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      Proof of Insurance + Permit Renewals

      The Workflows feature in HubSpot has allowed us to automate processes that take up our team members' time the most. Automating the Proof of Insurance and Permit Renewal process gives our team members time to prioritize other daily tasks. Find a breakdown of the workflows we've built to streamline this process in this article. 

      Proof of Insurance

      1. Request Proof of Insurance + ID 

      • Once a deal hits the Intro and Info Gathering stage in the Onboarding/Live pipeline, the associated contacts in the deal will receive the ACME - ID and Proof of Insurance Request automated email.
      • This email contains an Upload Documents button, redirecting contacts to a form requesting the documents. 

      2. Copy the Proof of Insurance field to the Deal   

      • Once a contact uploads a document into the Proof of Insurance property field via the form, the document can be easily accessed through the contact's profile, and the same document will be automatically copied into the Proof of Insurance property field inside the deal.
      • Additionally, a task will be created and assigned to Kathlina (currently) so she can update the Insurance Policy Expiration Date field within the deal. 

      3. Copy Insurance Policy Expiration Date to Contacts

      • Once the Insurance Policy Expiration Date field within the deal has been updated, this date will automatically be copied into the contacts associated with the deal. 

      4. Updated Proof of Insurance Request

      • Once we are 30 days from the Insurance Policy Expiration Date, an automated email titled ACME - Updated Proof of Insurance Request - 30 days will be sent to the customer, asking them to share their updated proof of insurance via a form submission. 
        • If the customer submits the form successfully, Kathlina will be tasked with once again updating the Insurance Policy Expiration Date field within the deal with the new date. 
        • If the customer does not submit the form, a reminder email titled ACME - Updated Proof of Insurance Request - 14 Days will be sent 14 days after the initial email.
        • If an additional 14 days pass with no form submission, a task will be assigned to Kathlina to follow up with them directly. 

      Permit Renewals

      1. Copy TOT fields from Deal to Contact

      • If known, all TOT-related property fields within a deal will be copied to duplicate contact property fields. 

      2. TOT Permit Renewal Reminders

      • If we're 100 days away from the TOT (City ID) Permit Date, a task will be created for Kathlina to send the PandaDoc to the contacts associated with the deal and update the TOT (City ID) Permit Date property field within the deal once the information is available. 
        • If the contact does not complete the PandaDoc and the Permit Date field is not updated, another task will be assigned to Kathlina once 75 days remain to ensure the TOT Permit Date field is updated.
        • The same will happen if, 60 days out, the field still needs to be updated. 

      ❗Important: Please note that the task to update the TOT Permit Field must be checked as done once completed so the task asignee does not receive additional notifications.