Using Custom Fields to Store Insurance Contact Information — Transcript

Full transcript

1. 0:00Name, phone number, email, state, age,
2. 0:03policy number, policy carrier. There's
3. 0:06so much information that we need to keep
4. 0:08track of for each of our leads and
5. 0:11clients. To do that, we're going to be
6. 0:13using a tool called custom fields or
7. 0:16contact details. Let's dive in and we'll
8. 0:18show you some of the areas that you can
9. 0:20modify as well as areas that already
10. 0:22exist for your benefit and for your
11. 0:24organization.
12. 0:26Inside of the contact profile, we can
13. 0:28see on the left hand side
14. 0:31contact details.
15. 0:33This whole column
16. 0:35is the place where information
17. 0:37about your client or your lead is
18. 0:40stored.
19. 0:42There's a contact general section, but
20. 0:44below there's additional folders that we
21. 0:46can rearrange, reorganize, add, or
22. 0:49delete.
23. 0:50If we have multiple products, maybe
24. 0:53there's multiple folders, so we can keep
25. 0:55those records clean.
26. 0:59Let's look at one that might be a little
27. 1:01bit more filled out here. ACA. Many of
28. 1:04our branding bundles come with most of
29. 1:06the fields you'll probably need for ACA.
30. 1:09If you need to keep track of their
31. 1:11marketplace ID, the carrier, the plan
32. 1:13type, etc. All that information is in
33. 1:16here.
34. 1:17But you may have other information you
35. 1:20need to add.
36. 1:21You may have other features that you
37. 1:23want to look at as well.
38. 1:25We're going to show how to create that,
39. 1:27but one more thing I'll take a little
40. 1:28bit of a side quest or a detour in
41. 1:31is that we can modify emails
42. 1:35and text messages to dynamically
43. 1:38pull this information
44. 1:42into the message.
45. 1:43Let's just look at a text, for example,
46. 1:45to see what that looks like. I'm going
47. 1:47to click on a text message that I know
48. 1:50has come from an automation.
49. 1:52If I click on that little three dot
50. 1:55edit, I can click on the workflow and I
51. 1:57can backtrack and find where did this
52. 2:00message come from?
53. 2:03Oh.
54. 2:04Now, it looks like I've been doing some
55. 2:06cleanup. This is a demo or test account,
56. 2:08so I've messed up my system, but let's
57. 2:11go into a workflow itself. Let's say new
58. 2:13leads, new lead campaign. I'm just going
59. 2:15to pick a random text message to show
60. 2:17you some of the the extra bonus powers
61. 2:20of custom fields.
62. 2:25Now, a custom field
63. 2:27there's a a key. It's called a query
64. 2:29key.
65. 2:31This is
66. 2:33user first name, that's you. Hi contact
67. 2:35first name. And when you send text
68. 2:37messages, this is a custom field.
69. 2:41Now, when you're building text messages
70. 2:43and emails in the future, you can add
71. 2:46custom fields in here. So, that as long
72. 2:49as you have that piece of information,
73. 2:51the text message will be customized.
74. 2:55For example, we might add here policy
75. 2:57number. Say this is a client. This is
76. 2:59not a good example cuz it's a new lead,
77. 3:01but if it was a client like a a a
78. 3:04check-in call or or post-sale
79. 3:07recap, we could add
80. 3:10from the contact and we could find
81. 3:13under custom fields,
82. 3:16we could find all that information.
83. 3:19Policy number.
84. 3:21So, you you might say something like
85. 3:23here's your policy number.
86. 3:26And now that custom field is is pulling
87. 3:30from their contact profile and
88. 3:33plunking that information and
89. 3:35personalizing it. You can make really
90. 3:37interesting or cool personalized
91. 3:39messages or or just give information in
92. 3:42an effective way. Emails and texts, you
93. 3:45don't have to manually send it each time
94. 3:47you're using custom fields.
95. 3:49So, let's go into where these can be
96. 3:52found if you're modifying or adjusting
97. 3:54them.
98. 3:56We're not going to make any changes
99. 3:57here. Let's go into settings on the
100. 4:00bottom left.
101. 4:02And then we're going to go into
102. 4:04custom fields.
103. 4:06Custom fields.
104. 4:09Now, they're going to be all fields
105. 4:12alphabetically organized. You can also
106. 4:14see folders. That's the the vertical
107. 4:17drop-downs.
108. 4:19You can also see deleted fields. If you
109. 4:20want to do an audit or cleanup, if you
110. 4:23if you want to
111. 4:24recover something you might have deleted
112. 4:27recently.
113. 4:30Now,
114. 4:32the folders themselves, this is
115. 4:34important. You can rearrange them based
116. 4:36on your workflow, based on your
117. 4:38preference.
118. 4:40Maybe your main product is
119. 4:42not Medicare, maybe it's life insurance.
120. 4:45And so you have the ability to drag the
121. 4:48life insurance folder closer to the top.
122. 4:51When I'm in a contact profile, I want
123. 4:53the information that's helpful to me
124. 4:55to be top and center. I don't want to
125. 4:57have to go looking. That's a waste of
126. 4:59time. So, I can rearrange this view to
127. 5:02fit my needs and my work.
128. 5:07You can also rename
129. 5:10or add new folders. So, if there's
130. 5:12groupings of information that's
131. 5:14important to you, you can do that here.
