you know, the lawn or the ground around the home.
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So, again, if you’re if you want to encourage your clients to input that information, you can do that.
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You can give them a link to the below.
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Give them instructions within that form.
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That’s also a possibility, or if this is going to be a form used by your for your office people.
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That could be a requirement on their end, is to map that clients property, as they’re talking to that client, and then share that that.
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Square footage is actually input into that form as a custom field.
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It just basically makes it a lot easier to estimate once that information is already in there, especially if you’re using like their price Matrixx is for example.
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So, once I’ve created that custom field, I can actually create a service that utilizes that custom field.
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So just as an example, I’m going to do just basic housecleaning you’re going to enter in like all these additional information.
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All of these additional fields here can share that.
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That this service is active, so I’m going to go flat rate here.
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Just basic housecleaning on this invoice description you can adjust your default rate or default budget hours if you want on that.
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But if we’re going to be creating a matrix when I’m on debt to do that, you’re going to select OK account and let’s just do cleanups here.
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So I’m going to go over my estimates tab.
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I’m going to type in what description is going to be on the actual estimate.
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This is just a really brief rundown as to how to use these these custom fields, but I just want to kind of show you how this is going to interact with them.
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So, I’m going to have a calculation based on quantity rate and visit.
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And once I’ve created that custom field, I can select it here.
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So, it’s going to be based off of this custom field and the way that the matrix, there’s work is fine.
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Measuring a property from 0 to 3000 square feet, I want the rate to be $5 and my budgeted hours going to be white 75, and the cost for my career to go out there is going to be whatever you’ve determined.
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So that’s gonna be 30 to $32.
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This is going to allow the job costs.
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But once this field is input into that form, it’s going to automatically map to that customer’s account.
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And again, like when I use this service to create an estimate, this will auto fill based off of that custom field.
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So I’m gonna add another matrix item.
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Now I’m at 3001 to 6000 and I’m going to increase that rate to $60 and budgeted ours goes up to one, and the budgeted cost goes up to 40 bucks.
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So it’s, it’s pretty simple once you start deep diving into it, but this is going to make your office people’s lives a lot easier.
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I’m just going to cancel that.
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And again, if I wanted to go back and create that custom fields, let’s just say, for example, I’m going to go to page two.
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So I’m back on my form.
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I’m going to go to page two.
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This is where we’re asking for the type of service that’s being requested.
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So I’ve I’ve already filled this out with a couple services that as it relates to landscaping but if I wanted to add another fields.
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I’m gonna go ahead.
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And.
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Actually, no, I don’t want a numeric field in there get rid of that.
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Let’s do short entry, and I’m going to.
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Label this.
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And I want this to map to, what are my custom fields?
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Sure.
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There’s custom field text, and it’s going to pull up all those custom fields that I’ve created.
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I think I might be able to, now, you’re going to have to scroll down to find it.
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And I’ve probably passed it.
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Let’s see here.
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Quite a few in here.
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Just save this.
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And I’m going to just add one temporarily.
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And if everything works according to plan, that should pop up.
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Now.
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Let me go back into my form.
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I’m going to edit.
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I’m going to go back to page two.
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And this may need to be a numeric value, and that might be why it’s not showing up.
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But we’ll take a look here.
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Yep, there it is.
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There’s your square foot and there’s the one that I created right there.
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So now, when I enter this …
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Request for the client to enter this N on my web form or through this E blast form then this will map to that related field as long ago, David, obviously, right?
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The next thing that you have available here, as we work through this form and you can sort of determine, like, what combination of fielder or what selection would determine how the client would navigate to the next page of this form?
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So as an example, if I want to Vish this value to be on the following page may just go back and make sure that it’s a great way so we don’t get confused.
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So if I want to value it to the next page, but only when they’ve selected like weekly mowing or biweekly mowing or spring cleaning, because these would be the services which I would want to determine.
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That estimate cost based off of the size of the property.
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We can go to roles right here.
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Ok, so the next part of this would be you’re going to walk through like this rules section, to understand exactly how this client is going to navigate.
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So when I click next, it’s gonna go to the next page, or I can have.
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These roles go to another page within, within this form document.
