New account opening, client onboarding or more specialized workflows like tax planning or estate planning usually mean you have to systematically collect and organize your client's personal data. Many advisors have onboarding sheets or standard forms that they use for such workflows for registering dates, numbers, personal information...etc. The Formfill feature is designed to support such workflows, enable defining custom fields, and export the information to your CRM with a click of a button.
By mapping fields like Annual Salary, Bonus Income, Investment experience or various Risk tolerance metrics to corresponding CRM fields, you can speed up and automate the tedious and data-heavy part of many recurring workflows.
How to create a custom Form in Zocks?
Zocks has system forms that work out of the box but you can also create your own versions. The list of Forms is available under the Setup - Forms menu. If you like one of the system forms, you can create your own customized version based on it by hitting the first 'Clone' icon on the right side of the Form's row.
You can also create a new Form from scratch by hitting 'Add new Form'. The Form name and the Form description are for your reference. However, the Label names and Label descriptions are used by the AI Assistant to understand the nature of the information that you are looking for so a clear and concise description is recommended when creating new Labels.
Zocks support multiple label types (text, number..etc.) that you can define in each row of the Form.
Last but not least, you can define if a separate Form gets filled in for each client taking part in your call or if you prefer to use a single Form for everyone.
How to add a Form to a meeting?
Once you have the Form you would like to fill in, you need to add it to a corresponding Meeting Type. To learn more about Meeting Type customization please follow the instructions on this link:
For example, if you have dedicated estate planning meetings, we recommend creating an Estate Planning meeting type and adding the necessary Forms and Presets that you would like to use during such meetings.
Please note that depending on your subscription tier you might now have access to Formfill or the number of Forms you can use by default is limited. Contact our sales team, if you would like to upgrade or try this feature out.
How to use a Form?
If you had a meeting that had the corresponding Meeting Type with your desired Form in it, you will see the filled-in form under the Past Meetings - View Meeting - Form tab. The Form can be manually edited, if you would like to adjust information or if you would like to fill something in manually. Once you are happy with the results, you can save the Form as PDF or push it to your CRM system.
You need to have an existing CRM connection in order to sync your Froms which you can enable from the Profile Settings - Integrations page. By default, new custom Forms are saved as Notes in the CRM but a custom, field-level CRM mapping is available upon request to match the fields of your form to the corresponding CRM contact fields.
Run Forms on-demand
So far, you saw how to use Forms in a Meeting Type to apply them in your meeting processing workflow. However, you can also fill in Forms on-demand, which can be especially handy when you want to enroll existing clients in new advisory workflows or collect missing information to complete registration in an external system.
You can achieve this by navigating to the Library - Contacts menu, selecting the Client you want to fill in the Form for, and selecting the Form Fill option in the AI Assistant dropdown menu. In the AI Assistant window, you will be able to select the Form you would like to run.
Please note that running Forms on-demand will always use connected CRM information and past meeting information even if you selected different settings when originally creating the form.