Getting a signed prospect form into the right ShareFile folder

A prospect sends over a signed form right after a call, an application, a risk questionnaire, a form to open a new account, and it needs to land in that prospect's vault folder before anyone forgets which conversation it belongs to. Filing it by hand means opening ShareFile, finding or creating the folder, and saving the file in the right spot, all while the next task is already waiting.

What slows a prospect document down

• The file has to be pulled from wherever it landed.
  An email inbox, a chat window, sometimes a link, before it can be filed at all.
• A new prospect may not have a folder yet, so the upload starts with creating one.
• Filing gets pushed to later, and later doesn't always come.
  The document sits somewhere else until someone remembers it.
• A misfiled document is easy to lose track of, especially once several prospects are moving through the same process at once.

How Quin handles the upload

Quin can upload a file shared in conversation into the right ShareFile folder, and set up a new Prospect Vault folder first if the prospect doesn't already have one, all from a plain request.

Picture a prospect emailing over a signed risk questionnaire the same afternoon as an initial call. Asking Quin to file it in ShareFile, creating a Prospect Vault folder for them if one isn't already there, gets the form off your desktop and into the right spot without a separate trip into ShareFile.

The value isn't just getting a file off a desktop. A prospect vault that reflects every document as it arrives is easier for a colleague to pick up mid-process, and it means an application isn't held up later by a form nobody remembers receiving.

Best practices for getting the most out of it

• Name the client or prospect when asking Quin to file something, so the upload lands in the right folder the first time.
• File a document as soon as it arrives, rather than batching several uploads for later.
• Ask Quin to create the folder for a new prospect, instead of setting one up separately beforehand.
• Check a new folder's contents once it's set up, to confirm the structure matches how your practice organizes vaults.

Setting it up

Connect ShareFile under Settings, then Integrations, and grant full permissions so Quin can create folders and upload files, not just read them. From there, sharing a document in conversation is enough to get it filed.