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But as we scroll down to this field, we have the option to select multiple items on here.
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So what I’m going to do is they if it contains one or more of these items, then I’m going to want to go to a different page.
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So it’s going to be weekly mowing biweekly.
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And then I’m going to spring, spring cleanup, right?
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So the next thing that it’s going to do is go to jump to page three.
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All right.
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And then I can also add tags for those items.
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So if I am going to try to build an animation, or if I don’t want to segment client based off of beat selections from that E blast, I can go ahead and create a new tag and associate it with those selected services.
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I’m not going to do that for right now, but I am going to show you what’s going to happen when we start to build this out for page three.
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So, at the end of the day, I want to go ahead and end, create that value for the square footage here.
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I know that I have it on that previous page, but I want to show you how the client would interact, but once it’s published.
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So they’re going to enter that value and I’m going to map that too.
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This custom field number and I’m going to go back down and I’m going to select square foot.
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And now this is going to map, OK, now, I’m going to go back and I’m going to add another page for the rest of spring cleanup and or for the rest of the other value, those other fields.
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So we have fertilization.
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We train or something else.
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Probably we would want to add like a paragraph in there.
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So I’m gonna add another field.
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Yeah.
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Actually, now that’s, yeah.
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So I’m going to delete this.
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This is if you would, if you wanted to, write some sort of direction on the form itself.
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But I’m going to delete that and this is where the client would add something else here.
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And that’s going to be a long text entry.
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And you can, you can also map there two.
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To like customer, like the office notes here, or any other custom field tax, if you want to, billing notes.
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But at the end of the day, it’s gonna live in its form.
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So when your office personnel sees this form, once it gets submitted, there’ll be able to see these texts within that form.
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I’m going to delete this from this page, because we have it on the next section.
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And.
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Once they’ve selected just for the sake of completing this form, once they’ve selected anything else other than weekly mowing, biweekly, mowing, and spring cleaning, is basically going to end the form.
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They’re going to be able to go ahead and submit it.
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So see.
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Any.
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Go back to page four.
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So I don’t know if we’ll need page for that, but we’ll keep age three for right now.
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And I wanted to go over like the actual plan setting here as well.
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So you have the ability to actually name your form at this point.
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You can pick different themes, or how you want them to look.
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Which is kind of nice.
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I mean, there’s not.
[speaker unknown]:
Yeah.
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So there’s a few different styles that you can choose from.
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You also have the option to edit.
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Like it did, that’s on the forum, but that’s a little bit over my head.
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So I’m not going to get into that at the end of the day.
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We’re just creating like this basic form here and I’m going to just convert it back to the standard one and I’m going to see what happens.
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Ok.
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Yeah, so.
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Page four allows us to actually submit the form.
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I’m going to save this draft.
[speaker unknown]:
Next.
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So once I’ve completed the form, it takes me to the configuration section.
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So, this is going to determine exactly what happens after that form is submitted.
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So, we have that option for a confirmation message that will go out to the client.
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So, if this form is actually being built on your website, you can lead them back to a specific webpage within your site.
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You can also send them an e-mail document if you’ve created an e-mail document to send them after that form is completed.
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Or you can create just a simple message.
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There’s some other dynamic content that you can put in here as well.
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If you wanted to link your phone number, or like your web page link, you can do that.
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This is an e-mail notification that’s submitted once this form is completed.
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Then notification, and I’m just going to do a custom e-mail and I’m going to choose the recipient, which is going to be my CSR.
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And this is coming from my E blast campaign.
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And I usually recommend creating like a separate e-mail specifically for E blast, so I’m going to go ahead and go motions that are ready business.
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And I usually want to like do you want to make this very clear like where that where this e-mail is coming from if this is being sent to your CFO?
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Essentially once the forms get submitted, whether it’s being completed on your website or through this E blast, this notification is gonna go to your CSR so that they know how to respond to it.
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So what I’m gonna put is a new client.
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Question.
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And please review this information and schedule this client or an estimate or or a site visit and I do want to send a copy of the form with that e-mail document so that they will be able to open it up, want that submitted.
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I’m going to go ahead and save that.
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This is another added feature as well, which is really?
