Client

🚀OWC

Status

In Progress

Start & Finish Date

November 1, 2024 → November 30, 2024

Assigned To

Eli WeldonSavannah

📬Visual outlining of customer onboarding and quality assurance

Review everything related to the project below. If there is anything we need you to review it will be listed under “What you need to review”

Table of contents

• Final process outline:
• To Do:
• Documentation process
• Format for an automation:
• Need to document and test:
• Project tasks

Final process outline:

• Version updates are tasks in notion that are linked to automation
• All work done has to be detailed in the task
• MOHIT reviews any that are type Bug or Update to make sure the person made the update
• ELI at the end of the week reviews tasks to make sure the types were assigned properly
• View with Types but no automations linked
• Bugs are tasks in notion that are linked to automation
• Automatically linked in automation to the task type of Automation Bug
• OWCRM updates are tasks in notion that are linked to automation with type OWCRM Update
• Every client has their own version of the OWCRM automation
• Create view that shows task with type OWCRM Update that are not linked to all client OWCRM automations
• MOHIT and SOLOMON have to check weekly the view and make plans to get the updates done across all clients
• Automation testing
• Each top level automation has the frequency the automation is checked and the details of how to check it
• MOHIT creates a new task with type Automation Test where he details how he tested it
• New automations added or onboarding steps
• Zap automation that logs new zaps added in notion task to confirm it was properly linked
• ELI review at the end of every week that no automations created were missed
• Create status for “needs documentation” and “documented”
• Ability to quick add a task that is used to do future documenation
• Standards for airtable and zapier automations
• Automation name has to be the trigger then the core thing it does
• Zapier
• Each client has a main folder with sub folders beneath. Subfolders are client onboarding steps, the same as top level notion items in ⚙️Automations V2
• Automation name has to be
• Airtable
• Automations are organized by OWCRM and client. All OWCRM core automations go into the OWCRM folder. ANy client automations go into a a client folder that uses their name
• Visual outline, linked in top level notion card and is used in whimisical
• Every client get’s a visual outline as a part of the process to manage automations
• Only details high level automations and complex onboarding, does not show simple one-off automations
• Clients view automations as email reports and in dashboard
• Need to update the client dashboard so it’s a little easier to navigate the homepage, only show the initial report
• Show as a table, each automation has to have a purpose and the type,
• Time QA was last done
• And ability to see all work done related to the automation

To Do:

Documentation process

• Naming convention:

Trigger (On, When) …. → Purpose (Mark, Record, Update) ….

• Need to detail Purpose with why the automation exists
• Update the type for if it’s, airtable, zapier,
• Link the airtable automation
• Anytime a task is made just tag mohit and he is responsible for linking it to the automation and updated the version number and in the task adding the version number to the task name so that it can keep historical reference
• If airtable script: Need to create console.logs in a way where someone can view the automation history, view a run and confirm it works as it should
• Mohit needs to confirm new automations are setup correclty
• Named Correct
• Airtable Script Documented Properly
• Airtable Script Console.logs setup
• If campaign then make sure to add the goal of it and link any pages used

Setup log of airtable errors as notion tasks

Setup log of zapier errors as notion tasks

Setup MOhit responsibility to take care of them and manage the erros that log in

Get errors added to client dashboard

Get all rest of client automations updated in documentation

Format for an automation:

Page outline:

• automation trigger
• type
• link to trigger
• conditions
• what should happen
• actions
• what should happen
• how to test
• versions

Need to document and test:

• their client onboarding process from a macro level so they can see the steps and stages
• test the core client onboarding stages and make sure they work week over week

What we can do: document in client automations and show in digital report next to our work done for your business. Show in gallery format with a description about what it is, create new section in the report

• The zaps that are triggered and what those zaps do
• The errors from those zaps and what we did to fix it

What we can do: log them as notion tasks in the db to be resolved and showed in client dashboard

• Airtable automations and what they do
• The errors from those automations and what we did to fix it

What we can do: log them as notion tasks in the db to be resolved and showed in client dashboard

• Important: Need to be able to keep OWCRM automations up to date and version control

What we can do: Create an automation documentation for each and keep track of version number in name of automation

Most up to date version is left in the automation documentation

Updates are made as sub items in the automation

Need for internal our team to be able to:

• quickly find information about an automation
• Learn what it does and the steps involved to update it

What we can do: easy just needs ot search the automations db by client

Format for storing:

Trigger Name - Main Purpose

Ever automation then details:

• How to test
• Trigger
• Steps
• Versions
• Client

• version history related to it

What we can do: versions stored as sub items

• bugs found and fixed previously

What we can do: link tasks to the automation

Need to present:

• their entire onboarding process managed by OWC for them to easily see
• be able to quickly total the number of times checked
• the number of automations we ran and time we saved
• be able to quickly calculate the number ran for zapier and airtable
• the number of bugs fixed
• be abel to quickly calculate the total

What we can do: total in the same format we do now

include texts sent and received

include airtable automations

include the number of bugs fixed from tasks

How is this displayed in the dashboard and udpated every month?

