Once you have tasks in your task templates, you can add triggers to the task so it can queue an email for you to review before sending it. Go ahead and click on the lightning bolt for the task you want to create the trigger(s) for.
This will open a new panel that has the options to create a trigger to either send an email when the task is completed or send the email when the task is not completed.
Task Completed - Send Email
Click on the Add Trigger button and select Task Completed for the action and Send Email for the Trigger Function. Click on Add for the trigger to be added to the list of triggers for that task.
You will be prompted to either create an email or apply an email template. Applying a template is typically what you will want to do because you can use the email on another trigger if you need to. This will eliminate having to copy and paste what you have created for this trigger in to another trigger.
Once you select the email template, it will show you what template is applied. You can also detach the email or clear the email if you need to. Detaching the email will clone the parent content and clearing the email will reset the email. Click on Close to go back to the trigger.
You'll notice that the trigger card is faded, which means that the trigger isn't active yet. Once you have set up everything for the trigger, you can enable it by clicking on the toggle button next to the trash icon in the lower right corner of the trigger card.
You can also change the trigger to fire if the task has not been completed by clicking on the Process When option.
To view the options for the trigger, you can click on the Options drop down arrow to open them. Let's go over each one.
Details - This is where you can add any details for the trigger. It will change the background purple when you are typing in the space provided. In order for it to save what you wrote, you will need to click on Return/Enter on your keyboard.
+ Add Condition - Conditions can be added to the trigger which help determine when the trigger is ready. For example, you can create conditions such as IF Contact Role -> Buyer -> Exists in Property, and IF Field -> Earnest Money Receipt Received -> Is Not Blank. The system is going to make sure both of these are true before the trigger can be queued to send the email, (Buyer) Earnest Money Received: To Buyer.
Using trigger conditions within task templates is only available on our Scale Plan. For more information on what the plan offers, follow this link.
+ Edit Assigned To - You can choose what role is assigned to the trigger. These are roles you've set up for your users such as Transaction Coordinator, Email Specialist, Team Lead, etc. Try to not assign more than two to three roles on a trigger. You don't want to confuse team members on who is responsible for what.
+ Edit Tags - Tags are a great way to filter down your triggers to find the ones you need to work on. One way to use them is to determine if the trigger relies on an outside source or someone internally. Once you're on the transaction or Trigger Pipeline, you can filter the triggers to work on just the internal ones first before moving on to the external triggers.
Trigger Assets - This will tell you what is going to be used for the trigger. You'll see a + Email for this one since it will send an email.
Now that you have all of your details filled out, you can turn the trigger on by clicking the toggle button in the lower right corner next to the trash icon. If you need to delete the trigger, click on the trash icon.
Task Not Completed - Send Email
There will be times when you need to send an email if the task has not been completed. For example, if the task Deliver EMD to listing agent/title company is not completed by its due date, you can have a trigger send out an email to the buyer reminding them they need to get the earnest money deposit to you so you can deliver it.
Go through the same steps above to create a new trigger but with the action of Task Not Completed.
You will be prompted to choose an email template to send once the conditions have been met and the trigger is queued. For the main part of the trigger card, everything will be the same except for the Contingency section. This will show Not Defined at first but you can click on it to open a new side panel to the right.
Fill in the fields that apply to your trigger. These include the following:
Time of Day - Make sure you are assigning the correct time of day when setting this (AM vs PM).
Days - This can only be a number. If you want it to be the same day, you can choose that option in the Time Frame drop down.
After - Cannot be changed.
Time Frame - You can choose from Business Day(s), Calendar Day(s), Calendar Day(s) - Skip landing weekend day(s), or Same Day As.
Weekend Date Roll - If the date falls on a weekend, do you want it to roll forward to Monday or roll back to Friday? You can leave this as None if you don't want to worry about the weekend options.
Federal Holiday Date Roll - This is the same idea as the Weekend Date Roll, however, if you use both the Weekend and Federal Holiday Date Roll, they have to be the same so they don't create an infinite loop.
Skip Federal Holidays - You can either count them or skip them.
Once you have all of the details filled out, click on Update to go back to the trigger card. You will now see the time frame you selected next to the Contingency option.
