Automate New Hire Onboarding with Zapier

How To Hire Interns For Your AI Startup📅 2024-05-26

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Transcript

[00:00] in today's video I'm going to walk you step by step how to completely automate your new hire process within your business as a quick overview of what we're going to go over in today's video is we're going to automatically create the new hire's email we're going to automatically send them a welcome email personalized for them we're going to automatically schedule an onboarding call automatically assign training materials for the new hire notify people within our team about the new hire and finally send them a feedback form within a week of their new employment now everything I just described there I'm going to walk you step byep on how to do it this video could be 10 minutes long it could be 40 minutes long however long

[00:32] it's going to be you're going to learn a ton of new stuff when it comes to automation artificial intelligence and saving your time in your business so let's jump into today's video Welcome Back y'all in today's video I'm going to share everything that we do together in today's video in the description down below my voice is a little raspy got a little bit of a cough we're going to learn everything we need to know when it comes to automating a new higher workflow that rammed on accident keep in mind is that if this is not exactly what you want to do for the onboarding process for your business you're still going to learn a ton of stuff when it comes to automation artificial

[01:03] intelligence and how to implement it within your business therefore before we dive any further here and walk through every single one of these automations together let's go and understand what software is going to be needed in order to achieve this flow first major software that's going to be needed is going to be some type of automation software so I personally use zapier you can use other automation softwares like make or pipe dream depending on your context but today's tutorial is going to be all surrounded by zapier automations you can replace them with with other platforms if you are using other platforms to automate your business the

[01:34] second software you're going to need access to is going to be open AI or alternative AI providers this could be Gemini's API this could be anthropics API this is going to allow us to put artificial intelligence within our automation flows which is then going to allow us to do humanlike task basically making our lives easier and involving little to no human involvement so you can sleep and this will work finally the automation I'm going to show today is going to be around Google's ecosystem you can still apply and use what you learn to date in Microsoft's ecosystem as currently we integrate within Google and Microsoft so if I'm using Gmail go

[02:07] ahead and replace the block with Outlook and kind of proceed in that manner okay that's enough talking let's go and actually start doing this building the automations together everything above the board there one last thing I want to point out is you might be asking yourself Corbin how did you get such a specific workflow when it comes to a new hire and that has to do with the fact that with one of my marketplaces I currently run which is called Web Cafe software pre-built Solutions AI training I have an option here that allows you to request custom automations simply clicking this is going to give you the ability to request a certain automation

[02:37] solution and you can find yourself basically having the entire automated solution built on a video like this so I'll make sure to leave the link to this in the description down below so if you have a very specific automation you want built live like this now I also might live stream as well you can go and click this let's go ahead and jump in here this is going to be around 2,000 to 3,000 USD worth of value if you had to pay an automation engineer but I'm I'm going to give it to you for free and let's begin with step one here step one that was outlined by the request I got on the form was create an email account using Google workspace admin

[03:08] automatically creates a new company email account for a new hire let's do it because of the fact that this is going to be a very lengthy video and I'm going to have a lot of automations I'm actually going to create a whole new folder within my public zaps folder that's going to be dedicated toward this so I can share everything that I do in today's video or completely free in the description down below so I'm going to go to Open YouTube zaps here with YouTube zaps I'm going to add a new folder here that's going to be completely dedicated to the onboarding process you can do this within your zap your dashboard and on top of that if you're like Corbin what is all this what do you mean public zaps this is like

[03:39] what I've been doing for the last year and a half I'm going leave a playlist at the end here that goes over all these automations I prob I think it's over 90 videos long now this is going to be one of the big ones let's create a new folder here for new hires what I'm going to shrink myself down and let's proceed new folder new higher workflow enter now we can go ahead and organize all the relevant zaps for this specific task within our business so that if there ever is an issue or you want to come back to this entire flow it becomes a lot easier than having one meta folder that has like everything that does with

[04:10] your business now with the Google form request I received on this submission it never identified what the initial trigger would be when it comes to creating that new employee so we're going to do this we're going to create an interfaces together think of interfaces like landing pages but built within zap's ecosystem we're going to go ahead and put in the relevant information that we care about for that underlying new hire and then everything else is going to be handled by zappier and AI to the end point so let's hit create we're simply going to do a form here now they have a bunch of different options here but we're going to go ahead and start from scratch building your

