Intake Form Submission Dashboard
From the Dashboard Widget or if you go to the left sidebar, click the Intake Submissions menu. Here you will see all submitted Intake Form Submissions.
Intake Form Submissions in Dashboard - you will see all the pending intake forms submitted and assigned only to you. If you’d like to check all pending intake forms submitted and assigned to all your team members, go to the left sidebar and click the intake submission menu.
Intake Submitted - it will show you all of the forms which have been successfully submitted by your agents.
Intake Incomplete - forms in progress or forms that have been abandoned or not completed by your agents.
Intake Form Submission Notifications - we have updated the new intake submission notifications to now include both a text message and an email that will be sent to the assigned user on the newly created property.
Important: Depending on the number of Agent Submitted triggers on the intake form, an Intake Form Processing screen may appear before you can access the submitted intake form. This can take up to five minutes to process. |
Submitting Missing Values
Click the intake form that’s been submitted and if applicable click the "Missing Property Values" link to find all the missing items. For example, you must add the closing date or approve the document(s) before verifying the intake form.
Verify the Intake Form
Once the intake form missing items and settings have been applied, you will need to click the "Verify Intake Form" link to review all submitted information: contact information, documents, and settings. This is the last stage before you finalize the intake form and transform it into a live property inside of Open To Close.
Reviewing Unapproved Documents
If there are any unapproved documents, you will be directed to the documents tab. For each unapproved document, you can choose the Intake Folder, File Placeholder, and File Role by clicking on the drop-down.
Removing any Empty Document Folders
If there’s an empty Intake Folder(s), you can either remove or hide it from this transaction by clicking either of the two.
Reviewing Contacts
If contacts are added to the intake form submission, you can review them inside the contact section. There are 2 types of contact verification that you will find and these are;
✓ Contact looks good - no changes needed.
𐄂 There are similar contacts in your contact list - to correct the contact(s), you can either Use Contact or Select Contact from the master contact.
Important: Contacts will need to have a valid first name, last name, and email address in order to approve the intake form. |
Intake Form triggers
Intake form triggers with the "Approval" flag will now appear on the priority slide-out panel inside of a property.
The intake form trigger is also available inside the health bar queue.
Verifying Defaults
Click the Update “Defaults & Settings” button and ensure that you will set the correct property defaults. It will open the transaction details sub-menu on the left-hand side and you will find all the property settings that need to be applied properly.
Timezone - All dates for this property will be based on this time zone setting.
Date Calculation Options - These settings will configure dates (property dates and task dates).
Texting Number - the texting number that will be used for sending and receiving messages.
Send from Email - the default email address that will be used for sending and receiving messages. It’s important to always check your Defaults & Settings and check if the email address that you assign to the transaction is correct. If you click the Edit Addresses, it will lead you to the Global Settings page and you can also update your “Default” email address permanently.
Email Signature - your default email signature. If you click Edit Signatures, it will lead you to the Email Signatures settings page and you can update or add more email signatures.
Details Tab - when you open your property transaction, this is going to be your default field from the Field Menu.
Communication Tab - when you open your property transaction, this is going to be your default communication.
Document Sorting - to sort the document order by Alphabetically: A-Z or User Sorted Order (per transaction) inside the Defaults & Settings of the transaction. You can also permanently set your document for your entire organization inside the Global Settings.
Final Step: Approving Intake Submission
After completing all the missing values, then you can now click the Approve Submission button.