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This is really great that they’ve added it.
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So you have the ability to automatically manage the account.
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So accounts will be created when a form is submitted by a new account or updated when submitted by an existing account.
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So if we turn this on a new account will be created.
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At the client.
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Where to submit this form.
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From like a webpage, you also have?
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These options right here to update options so when a farmer submitted by the account.
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How would you like to update it out?
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So, I can replace all existing fields, or you can, but do not replace.
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So, again, if a client like changes their address or something like that, you may want to not replace that field, and allow your office person to do that, to ensure quality control, but also, if there’s like any edits that they’ve made, but you’re incorrect, you can monitor to monitor, those things.
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You also have the account matching option, which is, this is a newer option on these forms, so, when should a form respond to match an existing account?
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So this is great if an existing client work to complete one of these forms on your website.
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You don’t want to create a new account for that client, and you want to affiliate that request with that existing client account.
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So I have the option to, like, filter out what like, how these scams are going to match to that existing plan account.
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So that the client were to put in their existing e-mail address and it matches an account that’s already in your service autopilot.
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And then it’s going to associate that form with their account.
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You can also have these additional parameters.
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So if it’s the first or last name and e-mail that matches, then it’s going to associate with that a cap same thing first, or last name, and e-mail, and client name matches.
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So this would mean that the complete client name is going to match before it associated with the account.
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But as a rule of thumb, I would probably just do this one first or last name and e-mail matches.
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Typically, like that e-mail match will will map back to that client account.
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But, I would say, like, it’s really going to be up to you as to how you guys want to do that.
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But, at the end of the day, like, this is a fantastic feature and it it really is going to help you associate existing clients with like the new lead forms that you set them up on your website.
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The last option on here is this tag settings.
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So, you have the ability to.
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Number one, you can create tags on a client account, if the format visited from the e-mail.
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So, if you know that they’ve clicked on that form, you can do some follow-up marketing to that client by creating a new tag and adding a tag that client.
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So, as an example, a client clicks on this form, but they don’t submit it, you can let them know, hey, you know, that form is still waiting for you to complete it.
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Did you have any questions, or click here to revisit that form, and then you send another document with that form link in it.
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The other thing is this tag on the met, so again, you have the ability to segment these clients that have submitted the form with tags, and be able to either search, search for those clan through your client list, or even remarket to those clients later on down the road.
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Knowing, like, collection that they’ve taken advantage of.
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So if there’s, like, different promotions that you guys are running, things like that, you’re going to have like these, these tags that are based off of those, those promotions specifically, and be able to segment your clients off of that.
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The next point of action, once we are done with it age, we can click next.
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This is ready to publish.
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I love these new warnings which are great.
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So that allows, this is suggesting that I map the services to potentially a custom field.
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I can, if I hit fix issue, it’s going to take me back to that page and allow me to go back and fix that mapping.
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You also have this, like, must fix option here as well to where if there’s something that’s wrong with your form, it’s gonna, it’s gonna require you to go back and take that before you even publish it.
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So, this is a really great feature.
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I also have these form options before I publish it.
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This is giving me the ability to, like either host the form on my website.
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I can embed the form.
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Ok.
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Yep, so this is creating a landing page within service autopilot that I could use for example like on indeed or on like a social social media platform to where if I use this form here on like an advertising on Facebook as an example.
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This is going to create a landing page for that client to visit.
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This allows me to embed the form on my website.
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And then I can also get the source code for that as well.
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So this hosted forum would also be like if you just wanted to like a client, a quick link from an e-mail, you could do that as well.
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So I’m going to publish this.
  • Robert Cain
My form has been published, which is great.
  • Robert Cain
I can go ahead and close that out.
  • Robert Cain
And.
  • Robert Cain
It’s going to take me back to that main screen on the, like the main screen for that phantom.
  • Robert Cain
So I can go back and review it if I want to.
  • Robert Cain
And hit next, actually, this is gonna allow me to know, if you’re required to fill out the form in order to go next.
  • Robert Cain
And this is the actual live form here.
  • Robert Cain
So, let’s just make sure that it works.
  • Robert Cain
And I didn’t require these fields, but it would probably be a good idea to do that.