[04:41] interfaces okay we're going to go ahead and do form it's going to prompt us to connect it with a table which will be relevant but for now we're going to say I'll do this later on top of that let's just go ahead and add a title real quick so we're to text here if I can drag okay with that we can go ahead and add relevant information here for us we're just going to Simply put this new hire and then we'll give ourselves a company name what's a good company name y'all we'll go ahead and say otch Solutions Now text like that is obviously purely for internal use if we're going to go ahead and use this form we want to put in relevant information for this

[05:12] employee so the first thing is that we actually don't want an email selection here because we're actually going to create the email using this form so let's go ahead and add some more elements here that we would want might add a field here with this field I'm going to Simply put relevant information that I care about so we're going to say first name and we'll say insert field because of the fact that a lot of this flow is going to depend on each other we're going to make sure that all these forms is like required so that nothing can't be unfilled so I'm hit required here the next field we're going to add is going to be a last name surprising right also deci side not if you were the

[05:44] one to request this and you found this video you are happy right now you are very happy right now and I feel bad if you already paid for an engineer for this but if you didn't then welcome to Free value with this email we're going to go ahead and remove this field and now that we we have that let's add a little bit more information that possibly we could care about with interfaces we have a bunch of different options here but let's add relevant information that we'd actually care about for a new hire so I'm going to do a date picker here so we can say when hired we can reference this date later on in our flows I'm going go ahead and

[06:14] say insert field or in require it furthermore let's go ahead and add a drop down here and this drop down is going to be position and what we'll do just for this very simple context here is we're going to say like what department they got hired for so for example let's put marketing operations development you can Niche down a little bit more depending on how you structure your business so maybe social media maybe you have accounting basically your discretion this is all internal use however you structure your company whether it's going to be very general or very specific we're going to

[06:45] use this field so we can reference it later on we're going to say insert field now for this last field here we're going to goad and choose long text we're going to just say notes these are notes that may have came from the interviews you had on Google Google meets or Zoom or whatever it may be now what's super cool here that we could get a little bit more advanced here in theory and have it automatically take the transcript found within those calls and upload that information for this section but for this video we're just going to Simply put notes and then just type it in ourselves okay so this is pretty sufficient here we have all the relevant data that you may possibly care about for a new hire we're going to go ahead

[07:17] and simply check it out by hitting the link here by clicking that link we have now created a form that we can fill out or have someone else fill out in our business when it comes to a new hire that will trigger everything else found within today's video knowing this let's goad and understand a little bit more about how to share this form now there's a bunch of other things you can do when it comes to interfaces and its features so you can check out that video right there if you want more in-depth of the potential of interfaces for now let's go and just rename this form a little bit we'll say OT te new hire and maybe the metadata will just say new hire and then

[07:48] for the link itself we'll put wait for it new hire save changes now with this we have our relevant link here so this link which I'll paste right here you can share within your team intern and use this link as the offshoot for everything else that's going to occur in the flows today perfect let's go ahead and attach this to a table I want you to think of tables as a Google sheet or Excel that is more interactive and we're going to be able to leverage better so we say create otch new hire alternatively you could use Google Sheets or Excel but in today's video I'm just going to go ahead

[08:18] and keep it within zapier's ecosystem and create a new table I'm going to hit view table now if this new table this is going to store all the relevant information that we receive when a form is submitted from the colums above let's go and submit some pseudo data here that we can start playing around with all right we're at our form here and we just had a great interview an amazing interview an absolute rockar we're about to hire here let's go and fill the information and start with the name and this rock star's name is James and James last name is Apples or actually Smith the position

[08:53] that we hired James for is going to be social media and the notes are just whatever we thought were cool or what was great or what we need to understand about James so with our notes Here we can actually expand this to make it easier pretty good UI we can say understands how to use Tik Tok well has four years of experience in social media marketing is able to work full-time 5

[09:24] days a week non remote yall remember the remote days or I guess they're still going on and we can add anything else we want here so maybe we'll add did a past campaign for otar dog food I know my names are really bad y'all that is not how you sp campaign was able to get an Roi of 50% whatever you want to add here we can add you can add a lot of information here as I'm going to show you how to basically analyze contextualize and use this information

[09:54] within the flow later on even if it's a lot you can still do it using the power of AI and then finally let's just put when it was hired or when they were hired I'm going click this and let's just say they were hired the 27th of May or that's when we plan on start doing the work once we have all this information hit submit boom once we have it submitted we're going to get all the relevant information for James in the table we created earlier and now the fun begins let's create our first automation currently I already have a lot of Google's ecosystem integrated into my zapier account but let me show you how to actually integrate it if you need to do so simply go to the tab that says

