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Automation for Bonterra Impact
Management (Apricot)
2
Hi, I’m Jeff
Jeffrey Haguewood
Owner and Managing Director
Sidekick Solutions
jeff@sidekicksolutionsllc.com
o: 206.973.7283
• Platinum Implementation Partner
• Apricot admin since 2013 (11 years)
• Zapier Certified Expert
3
3
Agenda
• Introduction to automation
• What is real-time integration with Zapier
• Components of Zapier automation
• Use case deep dive
• Q&A
4
We believe integration and
automation are essential to user
experience and the promise of
efficient work through technology
(i.e. less paperwork), so we
develop solutions that extend
Bonterra Impact Management.
The case for real-time
automation in case
management software
6
Challenge > Solution
Challenge Solution
▪ Reduce time on data entry and
quality assurance
▪ Automate work that is repetitive
▪ Resolve user feedback on
Bonterra IM as “click heavy”
▪ Conditional workflow rules
▪ Integration that enables Bonterra
IM’s customization
▪ Use automation for data entry
tasks
▪ Expand capability without more
human capital/resource
Why we’re here today
7
7
Examples
• Update the status of a participant when
record is completed
• Create a follow-up record when a service
is delivered
• Send a request to a participant for
consent, intake, or status information
• Move data in your system to other forms
or fields
8
Central hub for your electronic records
9
Implementing automation
10
Native vs. third-party integration
11
Poll: Have you heard of Zapier?
12
12
Why Zapier?
• 7,000+ integrations in one place
• Anyone can build automations in
Zapier (low/no code)
• Custom integrations that fit your
workflow (just like Bonterra IM)
When to use…
• No native integrations
• Desired functionality is not
provided in native
integration
• High customization
required
• Multi-app workflow or
conditional logic needed
• Automation for
Bonterra-to-Bonterra
13
Automation lifecycle
Continuous system improvement
Building blocks of automation
in Bonterra Impact
Management
15
Workflow automation
16
Example: Push-based auto-populate
17
Trigger events
18
New record
Trigger event
Tip: Created records are triggered based on the first time a form is
Saved (i.e. when the Created By stamp is posted to a record).
• Triggers when a new record is created (first save)
• Select for T1 or T2 forms
• Filter results by fields presented on each form
• All fields returned for mapping
19
Updated record
Trigger event
Tip: Updates to a record are any field modified on a form and the
user then selects Save Record.
• Triggers when a record is updated (subsequent save)
• Does not trigger when a record is created
• Select for T1 or T2 forms
• Filter results by fields presented on each form
• All fields returned for mapping
20
Action steps
21
Find record
Search action
Tip: Narrow criteria to return a single unduplicated record per search
(i.e. name+DOB, email, phone).
• Search for a participant (T1) or T2 record
• Use searchable or duplicate check fields
• Filter results by fields presented on each form
• Create a new record if search returns no results (e.g.
find or create participant)
22
Create record
Action step
Tip: Use a Find record search to get a participant record and then
post a T2 record to an existing Participant.
• Create a new record for a specific form
• All fields available as they are added/updated
• Append T2 to a T1 after a Find Record
• Create standard links between records (e.g. link
participants in a household or a case)
23
Update record
Action step
Tip: Updates require a Record ID to pinpoint the correct record to
modify, use a Find record step to narrow the search.
• Modify an existing record by Record ID
• All fields available as they are added/updated in form
designer
• Overwrite existing data
24
Add attachment
Action step
Tip: Move files within Bonterra Impact Management or receive from
other apps/sources.
• Post file to any attachment field on any form
• Multiple allowable field types
25
Create Connect form
Action step
Tip: Use for identified signatures, surveys, assessments, follow-ups,
or any engagement where user doesn’t need a Connect login.
• Create unique participant URL for T2 form
• URL can be sent from any application
• Primary use case for eSignature (text or email)
Use case deep dive
27
27
Use cases
1. Log case note/service when
assessments are filled out
2. Alert, follow-up, or escalation
3. Consent or follow-up assessment with
auto-send for mobile
4. Post a web form submission to
document folder
28
Poll: What use case is most important to
you?