  • Robert Cain
I’m just going to enter my draft.
  • Robert Cain
And now I’m going to select weekly mowing and I want fertilization.
  • Robert Cain
Going to hit next, it’s gonna ask me for the square footage, because I hit weekly mowing.
  • Robert Cain
I’m going to type in 3000, hit next, I’m going to submit it.
  • Robert Cain
And we’ll see if that works, because I don’t want to click it too many times, because it could actually be submitting a figure.
  • Robert Cain
There’s no responses yet, so, the form may need to be live in order for that to work, or be hosted somewhere.
  • Robert Cain
I’m going to go ahead and.
  • Robert Cain
I’m going to go back to edit, and I’m going to see how we can.
  • Robert Cain
Access this form, publish, form option.
  • Robert Cain
And I’m going to go to copy.
  • Robert Cain
I’m going to get a new tab here.
  • Robert Cain
You can copy that.
  • Robert Cain
Try it again.
  • Robert Cain
Two.
  • Robert Cain
Contents of items.
  • Robert Cain
Off to investigate this one, as well.
  • Robert Cain
It looks like it can publish to anakin form office document.
  • Robert Cain
That’s great.
  • Robert Cain
Let’s go ahead and try to copy that again into works.
  • Robert Cain
Hope it hasn’t capito, and it’s strange.
  • Robert Cain
This allows you to view the form on mobile.
  • Robert Cain
So this would be really great if you wanted to be able to access this from an account or various services or a timesheet action.
  • Robert Cain
And it has to be filled out GTS to automatically prompted to fill out this form at the start or end of each visit.
  • Robert Cain
So, that’s another great feature that also built that as well.
  • Robert Cain
And you can associate this form of the specific account, which is, again, very nice, if it is.
  • Robert Cain
If you want to make sure that, like, as an example, like, a follow up visit was taking care of for a specific account.
  • Robert Cain
When, as an example, like, a supervisor where to go out to do, like a checklist, you can choose the account that way, but that’s a really great feature.
  • Robert Cain
But, yeah, let me get back here and see if I can get that working.
  • Robert Cain
And it’s kind of strange that it’s not allowing me to even see the link, which would be extremely helpful.
  • Robert Cain
But that would solve this problem.
  • Robert Cain
And it’s still not going through.
  • Robert Cain
So, that’s all that I run into, and, I mean, at the end of the day, like, I’m sure that there’s something that I’m doing wrong here, but, you know, this is a new design and, and.
  • Robert Cain
If you’re going to end up using these forms, like, in your document, you can obviously be able to reference that form once you pull up that document.
  • Robert Cain
But I might need to go back and figure this out and then I can attach more material to the end of this video before I send it to you guys.
  • Robert Cain
Once I figure this problem out, but new, it’s a new version, and you know, I actually expected something ****** wrong here.
  • Robert Cain
But let me ask you guys, if you have any questions at this point that don’t pertain to the publishing of that form and I’ll figure that out for you, and get back to everybody here.
  • Robert Cain
Feel free to let me know if you guys have any questions.
  • Robert Cain
You’re free to chat or ask me directly.
  • Robert Cain
And I’m not seeing any questions coming through.
  • Robert Cain
Hopefully, this was really helpful for you guys, you’re free to e-mail me directly if you have any follow up questions.
  • Robert Cain
I’m gonna go ahead and solve this problem and figure out what’s actually going on with that.
  • Robert Cain
And, and, again, I’ll all the way that in either e-mail format or I’ll attach additional content in the video before I send it to you guys, but I’m hoping that this was helpful.
  • Robert Cain
I hope it helped you all too familiar.
  • Robert Cain
Familiarize yourself with how this new format works, and again, really appreciate you guys joining me again this morning.
  • Robert Cain
Hopefully I get to see you guys next week, when we go to build an estimate, and that should go off without a hitch since I will have some time to play with this new format.
  • Robert Cain
If it’s going to impact that training.
  • Robert Cain
So, anyway.
  • Robert Cain
Hope you guys have a great weekend, and again, thank you.
  • Robert Cain
Thank you for joining me.
  • Robert Cain
And we’ll talk to you.

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