Project tasks

Final to-do:

• Give one final review of the process and organize it and put it in the central documentation location
• list all OWCRM airtable automations and the create a new task to make sure they’re put in an OWCRM section in airtable for all clients
• Create process for documenting how a version update task needs to be created
• Create process for completing testing for an automation
• Create process for linking bugs to the proper automation
• Document two automations and create standard for future ones to be added
• update the aguard client dashboard with automations and the overall dashboard layout and create task for next clients to get updated
• Create MOHIT responsibilities
• Create Eli responsibilities
• List out all OWCRM automations that need to be documented for clients, how we document onboarding, create a next task / project to document them
• List out all Hepworth automations that need to be documented for clients, how we document onboarding, create a next task / project to document them
• List out all Aguard automations that need to be documented for clients, how we document onboarding, create a next task / project to document them
• List out all LBR, Vernon automations that need to be documented for clients, how we document onboarding, create a next task / project to document them

Task Detail	Due Date	Hours	Status	Assigned To	Client	Project
Create projectt to create documentation process and update lbr, aguard, hewporth documentations	September 2, 2024	0.2	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Need to priotize getting LBR, Aguard, and VI automations checked to make sure there are no issues with core automations	September 19, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Figure out how to handle documentation of automations and displaying it in the dashboard as well as version control	September 20, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Outline next tasks based on work done	September 22, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Outline what automatoins needs to be documented and updated and how much time we charge a month to check / manage	September 22, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Update 2 hepworth automations	September 29, 2024	2	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Assign project to solomon to handel automations documentation, go over on call	October 8, 2024		Forgone	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Setup log of airtable errors as notion tasks and process for mohit to check	October 14, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Setup log of zapier errors as notion tasks and process for mohit to check	October 14, 2024	1	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Research more of how we will complete this process	October 18, 2024	2	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Complete the nex tto do	October 19, 2024	2	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Complete the final to do’s of the process outline and then create task list to create the overall process	October 20, 2024	2	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Fix email for airtable automatoins not parsing correctly	October 20, 2024	0.5	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Check-in on emails parsing correctly	October 22, 2024	0.5	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
List out all Vernon automations that need to be documented for clients, how we document onboarding, create a next task / project to document them	October 29, 2024	1.5	Completed	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance VI New Portal Creation
Give one final review of the process and organize it and put it in the central documentation location	November 11, 2024	2	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Create process for documenting how a version update task needs to be created	November 11, 2024	2	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Create process for completing testing for an automation	November 11, 2024	2	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Create process for linking bugs to the proper automation	November 11, 2024	2	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
task out getting the rest of client autoamations documented	November 11, 2024	5	Forgone	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Document two automations and create standard for future ones to be added	November 11, 2024	2	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
update the aguard client dashboard with automations and the overall dashboard layout and create task for next clients to get updated	November 11, 2024	5	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Create MOHIT responsibilities	November 11, 2024	1.5	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Create Eli responsibilities	November 11, 2024	1.5	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
list all OWCRM airtable automations and the create a new task to make sure they’re put in an OWCRM section in airtable for all clients	November 11, 2024	1.5	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
List out all OWCRM automations that need to be documented for clients, how we document onboarding, create a next task / project to document them	November 11, 2024	3	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
List out all Hepworth automations that need to be documented for clients, how we document onboarding, create a next task / project to document them	November 11, 2024	3	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
List out all Aguard automations that need to be documented for clients, how we document onboarding, create a next task / project to document them	November 11, 2024	3	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
List out all LBR automations that need to be documented for clients, how we document onboarding, create a next task / project to document them	November 11, 2024	1.5	In Progress	Eli Weldon		📬Visual outlining of customer onboarding and quality assurance
Check-in on solomon completing list of actions and then hire fivver design to complete flowchart and create task to add to atuomation testing	November 11, 2024	1.5	In Progress	Eli Weldon	🚀OWC	📬Visual outlining of customer onboarding and quality assurance VI New Portal Creation
Detail out all Vernon get started process and automations so they can be added to flowchart and documented	November 20, 2024	1.5	In Progress	Eli WeldonSolomon Wood	🚀OWC	📬Visual outlining of customer onboarding and quality assurance VI New Portal Creation
How do we make sure we’re improving automations. Ie updating aki’s form saw they could use more fields			Proposed	Eli Weldon		OWC Management Backlog📬Visual outlining of customer onboarding and quality assurance