132. 5:17Let's see on the right hand side what
133. 5:19that looks like. Hit rename by clicking
134. 5:22on edit, and there you go. There's the
135. 5:24ability to rename that folder as you see
136. 5:27fit.
137. 5:33Whenever you're trying to organize your
138. 5:35system,
139. 5:36if you're going to create new fields,
140. 5:38we'll show that in a moment,
141. 5:40try to see if there's something that
142. 5:42already exists in the system. We've
143. 5:44tried to build out 90% of what you need,
144. 5:47maybe 95. Hopefully, we've got
145. 5:49everything. But don't create too many
146. 5:51duplicate fields. Try to keep things
147. 5:53organized. So, if we're trying to create
148. 5:55a field like policy number, does that
149. 5:58exist?
150. 6:00You can see here I've actually got
151. 6:03uh a couple different bundles. So, I've
152. 6:05got multiple ones. Um
153. 6:07dental and vision, for example, policy
154. 6:09number.
155. 6:11For some reason I have two. So, this
156. 6:12would be me finding, oh, shoot, my
157. 6:14system's a little messy. So, try to find
158. 6:17first, does that field exist? Where are
159. 6:20we storing that piece of data? This is
160. 6:23like a little bucket for that
161. 6:24information to be stored.
162. 6:28All right, let's look at actually
163. 6:29creating a new one because you might
164. 6:30discover there's something that I need
165. 6:33that Agency RM hasn't built out of the
166. 6:35box.
167. 6:37On the top right, we can click add
168. 6:38field.
169. 6:40And you're going to see a couple
170. 6:41different types or or styles of custom
171. 6:44fields.
172. 6:45Very basic single line where you're just
173. 6:48collecting text.
174. 6:50And if you explore each of these
175. 6:52options,
176. 6:53multi-line is a bit more text.
177. 6:56Text box list. So, if you want to have
178. 6:59multiple text list items, phone number,
179. 7:02financial or monetary, just a number
180. 7:04field, drop-down single, that's
181. 7:07interesting. Okay, so maybe we just want
182. 7:09to be able to choose one option
183. 7:12from a list.
184. 7:14Drop-down multiple. Maybe we want them
185. 7:16to select multiple options or internally
186. 7:19we want to be able to choose multiple
187. 7:21things in one
188. 7:23list here.
189. 7:25So, explore some of those options. Reach
190. 7:27out to our tech team if you have
191. 7:29questions about using some of these
192. 7:31features.
193. 7:32But most of them with the explanations
194. 7:35and demonstrations are pretty
195. 7:38self-explanatory.
196. 7:40So, let's say we're doing policy
197. 7:42uh actually, let's say we're doing uh
198. 7:44carrier.
199. 7:46Now, with carrier, maybe it's Aetna,
200. 7:48maybe it's Cigna, maybe it's one of
201. 7:49these carriers.
202. 7:51We could choose a text line
203. 7:55or we could choose, probably a better
204. 7:57option would be a drop-down single.
205. 8:00So, we're going to select that one and
206. 8:01choose next.
207. 8:03Say ACA carrier
208. 8:06name, something like that. Keep it
209. 8:08clean.
210. 8:11And you can see here, Cigna,
211. 8:17let's say option three as an example,
212. 8:19and then we're going to stuff it in a
213. 8:20folder. We're going to put it into the
214. 8:23ACA folder.
215. 8:25Want to make sure we organize things as
216. 8:27we go. If you're messy along the way,
217. 8:30it's going to be such a nightmare a year
218. 8:32from now, two years from now, when you
219. 8:34wish you had thought a little bit more
220. 8:36intentionally
221. 8:37upfront.
222. 8:39The struggle is real.
223. 8:41So, let's go back now. Remember the
224. 8:43changes we've made. We moved life closer
225. 8:45to the top. We moved a folder into ACA.
226. 8:51And you can even see within those
227. 8:53folders themselves, you can prioritize
228. 8:56which fields within those folders. So,
229. 8:58this is the customizing what's going to
230. 9:00make easy access to the information that
231. 9:04you need.
232. 9:06Going into contacts, let's return there
233. 9:07together.
234. 9:10We're going to pick a contact, and you
235. 9:12can see
236. 9:14I dragged disposition to the top.
237. 9:16Let's actually close this folder here.
238. 9:19Life insurance, there it is. I moved
239. 9:21that folder closer. And if I go to ACA,
240. 9:24Cigna, Aetna, option three, you can see
241. 9:27how it allows me to rearrange,
242. 9:29personalize, maybe add extra fields as
243. 9:33necessary.
244. 9:35Make sure to hit save. You can see on
245. 9:36the bottom, one change made.
246. 9:38Or you can enable auto save
247. 9:41if you don't want to have to remember
248. 9:44those changes.
249. 9:45There's lots of other cool things that
250. 9:47can happen with custom fields. These
251. 9:49fields themselves can become triggers.
252. 9:52And you're already experiencing that
253. 9:54from the branding bundles and how
254. 9:55they're set up. But as you start to
255. 9:57optimize and learn the system a little
256. 9:59bit more for yourself, you might get
257. 10:01some cool ideas.
258. 10:02Start with the essentials, start with
259. 10:04the branding bundles, but the sky is the
260. 10:06limit. Anything you need to optimize,
261. 10:08redesign, or reorganize your workstation
262. 10:12to work for you,
263. 10:13we can make that happen.