Automated Transaction Tasks Templates
This setting is responsible for automating the core of RealtyBackOffice which is transaction management. With this setting, you can create automated tasks that trigger into the transaction file based on certain transaction key dates.
To start customizing your transaction task templates, from the Menu > click on Settings > Admin App Settings > Company/Office Settings > Automated Transaction Task Templates. Once there, you will see default transaction tasks on the right-hand side of the page. Note that the tasks are organized alphabetically in this area, but inside the transaction, they are organized by due dates. The best way to identify the tasks that have been created for different scenarios is to use the two dropdown menus provided as a guide. A scenario is basically a transaction type and an Agent role in a transaction.
To see the transaction tasks created for the different scenarios, first, select a Transaction Type from the dropdown in the left then make a selection from the Transaction Stage or Agent Role dropdown on the right. Once you do this, you will be shown a list of the tasks in that scenario. From this view, you can see the task name and when it is triggered as well as when the task becomes due.
To add a transaction task to a specific scenario, click on Add Transaction Task at the top right corner. Once you do that, a popup will appear. Fill out the pop-up with the information needed. In the Task Description field, example descriptions are “Upload Listing Agreement” or “Add Contacts to the Transaction,” etc. Note that not only can you use this setting to let your Agents know which documents need to be uploaded but you can also create any other type of tasks like requiring your Agents to “Order a For Sale Sign for a New Listing.”
In the second section of the pop-up, you will need to choose if the task requires a document. If you put a check in the box next to this option, the Agent will be required to associate a document to this task in order to check off the task as complete.
Next, you will need to select the Task Type. There are several to choose from. You can select either the task is Mandatory (this means your Agents will not be able to delete the task or modify the due date), Recommended, Non-Mandatory, and If Applicable. Note that the Agents are able to modify the due date and delete the task if it is not mandatory.
Who Completes This Task? Tasks can be assigned to the transaction Agent, any Admins, specific Admins, or Anyone. We recommend that you choose Anyone so that an Admin or an Agent can complete the task.
Who Reviews this Task? You can choose from: Task does not require review; Any Admins or Specific Admins. When the task requires review and the person responsible for completing checks off the task as complete, the checkbox for the task turns orange which means it requires broker review. Additionally, if you select that the task requires review and you click the box that says “Check to notify Admin/s by email when the task is marked for review,” then the Admin or specific Admins will be alerted via email that an Agent just completed a task that requires review. If you do not want to be bombarded with emails, all you need to do is head onto the Tasks unified area from the Menu and click on the filter option at the top right corner > scroll down and check the box that says In Review to be able to see all the tasks that require broker review.
Next is where the magic happens. Here is where you can set the due date of a task. In the field that says Days, you can type in however many days you prefer. In the Period field, select either Before or After. In the Transaction Date field, you can select the trigger date for the task to pop up. There are many trigger dates to choose from so make sure you select the trigger that makes the most sense for the task you are adding. For example, you will never make a purchase contract due two days after the listing date because the Agent should not have a purchase contract at that time, and only after the acceptance date will an Agent have a purchase contract. Also, note that if you want the task to pop up immediately, you need to choose Transaction Created Date as the trigger date.
In the next section called Select below the transaction types and agent roles, this task is applicable for, you would need to put a checkmark next to the transaction types and Agent roles you want the task to appear in. In this section, you are able to associate tasks to other scenarios it might be applicable so that you will not have to repeat a task over and over again.
The last section is called Auto Delete Incomplete Tasks. We only recommend that you use this section for the following task types: If applicable, Non-Mandatory, and Recommended.
If you have any questions, please feel free to email us at firstname.lastname@example.org or call us at (305) 517-3836.