B2B sales and services · Sample scenario
Organizing new client onboarding
Once the deal is approved, an onboarding checklist is created, documents and the brief are collected through a secure form, missing items get reminders, and the project opens with a kickoff notice.
Problem
After the contract, collecting documents, access and the brief drags on: information is scattered across emails and messages, and passwords are sometimes sent in plain text.
How it works today
The project manager writes the client a long email, checks replies by hand and keeps track of what is missing in their head. Access is sometimes sent as a password in a message.
What this scenario changes
As soon as the deal is approved in the CRM, a checklist for the service type is created and the client gets a secure form link. Form responses are checked and reminders go out for missing items. When everything is complete, the project is opened in the project system and a kickoff notice is sent. Access is accepted only through secure access sharing; passwords are not collected by form or message.
The process step by step
- Deal approved: Deal closed in the CRM
- Checklist created: Items by service type
- Secure form sent: File upload and brief fields
- Responses checked: Missing items and sensitive data
- No sensitive data?: No password written in plain text
- Missing items reminded: Only for remaining items
- Project created: Checklist moved into the project
- Kickoff notice: To the client and the team
Exception path
- Redirect to secure access: Project manager contacts the client
- Access item stays open: Waiting for secure sharing
The role of AI
Matches form responses against checklist items, identifies what is missing and detects password-like content in text fields.
Human approval and exceptions
If a password or access key is detected in a text field, the value is not stored and the project manager directs the client to secure access sharing.
Frequently asked questions
What if the client types a password into the form?
The value is not stored or passed to anyone; the client receives instructions for sharing access through a user invite or a password manager.
Is the checklist the same for every client?
No. Separate checklist templates are kept for each service type.
How often do reminders go out?
The interval and number are agreed with you; only items still missing get reminders.