Pages
Intake Forms give you the complete flexibility to create highly dynamic intake forms which your agents can fill out via their agent portal (or you can fill out inside of Open To Close).
Fields
This page provides the ability to add fields to the intake form for both your agents and your internal process.
Left Side Fields: These are the fields the agent will see and if they are required.
Right Side Fields: These are the fields that the internal user will see (the user who will manage the property or the intake process).
Default Fields: Contract Title, Contract Status, Contract Client Type, Address, City, State, and Zip are required fields on each intake form.
Documents
This page in the form has the option to turn it on or off (display it or don't display it). If you need the form to gather documents that the agent is filling out, you'll want to turn it on.
Document list: You can enter all of the documents you need the form to collect as well as set whether they are required. If the box is checked red, the document is required.
Contacts
This page in the form has the option to turn it on or off (display it or don't display it). If you need the form to gather contacts that the agent is filling out, you'll want to turn it on.
Contacts list: You can enter all of the contacts you need the form to collect as well as set whether they are required. If the box is checked red, contact is required.
Review
This is the final page that the agent will see during the intake form process. If you want to add any information to this page, use the provided "Review Page Text" form field on the page.
Submitted
This is the page that the agent will see after the intake form process. If you want to add any information to this page, use the provided "Form Submitted Page Text" form field on the page.
The agent will get a copy of the Property Email Address if they’ve additional documents that they need to send. The email address can also be found in the document section of their property. On this page, the agent can open the property and see their intake form submission status.
Automation
Each intake form can automate a variety of different actions.
Form Conditions: You can specify different conditions which will enable fields, contacts and document to show or not show on the form dynamically as a user populates information.
Form Triggers: These are used to send notifications (emails and texts) when an intake form is submitted by the client as well as when the intake form is approved by a team member (or TC) inside of Open To Close.
Form Conditions
Form Condition is the Agent Intake builder form. Every intake form can be set up to be completely dynamic (whereas it can add or remove fields, contacts, and documents) based on the answers provided in the questions.
For example, you may want to add the field for “Buying Commission %” if the answer is “Buyer” as the contract client type or you want to remove the field for “Loan Amount” if the answer is “Cash deal” as the financing type.
Step 1:
Go to the Form Conditions and click the +Add Condition link. It will pop up a left-hand panel for Conditional Type - Property Field.
Conditional Type: Property Field
Choose one of the fields (e.g. contact client type, em amount, property type, etc.).
Choose an operator (e.g., equal to, not blank, etc.) and enter a value (if applicable).
Click the Add button.
Step 2:
Click the Edit Assets link.
Step 3:
It will pop up a right-hand panel for the Dynamically Add Fields, Add Contact Roles, Add Document Uploader and Add Internal Instruction. You can add more than one field, contact role, document uploader, or internal instruction.
Important: Multiple Select (or answers) are currently not available for dynamic agent intake forms. Multiple is only available for internal intake forms. |
Form Triggers
Applying a Trigger Template
Click the Apply Template button then choose one of the available Intake Trigger Templates
Adding a Trigger Manually
Choose one of the actions from the drop-down menu
Form Submitted (By Agent) is when the agent submits the form or
Form Approved (Internally) is when it’s approved by the TC or a Team Member.
Choose one of the trigger functions from the drop-down menu
Send Email and Send Text - this is a notification when an intake form is submitted by the client or when the intake form is approved internally.
Add or Remove Template - add or remove a template such as Task, Document, Trigger, and Date to the transaction. The template (s) will be added to the TC’s property transaction.
Add or Remove Field Section - to add or remove a field section from the internal field (e.g. Property Details, Transaction Details, etc.)
Add or Remove Field - to add or remove a field from the internal field (e.g. Closing Date, EM amount, etc.)
Click Add.
Using the Trigger Functions
Sending an Email Trigger
Turn on the toggle button to fire up the email.
Click the Email button then search for a contact role.
You can either apply an email template or compose your messages.
You can add a Condition to make the trigger fire up your email.
Important: Do not use merge fields in the intake submission email as they may not get replaced with property values. You cannot review this email content before it is generated and sent to the recipients. |
Sending a Text Trigger
Turn on the toggle button to fire up the text.
Click the Text button then search for a contact role.
You can either apply a text template or compose your messages.
You can add a Condition to make the trigger fire up your text.
Add or Remove Template Trigger
Turn on the toggle button to fire up the trigger asset that you’d like to add or remove from the TC transaction portal.
Click the Template button and choose the available templates (Task, Document, Trigger, and Date).
The template can either be added or removed from the TCs transaction portal.
You can add a Condition to make the trigger fire up your template (s).
Add or Remove Field Section Trigger
Turn on the toggle button to fire up the trigger asset.
Click the Fields button then choose one of the field sections and hit the Add button.
Adding more than one field section is allowed and you can make your field section required internally.
You can add Conditions to make your field section works.
For example, you’d like to add the Loan Details to your internal field section (your chosen field section) if the Financing Type is not equal to Cash (your added condition).
Add or Remove Field Trigger
Turn on the toggle button to fire up the trigger asset.
Click the Field button then choose one of the fields and hit the Add button.
Adding more than one field is allowed and you can make your field required internally.
You can add Conditions to make your fields work.
For example, you’d like to add the Earnest Money Held to your internal field (your chosen field) if the Earnest Money Amount is not blank (your added condition).
Important:
Multiple Choice can be used to bring in additional fields on your intake forms using Form Conditions. However, you cannot use Multiple Choice answers as Conditions on Form Triggers.
Button Help Tips
Apply Template - clicking on this button, allows you to apply your saved Intake Triggers.
Add Trigger - manually adding Intake Triggers.
Refresh Triggers - to reload the Intake Triggers.
Sort Triggers - it allows you to re-organize your Intake Triggers.
Conditionals - to expand or collapse all conditional Intake Triggers.
Settings
These are the intake settings that can also be customized.
Internal Instructions - these will be displayed during the intake approval process. E.g. welcome emails
Date and Time Settings - these settings are for timezone, date calculation timeframe, federal holidays, and weekend conditions (roll forward or rollback). This will be the default for the intake form unless you change it from the Defaults & Settings once submitted. Timezone is required for you to use the Intake Form.
Layout - choose the layout order of your intake form sections.
Design - it allows you to upload a logo for your intake form and change the background color.
Preview - viewing the agent intake form before it becomes available and before adding it to the agent portal user.