[10:26] apps once you click it search the app that you need to integrate so a great way is if you're in Microsoft you type Microsoft if you're looking for Google you just type in Google and then you'll get a bunch of different options of everything that we currently integrate when it comes to Google's ecosystem now one that's actually pretty important for us right now is creating that new email for our workspace so I'm going to do Google workspace and I'm not going to spell it correctly well that's fine we're going to hit connect once you hit connect you're going to go ahead and choose one of your emails here I'm going to choose one of my corporate emails and I'm going to hit continue here now we have to give access to zapy for all the relevant information here in order for

[10:57] it to work within your system going select all and hit continue perfect we have a successfully integrated Google workspace if you want to see what it can do you can simply click this scroll down and you can see all the relevant triggers and actions it can do for you within your business trigger is like what's starting the flow and action is what's incurring within the flow itself so in the first one we're going to do here is going to be creating a new user we're in our folder we're good to go let's create this zap create new zap once we are here let fun begin we shall

[11:28] call this one new hire or actually let's get a more specific name here create email account okay this actually was good enough we say new H uh email created as I said before all these sap your automations if I can share them within their platform will be found in the description down below we're going to go to hit trigger here our trigger is going to be uh interfaces submission so we're going go ahead hit zap your interfaces here we do the event of form submission created now alternatively if you use Google forms or type form you would use that as the trigger for this

[11:59] flow we're going to Simply put form submission created hit continue here and then we're going to choose our relevant interfaces so for us it's just called new interfaces I probably should have renamed that we're going to choose our page this is going to be the OT Tech new higher page then we're going to choose our form which looks a little crazy but we know that's our form because we didn't create any other forms so we're hit continue here we're going to test this trigger once we get a submission like this we'll get all the relevant information or data we input into the form found here we're going to go okay

[12:31] so someone internally fills out this information now we need to create that Google Workspace Email automatically to do so we're going to hit action we do Google workspace premium choose an event we're going to say create user we hit continue continue and here is the best part y'all so we have data that we've already gotten we've already received so this is going to make this a lot easier than you would expect first off let's put the first name how do we find the first name we're going to Simply go to the submission for first name so we're hit

[13:01] James the last name we'll come down here and we'll scroll down to Smith we are then going to create their email together now you may have a more fixed text oriented email EG you know we put let me put James here real quick we'd put James new or that's actually not a good email at all James Tech or something for this video though we're going to Simply create their email with their first and last name as that probably makes the most sense in the context of a business so that's my last name so we're g do James Smith as the

[13:33] email handle as notated by zapier we're gonna make sure we're use the domain Associated for Google workspace account for this one it's webcafe ai.com for anyone wondering this is what webcafe ai.com is AI sester we're going to jump back over to our automation flow we'll go ahead and put inweb cafe.com say at and then let's delete this and here we go now we're going to set up a password Here uh let's make a very difficult password very difficult one two three you know funny enough I think a lot of people actually use passwords

[14:04] like that like there was a study conducted that showed like the amount of people that will like put in a password that's like literally password one 123 is like pretty astonishing so if you're ever guessing a password for Wi-Fi you're just randomly in a random location it says free Wi-Fi or just says Wi-Fi network try password 123 change password at next login we're going to go set this to true as we want to make sure that James Smith doesn't have the password one two 3 now you have the ability to actually associate the user with the organizational unit secondary email and all this just

[14:35] relevant information so if this information is pertinent or alternatively was filled out in your form this is where you'll put it so for example uh let's just say job title will put in the like the little choice that we had earlier there which was social media furthermore type of employee manager's email Department like everything that you would need to create a new email automatically with the information you received you can do here for now though this should be sufficient of everything we need going continue now let's watch the magic of automation when hit test step oh I messed up y'all and where I messed up is pretty

[15:06] obvious is I left the www.web cafe.com or webcafe AI so that's actually the correct way to do it for obvious reasons we're going to continue again and test this step again so now the email looks good test step and there we go we've officially automatically created a user within our Google workspace within seconds in order to prove that to you you can see it right here James Smith was automatically created and was added recently with no sign in but they were created automatically your other question might

[15:37] be is Corbin what the heck is Corbin at wonderlust random Sidetrack but if you love traveling you like hiking I have a second Channel you can check it out in the description down below for Corbin wander see some cool stuff that completes step one of this workflow so let's go and slash this going to take a little marker here bye-bye also if you couldn't tell I'm an amazing artist I plan on selling each one of these as an nft project check out the nft project no I'm just joking but for the second one we got to send a welcome email but what is super cool is that some of these requests we can actually do within the

