Automations in Fresh Proposals

[Currently in Beta]. It will be made available to current users of the Business tier].

The automation feature in Fresh Proposals is going to enable a variety of workflow capabilities, such as automatically creating-sending contract, NDA documents when the current proposal is signed, reminding clients about pending actions, and integrating with platforms like Google Drive and HubSpot. 

Key Features

• Automation Features: The automation tab allows users to send documents, such as a master service agreement, once a client has signed a proposal or quotation.

• Configuration Options: Users can configure automation settings through a set of cards available in the automation tab. This includes creating and sending documents based on changes in proposal status.

• Document Creation and Sending: When a proposal status changes to "accepted," users can create a new document, such as an audit engagement letter, and choose to send it to the client by a specified date.

• Automation Activation: Saving these settings enables automation, allowing documents to be created and sent automatically when accepted by the client.

Introduction to Automations in Fresh Proposals

We are about to introduce a new functionality called automation.

We are going to introduce a new feature in Fresh Proposals: automation. This functionality is designed to streamline and enhance your business processes by automating routine tasks. By leveraging automation, users can significantly improve efficiency and accuracy in managing proposals and related documents based on document status /changes.

The automation feature in Fresh Proposals offers a variety of capabilities, such as sending documents automatically when certain conditions are met, reminding clients about pending actions, and integrating with platforms like Google Drive and HubSpot. These tools are designed to provide faster transactions and ensure that important tasks are completed without manual intervention.

Explore how automation can transform your workflow and bring a new level of productivity to your business operations.

Setting Up Document Automation

Setting up document automation in Fresh Proposals allows you to streamline your business processes by automating tasks such as sending documents at scheduled times. This feature is particularly useful for sending important documents like a master service agreement once a client has signed a proposal or quotation.

Steps to Automate Document Sending

1. Access the Automation Tab: Navigate to the 'Automations' section in your Fresh Proposals dashboard.

2. Select the Desired Automation: Choose the automation task you wish to set up, such as sending a document when a proposal is signed.

3. Configure the Settings: Adjust the settings to specify the conditions and timing for sending the document.

4. Activate the Automation: Once configured, activate the automation to ensure it runs as scheduled.

Example: Sending a Master Service Agreement

To send a master service agreement automatically:

• Set the trigger to activate when a proposal is signed.
• Specify the document to be sent and the recipient.

By following these steps, you can efficiently automate document handling, saving time and reducing manual effort.

Configuring Automation Cards

Configuring automation cards in Fresh Proposals allows you to streamline your workflow by automating repetitive tasks. This section will guide you through the process of setting up and editing automation cards to enhance your document management.

Navigating the Automation Tab

To begin configuring automation cards, navigate to the 'Automations' tab in the Fresh Proposals interface. Here, you will find a variety of pre-configured automation cards that you can customize to fit your needs.

Editing and Setting Up Automation Cards

To edit an automation card, click on the 'edit' option. For instance, you can set up an automation to create a new document when a proposal status changes to 'accepted'. This could be an audit engagement letter or any other document you need.

Additionally, you can configure the automation to send the document to the client by a specific date, such as the next day. Once saved, this automation will trigger whenever a document is created and accepted by the client.

Example: Creating and Sending Documents Based on Proposal Status

An example of using automation cards is setting up a process where a new document is automatically created and sent when a proposal is accepted. This ensures timely communication and document delivery, enhancing client satisfaction and operational efficiency.

By following these steps, you can effectively manage your document workflows and reduce manual intervention.

Setting up Automations in Templates

the advanced automation settings available in Fresh Proposals. These settings allow you to customize and override automation processes to suit your specific needs.

Accessing Advanced Automation Settings

To access the automation settings applicable for a given template, navigate to the Advanced tab (notice blue colored vertical menu on the rightmost side) where you will find a menu labeled "Automation." Clicking on this menu will reveal a setup card that allows you to configure various automation options.

Overriding and Customizing Automation

Once you access the setup card, you can override existing automation settings. For instance, you can configure the system to create a document based on a specific template when it is accepted. Additionally, you can schedule the document to be sent after a predetermined period, such as one day and several hours.

Setting Up Document Creation and Sending Schedules

The automation settings provide flexibility in scheduling document creation and sending. You can define precise timelines for when documents should be generated and dispatched, ensuring timely communication and efficient workflow management.

Practical Applications of Automation

Automation in Fresh Proposals offers a streamlined approach to managing client interactions and document workflows. This section explores practical applications of automation, providing guidance on how to effectively implement these processes.

Examples of Automation in Action

Automation can significantly simplify tasks such as sending or scheduling renewals. Once a client is onboarded, you can automate the process of sending a specific set of documents to them, ensuring timely and consistent communication.

Automating Client Onboarding and Document Management

By leveraging automation, you can enhance the client onboarding experience. This includes automating the distribution of necessary documents, which can be triggered by specific events, such as the acceptance of a proposal.

Integrating with Google Drive for Document Uploads

Another example feature of Fresh Proposals' automation is the ability to upload signed documents directly to Google Drive. This integration ensures that all important documents are stored securely and are easily accessible.

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