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Pro tips: Four ways a client portal can enhance customer experience

Updated: 5 days ago




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Building and maintaining relationships is the cornerstone of running a business. At the same time, managing all your communications via email can get overwhelming and time-consuming. Here are four ways a client portal can help you save time and enable your customers to access necessary data.


1. Simplify data collection during client onboarding

When integrated with a CRM, a client portal can simplify data management during onboarding. Users can directly update their account information in the CRM—which is typically collected via numerous emails—through the ZPortals extension. The portal can also feature embedded Zoho Forms, which can also be used for robust data collection and updates. This makes it quick and easy for clients to keep their information up-to-date and mitigates repetitive data entry.

 2. Streamline content management

Users can easily share files or folders attached to a CRM record with clients through a client portal. Clients can also upload documents or pictures to a file field through the portal, which is useful if you need to get a copy of an ID or request a list of documents from a client. The reverse is true if you need to send documents back to your clients.

To learn more about document requests and sharing, Contact





3. Optimize billing operations

Making payments and accessing invoices and financial statements is a breeze for CRM users thanks to the Zportals integration with Zoho Books. If your organization uses Zoho Billing, clients can also subscribe, change plans, or update their payment methods through their client portal as well. Integrating billing into your portal makes self-service easy for clients and can improve turnaround time on invoice payments.


4. Execute secure data transactions

Using the Zportals for Zoho CRM extension, which integrates with several Zoho apps, a client can enable single sign-on to help users sign into one client portal and access their user profiles for several applications. To ensure data security, businesses can also customize their client portals to display only select CRM data to specific users.


Start your journey towards a secure, optimized, and seamless customer experience.


Use Cases:


Use case 1: Tax preparation documents

Accounting and financial service consulting firms require unique file-sharing capabilities that enable clients to selectively share products with their clients. Some examples include:

  • Providing comprehensive document request lists to clients

  • Robust file management software to store and retrieve documents across multiple accounts with redundant contacts

  • Functionality to control which documents clients have access to at different points throughout service processes 

  • Secure file transfer service to send and receive confidential documents

 

Use case 2: Employee Onboarding

 Any business with turnover must grapple with the task of onboarding new employees. Common onboarding processes include:

  • Automated system to provide new hires with onboarding materials

  • Employer visibility of employee’s onboarding progress

  • Secure file transfer for employee uploading of confidential documents

  • Secure file retrieval from Workdrive through Zoho CRM

  • Employee UI to view outstanding document submissions

 

Use Case 3: Client Onboarding

For B2B organizations client onboarding can be a monumental task, from requesting and receiving client branding and marketing material for a marketing agency to the transfer of case files and legal documents for a law practice. Key functional requirements in these transactions include:

  • Ability to upload, view and store large quantities of client information in a highly  functional file management system

  • All files are easily viewed, shared or downloaded from the CRM

  • Automated folder creation for new client accounts

  • Flexible folder structure 

  • Employee access to upload updated documents via CRM

  • Ability to clearly and concisely display document requests, messages, and announcements to clients on the client 

  • portal

 

Use Case 4: Mortgage and Lender Document Management

Central to financial service firms is the ability to request, transfer and share financial documents through a secure and organized process. Common pain points in file management in this industry are:

  • Automation of client folders and file management hierarchy upon creation of a new account

  • Individual clients can be registered contacts for multiple accounts

  • Supports secure document signing 

  • Secure customer portal-supported viewing of permissive documents

  • Client portal file submission to Workdrive folder path via CRM

 

Use Case 5: Marketing Agency:

Marketing agencies, as with most professional service businesses, require an easy and reliable way to receive client submissions and deliver client solutions. Some key functionalities for this industry are:

  • Automated Workdrive file creation upon creation of a new account

  • Streamlined client submissions of branding information, industry insights, value propositions, etc.

  • Document sharing from Workdrives secure file management system to client-facing UI

  • Real-time or permissive client visibility of in-progress projects from the client portal to projects located in the WorkDrive file management system

  • Secure storage of completed projects until the desired release to clients

 

Use Case 6: Premium Content Portal 

Websites that offer premium content– be it instructional videos, certifications, or any other form of digital content– need a platform that allows subscribers to view their suite of content without having access to it until payment is complete. Here are some of the benefits Zportals with Zoho CRM and Workdrive can provide for these organizations:

  • Customer portal through which users can view products and interact with customer support

  • Permissive access to premium content from the user portal hosted on Workdrive

  • Permissive access to certifications or training materials

  • Host documents securely with the ability to selectively share as needed

 

Use Case 7: Medical

Medical service companies have a tremendous burden on their clients to balance system functionality with client privacy. This unique problem set is defined by several critical functions:

  • Efficient and organized file structure for housing Patient data

  • Patient portal that provides client access to medical records, scheduling, refill requests, etc.

  • File storage with the flexibility to control what information is viewable by the client, health care professionals, receptionists, etc.

  • Client portals designed to grant parent/guardian access to dependants under the same account

 

Use Case 8: Independent Contractors

Independent contractors from construction to IT services experience some of the same workflow needs and contractor/client business relationships. Some of the functional requirements common to independent contractors are:

  • Invoice management

  • Document transfer via a CRM to share project proposals, legal documents, SOWs, etc. 

  • Client portals that enable clients to upload and view documents, schedule jobs, review plans, etc.

Start your journey towards a secure, optimized, and seamless customer experience.





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