[16:08] same automation so what was specifically requested in this context was sending a template easy enough also we can add a little bit of personalization to the email easy enough and on top of that provide some initial instructions for the underlying new hire so let's go and do that I'm going to go ahead and exit here and what's great is we can actually do this within the same automation flow makes our lives easier in theory we could set up a different flow for this but let's make our lives easier we're going to add another block here and the next block I'm going to add here is instead of just straight going to the email I'm going to give you a little bit of a tip here Corbin tip Corbin tip

[16:40] Corbin tips for Automation and it's going to be a delay block and this is completely free to use this doesn't cost any money this is kind of just do like this is like basically code for them and they just made it simple for us to use what a delay what a delay block will do for us is basically add a delay so if you ever wanted to submit this maybe right after a call or right after a meeting and you're like you know what when I submit this relevant information and create this new user within my workspace I don't want to send out that email right away that's a welcome email we can go ahead and add some delay here so we're going to do delay 4 we're going

[17:11] to choose a delayed for unit this could be minutes hours days weeks so for us though we'll just do a minute and you know you could do five we'll just do one this is purely just to show you you can use this tool and that's it once we submit the data in our interfaces or any form we create the user and we add a little bit of like a 1 minute delay before send the sends the welcome email this will be relevant to us as we keep working on this automation together because of the fact of the other steps that are requested another really cool tool here if you want to help your team

[17:43] or people within your company or yourself when you come back after a couple weeks you can rename these steps so I can just say you know one minute delay enter rename this to new email for hire you know anything that is going to make you remember when you come back to this like was this step again make it simple let's go and create that welcome email though we're going to Simply go to Gmail for your reference in order to use Gmail automatically and within zap your's API you need to have a workspace account but if you've basically made it to this far you already have one so we're good I'm just saying that because

[18:13] a lot of time free users ask me in the comments like why didn't work with my Gmail it's because you need uh you need a workspace account so I'm going to Gmail here we're going to do an event of send email with this event of send email here we're going toit continue we're going to choose our account so for me I'm going to choose the account within my ecosystem or my workspace be contact webcafe a.com and then we're going to send it to a very specific individual who is this individual Corbin the one we just created so to do so it's actually pretty simple all we need to do is come down to this data point which will be

[18:44] the primary email that we just created perfect and on top of that we can add a bunch of information here so here's what super cool about email is we can add attachments we can add our signature we can add a body subject a from from name BCC CC like everything you'd want to do in an email we can do automatically so let's go and create one together if you're interested on how to automate customer service when it comes to your email or alternatively just answer emails automatically check out that video right there I walk you

[19:16] through a very specific type of automation that is a path automation depending on the context of how you receive the email we have a different response for this one we're just going to say new hire welcome aboard We'll add their name James space Smith to the I think it's otch otch family we got our email title or subject now it's at the body now for this body I'm going to make my life easy and I'm going to actually just start proctoring a CH gbt chat that's going to help me fill out relevant information for the rest of this video I'm going to do that together

[19:47] right now so you can maybe understand how to prompt a little bit of Chad gbt this could be like a bonus as well let's go and do that okay coming over to Chad gbt I'm going to paste in the directions we saw earlier which was like the six steps I'm going to say okay okay now that you know what we are doing are you ready to help me create copy hit enter absolutely of course goinge I'm going go ahead and pause that real quick and I'm just going to go ahead and say give me the first email that does I'm do semic call in here and let's come up here

[20:18] we're going to say send once email make sure the initial instructions are number list and follow the current flow also so make sure to do a Max of say five sentences I don't like it when cat GBC just goes off and Rambles like crazy so we're going to do this here we go so that's pretty good that's what we're actually doing in today's video so let's go and copy this we actually alternatively we copy coming over here let's fill in the variables so obviously this is going to be very

[20:49] specific to whatever your company does but for this we're going to simply just mess around with this we're going to say hi and we'll go ahead and put in the very specific variable we had earlier James there we go so now we personalized it hi James welcome to company name we're going to say otch Solutions o te Solutions coming down here we're going to go ahead and put in our department you'll be part of the and then we already have that variable data so now you're understanding that initial interfaces right or the initial form

[21:20] anything that's relevant that you would want to use contextually throughout the automations I'm going to show you today you want to add to it because that's going to allow us to really make this stuff personalized now that's not showing up there it's going to be for submissions over here say social media we add Department working closely with team leaders Nam so maybe we could have added a drop down list there in that submission form of the team Leader's name that we have I mean we have five different team leaders so we'll say the team leader is someone that I know I don't know if you know them name is Corbin uh and the rest of the team here