29
29
1. Log case note/service when
assessments are filled out
Keys:
• Cut data entry time in half
• Maintain continuity in
native reporting (single
table)
• Allow expansion of custom
forms without losing
uniform service entries and
service history
30
30
2. Alert, follow-up, or escalation Keys:
• Automate ticketing for
resolution
• Trigger from any record or
event filtered by criteria
• Create dashboards that
queue items to be resolved
by role
• Better than email triggers
because emails get lost or
overlooked
31
31
3. Consent or follow-up assessment
auto-send for mobile
Keys:
• Auto send the Consent
form to mobile device
• Only send Consent for
signature IF one doesn’t
exist (smart rules)
• Electronic signature within
native Bonterra forms (no
third-party signature app
needed)
32
32
4. Post a web form submission to
document folder
Keys:
• Use Intake Web Forms in
Bonterra IM (no separate
web form software
needed)
• Duplicate check to a
Participant T1
• Auto link to a Participant’s
document folder
Get started with Apricot
automation
34
Bonterra and Zapier Certified experts, working
exclusively with nonprofits and public sector on the
Impact Management (f.k.a. Apricot) platform.
Learn more: www.SidekickSolutionsLLC.com/apricot
Contact: sales@sidekicksolutionsllc.com
Reviews: zapier.com/experts/sidekick-solutions-llc
35
Poll: Would you like follow-up about
consulting services to set up automations
for Bonterra Impact Management?
Q&A
37
Integration with Bonterra Impact Management
iPaaS Zapier, Workato, Microsoft Power Automate/Apps, Google Cloud,
Informatica Cloud, AWS Lambda
Apps Airtable, Google Sheets, Mailchimp, QuickBooks Online, Square,
QRTiger, Google Forms, HubSpot, Slack, Outlook Calendar, Gmail,
JotForm, Asana, Twilio, Eventbrite, PoolPass, bLoyal, BHN Rewards,
HelloSign, Office 365, Microsoft Teams, Mailgun, CodeReadr, Phaxio
(eFax), Square, Device Magic
Solutions Apricot-to-Apricot, Salesforce, Yardi, RealPage, Emphasys Elite,
PowerSchool, Qualifacts CareLogic, Tebra Medical Billing, State of
TX DFPS, MdRhythm, ASQ Online, CalOptima Connect

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Automation for Bonterra Impact Management (fka Apricot)

  • 1. Automation for Bonterra Impact Management (Apricot)
  • 2. 2 Hi, I’m Jeff Jeffrey Haguewood Owner and Managing Director Sidekick Solutions jeff@sidekicksolutionsllc.com o: 206.973.7283 • Platinum Implementation Partner • Apricot admin since 2013 (11 years) • Zapier Certified Expert
  • 3. 3 3 Agenda • Introduction to automation • What is real-time integration with Zapier • Components of Zapier automation • Use case deep dive • Q&A
  • 4. 4 We believe integration and automation are essential to user experience and the promise of efficient work through technology (i.e. less paperwork), so we develop solutions that extend Bonterra Impact Management.
  • 5. The case for real-time automation in case management software
  • 6. 6 Challenge > Solution Challenge Solution ▪ Reduce time on data entry and quality assurance ▪ Automate work that is repetitive ▪ Resolve user feedback on Bonterra IM as “click heavy” ▪ Conditional workflow rules ▪ Integration that enables Bonterra IM’s customization ▪ Use automation for data entry tasks ▪ Expand capability without more human capital/resource Why we’re here today
  • 7. 7 7 Examples • Update the status of a participant when record is completed • Create a follow-up record when a service is delivered • Send a request to a participant for consent, intake, or status information • Move data in your system to other forms or fields
  • 8. 8 Central hub for your electronic records
  • 11. 11 Poll: Have you heard of Zapier?
