Imagine this: You're the head of customer acquisition for an insurance company called Zylker Insurance, and your team is getting swamped. Every day, applications for health, life, property, and other types of insurance pour in, and they all need to be reviewed, processed, and routed to the right teams.

The problem is there's a bottleneck in the process that's making it increasingly difficult to sort through all the applications efficiently. Some teams are overwhelmed while others are underutilized. You're worried about missing opportunities to sign up new policyholders and grow the company's revenue.

So how do you fix this?

The solution: Task automation based on conditional rules in Zoho Forms

With Zoho Forms, Zylker Insurance can automatically assign tasks to the right team based on the Insurance Type selected by the applicant. You no longer have to sort through piles of applications or manually assign each one to its relevant team. The form will take care of it all, so your team can focus on reviewing applications and signing up new customers.

Let’s walk through how Zoho Forms can help streamline your insurance application process and make task assignment a breeze.

How it works: The steps to automate task assignments  

1. Create an insurance application form

You’ll start by building a simple insurance application form. Add a Dropdown or Radio Button field where users will select the Insurance Type (e.g., Health, Life, Property, etc.). Add any other necessary fields for the application (personal details, address, etc.).

2. Assign tasks based on conditional rules

You can use one of the types of conditional rules: Form Rules, available in Zoho Forms, to assign a task to a user within your organization. In this case, applications will be sent to the relevant teams in charge of specific insurance types based on a set of conditions.

To set up this type of conditional rule:

1. Click Rules in your form builder and navigate to Form Rules.

2. Click Configure Now and define your conditions to execute the workflow.

1. For this use case, to configure the IF condition, you will need to select the dropdown field named "Type of insurance" then select "Is" followed by selecting the insurance type, for eg., "Property Insurance" in the dropdown menu.

2. Next, you must configure the THEN condition that allows you to perform multiple actions such as redirection, assignment of tasks, sending emails, and notifications. You must select the option "Assign Task" and choose the team's email address or the email address of a user within your organization.

3. Click Add.
   

   
   

4. To configure more task-assignment rules, click +Rule and repeat the above steps until you have assigned tasks to all the respective teams based on the Insurance Type.

This workflow ensures that if an applicant selects Health Insurance, the task will be routed to the Health Insurance team. If they choose Life Insurance, the task will go to the Life Insurance team, and so on.

3. Test your setup

Once you’ve set up your workflows, we always recommend testing your form! Submit a few test applications with different insurance types and ensure tasks are being automatically assigned to the correct teams.

And, with this automated workflow in place, you're all set!

Note: You can assign tasks only to users within your organization.

The Result  

With Zoho Forms' task automation, Zylker Insurance can now process applications faster and more efficiently. Each team gets the right tasks assigned to them, based on the insurance type, without the headache of manually managing assignments. Your team is more productive, customer acquisition improves, Zylker's revenue starts growing faster, and you’re ready to be promoted to vice president.