[21:51] are your initial instruction so we have check your uh check your new company email perfect for this we can go ahead and just provide the email that we provided them with so we'll go ahead and provide them with the email setting up your update your profile information upload a profile pick if you choose to do so so maybe that's part of it accessing training material a Google drive folder of all the necessary training material will be shared with you the company email we can do this and we'll do this attending onboarding session your onboarding session will have been scheduled and can be found in your Google calendar we'll do this and introducing yourself feel free to post a

[22:23] short introduction in the relevant Google chat room we'll go ahead and keep that here as they're going to get access to all of this within the same flow here I think and the reason I say I think is because I'm doing this all live we may need to do another automation but we could possibly knock this out with one automation if you have any questions please reach out okay Corin Brown OT te OT te Solutions there we go now we can add our signature which we can goad and do so I'm going add my signature here we can add a label that is specific for us and

[22:54] we can actually add the attachment here now here's what's cool about the attachment in theory I could just attach an onboarding PDF I could attach whatever for now I'm not going to attach anything you watch my other videos on this channel you understand how to really leverage the attachments feature but this is pretty sufficient y'all let's go and send this email and see what it looks like test step the email has been sent I'm going to log in as our test email hit next and here we go so I understand this is like what happens when you create a new email we're going to go ahead and create a new password or they'll be prompted to create a new password as password one 123 is probably not too strong we're g to say change

[23:25] password and boom once they're in we'll zoom in a little bit they'll receive that welcome aboard email after 1 minute click it and obviously I could have formatted this a lot better but I just want to show you guys like how to get to this and you can really mess around when it comes to maybe even adding some HTML elements here Bolding stuff enlightening stuff but for now you can see we've automatically sent a onboard email to our new member it's personalized James Smith uh otch Solutions team social media marketing department and everything above the board there let's see how we do next step let's go ahead

[23:56] and rename this welcome email boom all right congratulations we have officially knocked out step number two if you felt like you learned something up to this point make sure to leave a like it's going to cost you a dollar now I'm joking it's completely free so it's even better let's check out number three here schedule an onboarding session using Google Calendar schedule predefined onboarding sessions and training with relevant team leads let's see how we do that let's go ahead and connect our Google Calendar as an integration with our main email here I'm also going to

[24:28] rename this automation to basically new higher workflow as up to this point I'm thinking I'm realizing that I can just do this entire workflow in one link or one automation that you'll get in the description down below it's going to create that integration real quick let's go and search calendar let's hope it shows up come on Google Calendar we're going to hit add new connection here simply choose the relevant account that you want to connect it to it's going to be my contact again and boom we're in we have officially connected our Google workspace account to calendar so we can start leveraging automation now that

[24:59] we've done that let's go and create these events that would be relevant for a new hire when it comes to training them so we're going to say calendar Google Calendar we're going to choose an event here and this going to be very very simple here so we're going to Simply say create a calendar event we're going to go ahead and choose create detailed event we going hit continue going to choose our relevant account going be contact once we chose our relevant calendar here we're going to go ahead and add the information that we care about two things first thing we can do multiple events here so if you have multiple training sessions maybe of

[25:30] five you would go ahead and repeat this step five different times with the five different training events and kind of proceed in that manner second thing when it comes to actually scheduling it that is why when we filled out that form that date of hire which was May 27th is relevant now we're going to use that information so we can have this anytime you submit it it'll always work let's create an event we say training session hash one hash webcafe where it say let's have you meet your

[26:04] team members now we can either create a Google meet link within this workflow or alternatively a zoom link within this workflow so if you want to do that you can or we can simply just choose the ADC conferencing and hit yes that's going to make our life a little bit easier so we'll proceed in that manner we're going to choose our start date now in order to make a start date that we can really manipulate and change depending on our context we're going to do a little bit of code we're going to add another block here and there going to be a code block don't don't worry I'll make sure to leave the code in the description down below or comment if I don't let me know

[26:34] in the comments that I didn't say run JavaScript we're going to continue and what's super cool about zapier is her ability to actually generate code with AI it's not perfect but it can set you in the right direction so I'm going say generative AI say based on the date I provide which will be formatted as year year year for y y y mm Das DayDay add increase the amount of days from it for four days so this is going to be

[27:04] relevant to basically when you want to schedule this new or first training session is it three days after a new hire is it one day is it two days is it two weeks let going to use this code let's see if it even works so I'm going to go ahead and put the input data here do const date and then this is going to be the form data when hired we're going to use that here let's see if it works it should increase this by four days so in theory we should see 0531 test this step and it worked we see our output date is 4 days later with the 31st being