  • 12. 12 12 Why Zapier? • 7,000+ integrations in one place • Anyone can build automations in Zapier (low/no code) • Custom integrations that fit your workflow (just like Bonterra IM) When to use… • No native integrations • Desired functionality is not provided in native integration • High customization required • Multi-app workflow or conditional logic needed • Automation for Bonterra-to-Bonterra
  • 14. Building blocks of automation in Bonterra Impact Management
  • 18. 18 New record Trigger event Tip: Created records are triggered based on the first time a form is Saved (i.e. when the Created By stamp is posted to a record). • Triggers when a new record is created (first save) • Select for T1 or T2 forms • Filter results by fields presented on each form • All fields returned for mapping
  • 19. 19 Updated record Trigger event Tip: Updates to a record are any field modified on a form and the user then selects Save Record. • Triggers when a record is updated (subsequent save) • Does not trigger when a record is created • Select for T1 or T2 forms • Filter results by fields presented on each form • All fields returned for mapping
  • 21. 21 Find record Search action Tip: Narrow criteria to return a single unduplicated record per search (i.e. name+DOB, email, phone). • Search for a participant (T1) or T2 record • Use searchable or duplicate check fields • Filter results by fields presented on each form • Create a new record if search returns no results (e.g. find or create participant)
  • 22. 22 Create record Action step Tip: Use a Find record search to get a participant record and then post a T2 record to an existing Participant. • Create a new record for a specific form • All fields available as they are added/updated • Append T2 to a T1 after a Find Record • Create standard links between records (e.g. link participants in a household or a case)
  • 23. 23 Update record Action step Tip: Updates require a Record ID to pinpoint the correct record to modify, use a Find record step to narrow the search. • Modify an existing record by Record ID • All fields available as they are added/updated in form designer • Overwrite existing data
  • 24. 24 Add attachment Action step Tip: Move files within Bonterra Impact Management or receive from other apps/sources. • Post file to any attachment field on any form • Multiple allowable field types
  • 25. 25 Create Connect form Action step Tip: Use for identified signatures, surveys, assessments, follow-ups, or any engagement where user doesn’t need a Connect login. • Create unique participant URL for T2 form • URL can be sent from any application • Primary use case for eSignature (text or email)
  • 27. 27 27 Use cases 1. Log case note/service when assessments are filled out 2. Alert, follow-up, or escalation 3. Consent or follow-up assessment with auto-send for mobile 4. Post a web form submission to document folder
  • 28. 28 Poll: What use case is most important to you?
  • 29. 29 29 1. Log case note/service when assessments are filled out Keys: • Cut data entry time in half • Maintain continuity in native reporting (single table) • Allow expansion of custom forms without losing uniform service entries and service history
  • 30. 30 30 2. Alert, follow-up, or escalation Keys: • Automate ticketing for resolution • Trigger from any record or event filtered by criteria • Create dashboards that queue items to be resolved by role • Better than email triggers because emails get lost or overlooked
  • 31. 31 31 3. Consent or follow-up assessment auto-send for mobile Keys: • Auto send the Consent form to mobile device • Only send Consent for signature IF one doesn’t exist (smart rules) • Electronic signature within native Bonterra forms (no third-party signature app needed)
  • 32. 32 32 4. Post a web form submission to document folder Keys: • Use Intake Web Forms in Bonterra IM (no separate web form software needed) • Duplicate check to a Participant T1 • Auto link to a Participant’s document folder
  • 33. Get started with Apricot automation
  • 34. 34 Bonterra and Zapier Certified experts, working exclusively with nonprofits and public sector on the Impact Management (f.k.a. Apricot) platform. Learn more: www.SidekickSolutionsLLC.com/apricot Contact: sales@sidekicksolutionsllc.com Reviews: zapier.com/experts/sidekick-solutions-llc
  • 35. 35 Poll: Would you like follow-up about consulting services to set up automations for Bonterra Impact Management?
  • 36. Q&A
  • 37. 37 Integration with Bonterra Impact Management iPaaS Zapier, Workato, Microsoft Power Automate/Apps, Google Cloud, Informatica Cloud, AWS Lambda Apps Airtable, Google Sheets, Mailchimp, QuickBooks Online, Square, QRTiger, Google Forms, HubSpot, Slack, Outlook Calendar, Gmail, JotForm, Asana, Twilio, Eventbrite, PoolPass, bLoyal, BHN Rewards, HelloSign, Office 365, Microsoft Teams, Mailgun, CodeReadr, Phaxio (eFax), Square, Device Magic Solutions Apricot-to-Apricot, Salesforce, Yardi, RealPage, Emphasys Elite, PowerSchool, Qualifacts CareLogic, Tebra Medical Billing, State of TX DFPS, MdRhythm, ASQ Online, CalOptima Connect