Sphynx Automation Project Preparation Form

Project Preparation Form

Thanks for your interest in working with Sphynx Automation! Please complete the form below with your project request.
We use this form to:
- Collect your project collateral
- Generate an accurate proposal
- Share our templates for you to redline as desired
- Showcase creative uses for responsive forms
If you have any feedback we'd love to hear it!
Name*

First Name Last Name
Email*
example@example.com
Are you the sole authority on all project communication and testing?*

YesNo
Select your current availability to review any implemented services.*

10-25% capacity - My schedule is very open and I can devote as much time as needed to communicate, test and review a major project25-50% capacity - My schedule can be adjusted as-needed so that I can communicate, test and review a major project alongside my responsibilities50-75% capacity - I may struggle to make time to communicate, test and review a major project alongside my responsibilities75-100% capacity - I *cannot* communicate, test and review a major project alongside my responsibilities
Please list the primary person responsible for your project's related communications and testing.*
Please confirm your project goal.*

I/We would like to automate documented and consistent sections of our existing process.I/We would like to automate non-documented, but consistent portions of our existing process.
Select the collateral review that best fits your situation.*

Sphynx will review my / our company's collateral to draft a proposal for us.I / We want to review Sphynx's existing collateral to identify and delineate a draft proposal.I / We will be both (a) uploading our collateral and (b) reviewing Sphynx's existing collateral so that the Sphynx Team can draft a proposal for me/us.
I'd like to start and complete my project in:*

30 days or less1-3 months3-6 months
Do you have a clear outline of your desired project scope?*

YesNoI'd like to see some samples
Please take a look at some of our sample services below.

Let us know what appeals to you and/or fits what you want to implement.
Now that you've looked at our sample service list, do you have a clearer idea?*

Yes - I'm ready to select the services I needNo - I am not ready to select from your list of services. I would like to book a quick call first.
Great! Please tell us how we can help:
Ok! Please submit this form and you'll be directed to schedule an introductory call.
Services Requested*

FormsZap AutomationsScheduling SetupEmail CampaignsWorkflow BuildoutOther
Do you have a current Data Hub (consistent data storage location)?*

Yes - it works perfect. Everything is entered as expected when expected.Yes - we have timing and consistency issues.No
What is your desired location for all client data?*
CRM, Spreadsheet, Notebook, Google Contact Notes, etc.
Please elaborate on any issues related to your current data hub.*
Forms
Examples include:
1. Preliminary / Screening Questionnaire(s)
2. Introductory Questionnaire(s)
3. Data-Gathering Questionnaire(s)
4. Onboarding Questionnaire(s)
5. Client-Facing Contract(s)/Sign-able Form(s)
6. Other Lead / Client - Facing Collateral
Which form software do you plan to use?*

JotFormPreciseFPOther
Please list out all forms you'd like us to build. Click + to add another line*
Do you have existing templates for these forms?*

YesNo
Please upload each form template.*

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Form Checklist

QuestionsFlow/ConditionsPDF OutputEmails - verbiage, timing, attachments, signature linesDocument Upload / Storage LocationWebhooksOther IntegrationsPrefill(s) SpecificationsRedirectsBranding/Layout/ Design
Do you plan to update or change these forms in the next 6 months?*

YesNo
Client-Upload Folder Tree in order of highest to lowest level. EX: Name -> Topics->*
Which document may change, and how?*
Zap Automations
Examples include:
1. Preliminary / Screening Questionnaire(s) submitted
  1. Finds/creates lead contact record
  2. Assigns notes to record
  3. Creates task/activity
  4. Adds to mailing list
2. Introductory Questionnaire(s)
  1. Creates task in CRM
  2. Assigns note to existing record
  3. Generates draft email in my inbox
  4. Adds tag in email marketing
3. Data-Gathering Questionnaire(s)
  1. Routes uploads to Drive, Box, Dropbox
  2. Adds note to record
  3. Triggers an upload-specific workflow
  4. Performs specific action in specific application, if possible
*Please include any and all desired automations. We will identify if it is possible and detail how we propose to achieve it, if we can, within your proposal.
Please list out all Zaps you'd like us to build. Click + to add another line*
Additional Automation Notes*
If it is easier, please upload any flows, documents, images or pdfs with your desired automation sequence(s).*

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Zap Checklist

Applications clearly definedStepsTiming for steps (delays or scheduled runs)Outcomes
Scheduling
Which scheduling software do you plan to use?*

CalendlyAcuityOther
Please list out all event types you'd like us to build. Click + to add another line*
Scheduling Notes*
Please specify any collateral that should go out with any meeting reminders or confirmations. Ex: Send Intro Questionnaire with "Intro Meeting" booking.
Please upload any standard documents you have related to your meetings. Ex: PDFs with a list of event types and their related (or your desired) auto-responder emails.*

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Scheduler Checklist

Event/Meeting NamesQuestions to be asked at bookingAgendas/Meeting DescriptionsConfirmation and Reminders VerbiageAvailability for bookingCalendar(s) for eventsRedirects are listed where desiredLinks / Embeds
Email Campaigns
Which email marketing software do you plan to use?*

MailchimpMailerLiteActiveCampaignConvertKitConstant ContactOther
Please list out all email campaigns you'd like us to build. Click + to add another line*
Do you have existing email templates or verbiage you want us to use?*

YesNo
Please upload any documents /collateral with outlined email content and their intended usage. Ex: PDFs with a list of emails in the campaign and other relevant information such as intervals, segment, etc.*

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Campaign Checklist

Campaign NamesEmails in campaignContent in each emailTags/GroupsWhen new contacts are addedSignup Form(s) for campaign(s)Signature line used within emailsTiming / Sending Preferences
Email Campaign Notes*
Workflows
Examples include:
1. Introductory / Welcome Workflow
2. Data-Gathering Workflow
3. Onboarding Workflow
4. New Client Workflow
5. Service-based Workflow
6. Surge Meeting / Semi-Annual Review Workflow
7. Date-Related Workflow
Which workflow software do you plan to use?*

CRM (Wealthbox, Redtail, etc)Process StreetOther
Please list out all workflows you'd like us to build. Click + to add another line*
Are these workflows fully documented?*

YesNo
Please upload each workflow template.*

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Workflows Checklist

Workflow NamesStepsDescriptionsCollateral CollectedOutcomesAssignees / Responsible Party(ies)When to Activate Workflow
Do you plan to update or change these workflows within the next 6 months?*

YesNo
Which workflow(s) may change, and how?*
Do you follow these workflows *as written* at least 80% of the time?*

YesNo
Workflow Notes*
Account Setup
Which email software do you plan to use?*

GmailOutlookOther
Please list out all email addresses or aliases you'd like us to set up. Click + to add another line*
Which CRM software do you plan to use?*

WealthboxDubsadoOther
Do you need contacts or other information to be transferred from another CRM?*

YesNo
Please describe what type of services you are looking for regarding your CRM setup*
Do you plan to transfer phone numbers from another service?*

YesNo
Please list out all numbers or extensions you'd like us to set up. Click + to add another line*
Other
Please describe your desired project in as much detail as possible*
Are there any other notes or information we should be aware of?
Should be Empty:

Project Preparation Form

Forms

Zap Automations

Scheduling

Email Campaigns

Workflows

Account Setup

Other