[27:35] the relevant date that this will be scheduled if you want to change when the date incurs when this event incurs you can go ahead and change this number right here for the relevant information also if you don't know what this is this is a comment it isn't actually the code doesn't actually read this but this just gives you reference of what's even occurring perfect let's add this let's say the start date is going to be that little JavaScript output I'm going to go and rename this as well find my date and you can use the same similar type of logic for the additional dates that you may want to do and from here

[28:06] we're going to say the end date and time is going to be the same one sometimes we can use layman terms here so let's see if we can do it same day what 30 minutes later this works sometimes it doesn't work other times on top of that it could work in theory with this I just like having it a little bit more specific a little bit more consistent so with that information we have the summary the description the location which will be a Google meet the start date which is going to be four days later and finally we need some we need someone else to join us it can't just be us so we got to add attendees here with the attendees

[28:37] it's just going to be the relevant email address that we created earlier perfect and we'll go ahead and you can go and fill that information if you care about it hit continue and test this step and I messed up a little so it actually does look like we can specify by time range so let's come back in order to fix that air I went ahead and add a little bit more information that seem to be needed so we're going to go ahead and actually add the relevant time time zone PST 10:30 a.m. to 11:30 a.m. PST so it understands duration add the same date as I don't think you want a meeting going for more than 2 days on top of that we can actually do a little bit

[29:07] more than I expected we can also add when they get reminders so we either can use the default reminders or set specific types of reminders so we're going to do email and we're going to remind the new hire 30 minutes before this event occurs once all that's done already tested it boom we got our training session number one we have the attendee that has been invited the email we created earlier and we're good to go let's proceed with the next step here so you could have added more team leads there you could have added more emails that would have been the attendees from here we're going to go ahead and slash

[29:37] this we are done with step three let's go to step four now with step four this is going to be a Google Drive integration so let's integrate Google Drive coming back to our apps here I'm going to Simply put in drive this would be one drive if you're doing Microsoft in this tutorial I've already connected it as you see but it's the same type of process here once we got that going we can share our relevant resources with this new hire scrolling down here we'll go ahead and add another block here let's go and rename this to Session One boom and we'll zoom in for y'all and

[30:08] let's share the relevant information because step number four is assign training materials share a Google drive folder containing all necessary training materials and documentation with the new hires company email easy enough let's do it add a new block here Google Drive boom with this new block here we're going to go ahead and do a integration that already happens with zapier makes our lives easy is we add file sharing preferences boom H continue hit continue for the actions we're going to select our drive my Google Drive now we have

[30:39] two options here in the beginning of the step alternatively I could have set up an API web hook in order to share an entire folder but to make our lives easier for this video I can do a video on that later if you actually are interested so let me know in the comments down below to make our lives easier we're going to share a specific file now this specific file could be a PNG a video or probably most likely in your cont text a PDF right now I don't have any of that or at least I don't have any of that in my Google Drive folder for this video so I'm just going to share a Excel sheet I'm going to click it you're going to go ahead and share whatever file ID is relevant for

[31:10] your information alternatively if this is a file by file basis EG the marketing department gets a different file compared to the financial department here is a quick workaround for that in order to set up specific share files depending on the department we're simply going to add a pass block with this pass block we're going to Simply create a very simple rule here and the rule is not that the rule is we're going to click this we're going to say only continue if form submission come down here let's say social media exactly

[31:41] matches social media now we know and we've identified that basically we'll only go down this path and it won't save let me try that again so now we know we'll only go down this specific path if the department social media EG will only share this specific file if it's social media therefore for everything else and I think you can add like a ton of different paths last time I checked it was like eight maybe even over 10 we can also do it here so instead of social media we could say marketing so only go down this specific path if the

[32:11] individual that we submitted is marketing and then share this relevant welcome email share this relevant file everything that you would want now this could be applied to a bunch of other stuff cogs are probably already switching in your brain here like well what happen if I want to share it based off of their team lead or I want to share it based off that's how you do it here that's how you add that kind of conditional logic as every single new hire is probably not going to go through the exact same flow and this saves you money as you don't have to set up like six or seven different automations for just six to seven different departments use the pass block I've done videos on

[32:41] this let's jump back to what our original flow here we're not going to use it we're just going to show you how to build out this flow delete coming back all the way to our files here we'll simply just share the Excel sheet I don't have a PDF on hand right now sharing preference I guess whatever your preference is for this I'll just go Ahad and say any anyone within your organization can edit it and then your company domain so this is actually relevant in this context as we are sharing it within a workspace we're do web Cafe ai.com this will be your domain I'm going to hit continue here and test this step also as a side note we got the

[33:12] invitation email from our James email as well so keep that in mind that's pretty cool automatically sent now this is a use by use basis what you'll notice is that this underlying action actually isn't personalized to the individual's email therefore alternatively what you could do here is maybe just make the folder that you want to share like basically a sharable link and then once you do something like that what you can do is simply I can delete this step we don't even need it I could add it to the welcome email here so if I came over to this welcome email here come all the way down to the body I could go ahead and just share the Google Drive Link here so

[33:42] you know right here it's all going to be the fixed link and kind of proceed in that manner so keep that in mind you don't actually need to do a Google Drive block I just wanted to show you that in today's video make sure it's a very specific file for a specific individual and you add a conditional logic with the paths alternatively you just share it anyone with the link can edit it view it whatever grab the link put it in that welcome email therefore we have completed step number four this also could be an additional email if you choose to do so Boom Boom coming down to notifying the team let the team know so step number five was notifying the team

[34:14] post a welcome message in the relevant Google chat rooms to introduce the new team member to their colleagues let's do that I'm going to go ahead and hit publish here just so it saves all my work as I would not want to redo all this my hit off here that's also the awesome thing about automation is once you do it once is going to go this is going to work four weeks from now coming back over to apps we're going to do Google Chat I think that's what it's called it is what it's called connect make sure you are connecting with your workspace account and continue here and that's it we're good to go we've connected to Google Chat we can see everything it can do

[34:44] with that little button there jump down here no I don't want to save that one password and we can go and proceed coming back over here I'm going to hit edit all right here we go here we go y'all let's add the block Google Chat Google Chat has been added here you can choose an event of create message over account we got the one already connected here action very important y'all for this to work we actually have to make sure that zap your Bot has access to the chat as well in order to do so we're going to click this little button right here it's going to be giving you access to all the different apps here we're going to type in zapier click it add and

[35:17] there we go now that we have the zapier app we're actually able to we're going to say allow zaps we have the ability to actually do these automations within our Google meets on top of that we got a nice little streaming Emoji here hype so let's go set this up here so coming back over to our chat here click Google Chat create message action hangout rooms refresh results once we refresh results we've added the chat bot we're to click it and here we go so let's just say welcome and then we'll put in the person's name welcome James Smith we can add a image Euro message subtitle we are

[35:48] happy to see you message text will say here is where we do the talking we can add anything else relevant here that we would want to add here action button in action button URL weit continue here and test this step and boom when a new member is added it will automatically send a chat here we figure it out step five now one thing that we can't do automatically sadly is the ability to actually add the member within the chat itself in order to do so we're going to simply just add it like this I look through the documentation and as of now zapier does not currently allow us to access Google chat with API web hooks

[36:21] therefore I can't show you how to do this automatically as we're kind of closed in on zapier's ecosystem but when it does become available let me know in the comments is I'll do a video on that now we are on the last step here y'all have you made it this far are you still watching me did you skip to this part who knows the last step here is a feedback form after one week send a Google form to a new hire to gather feedback on the onboarding process let's create that form we're going to Simply come over to Google forms here I'm not even going to worry about filling in the relevant information here we're just going to create a form that we can just

[36:51] send automatically so invent feedback will just say we'll just say hiring process feed Fe back obviously fill out the form how you want to fill it out all the relevant inquiries and data you want to collect once we've done that we can go ahead and come back we have the relevant form here we're going to come over here and this is where the delay block comes back y'all so it said after a week let's send it after a week we're going to go add the delay block here we're going to say delay four come to actions here one and then we'll go ahead and do a unit of weeks therefore after

[37:22] an entire week it will do the next automation or the next part of this automation and we're going to go we're on schedule y'all let's go ahead and retest the step ran successfully let's add our final part of this block here Google forms I actually need to integrate this myself as well because I have it integrated to a separate account we're do Google forms we're going to hit add connection choose your relevant email again allow and there we go we got a contact email connected let's go back to the zap coming to the zap here we're going to go ahead and add Google form once we've

[37:54] added Google form it's going to open up this entire popup here we're going to do a new event actually I realize y'all we don't even need to do a Google form here we can just do a follow-up email as this will make our life a lot easier so I'm actually going to delete this step coming over to our Google form here I'm simply going to hit send and I'm going to grab the relevant information or the relevant link that I care about I'm going to hit copy and to make our lives easier I'm going to Simply duplicate our welcome email so we can get all the real information that we already filled out in the same email here I'm going go ahead and drag this down here with this copi it over I'm going to go ah and rename it to form request click it send

[38:25] email same account perfect same email we know the right email to send it to coming down here all we need to do here is just you know add the Rel information for now though you can create your own email here so we're go just do this real quick say let us know how we did for the onboarding process and we do semic in in the relevant link here now if you have very specific forms depending on who you're hiring go back to that pass block that will help you out there from here we can go ahead and just say uh form request and James Smith how did we do

[38:58] there we go and if I continue here we add attachments everything relevant that we saw earlier test this step and after a week of working at otch Solutions they'll receive a form request asking them to click the form and from here be able to fill out the form submit it and get going okay y'all that was a lot of information but let me go ahead and end this tutorial with showcasing this all live let's publish virgin name done therefore you're going to see it all live but on top of that get an idea of how how much this would actually cost

[39:28] your business when it comes to task usage as that is how zapier quantifies and basically bills you every month real quickly though let's go and slash this out as we're done boom boom zoom out zoom out we did all that in this video I don't know how long this is going to be I think this is going to be like over an hour long which some of y'all might like it's enabled let's get going here also I realized that we didn't even use AI in this flow we possibly could have if I wanted to to maybe personalize the email more and everything above the board there if you're really wanting to know how to use AI in automation check out the playist at end here as the first two

[39:58] videos give you a general overview and then every video pass that gives you very specific examples how to leverage it enough of me talking let's see this work all right I got a great conversation I had a great conversation just got off the phone really excited about this possible new hire they seem like they know everything when it comes to accounting and I need that right now so let's Addam we go and put their first name and last name Ashley Willow position is accounting they did really great here we go ahead and add relevant information did a great job for X company now the one thing thing I didn't show that you could have possibly used

[40:29] to personalize the emails more was the ability to take those notes and summarize them and use AI to contextualize it for emails which honestly I probably should show and I'll do that in another video as this one's already getting pretty long here so make sure to stay tuned here is I'll show you how to contextualize a lot of data for the context of personalizing more of the workflow that we saw today when hired we'll goad and change it here we'll go to the 29th and all I need to do I know this is crazy y'all all I need to do is hit submit boom first thing added to the new record to watch this live we're

[41:00] going to Simply come to zap history we're going to click it you see success success we're going to wait one minute and I forgot to change this I know I probably should have but in theory I could have changed this to like one minute as well so you can see the form request so unless you want to wait seven days I'm not going to show that part right here but we're watching this live y'all so right now it's going to wait a minute before it sends out the welcome email in the individuals email box we just created boom I just got a message here where did I get the message from who who got mentioned oh we got a new person Ashley Willow got welcome okay there we go there we go we got added to

[41:31] our workspace account as well so I'm going go and copy this logging in I understand create a new password and boom we got invited to our training session and as you see four days from now now it's June 2nd pretty solid we got our welcome aboard email welcome aboard Ashley Willow and everything relevant to that information access the relevant training material here everything is done automatic y'all and if we scroll down here we can actually look at the automation itself self success success success success can I

[42:01] get another one not yet cuz I got to wait seven days but there you go that has successfully automated this entire onboarding process finally let's quantify the amount of task this is going to cost you because of the fact that we have one more task that hasn't incurred yet which is the form request the total task that are going to be associated with this workflow is not five but six six task in total therefore if this thing ran a th000 times it's going to cost you 6,000 tasks but I don't think you're going to be hiring a th000 people that completes today's video I'm going to make sure I can share that link in the description down below

[42:32] so make sure you leave a like it's completely free helps me out here check out the community I just created that'll be the first link as well this is a community based off what I'm doing on this channel now I plan on live streaming every single Sunday these live streams could be user suggestions for automations to create going over different things that are incurring with the artificial intelligence world everything that I do on this channel make sure you subscribe is completely free as I've said before is free check me out on Twitter check me out on Tik Tok check me out on Instagram let me

[43:02] know what you think of this video I know some of yall are going to be very happy some of y'all have been waiting for a video like this if you want to see more types of tutorials just check out this channel y'all I've been at it for a year and a half now we got all these videos and the one that's probably most specific to what you care about is going to be that one right there which goes of everything when it comes to zampier and Ai and automation so without further Ado I'll see you in the next video this place play right here goes over everything you need to know it comes to Ai and Automation and save your time in your business save your cost let's you

[43:33] have software do everything for us now that's a random video could be good could be bad that's my face I'll see you in the next video