There are a few different ways to see what intake forms have been submitted to you in your Open To Close account. Get familiar with these options to decide which combination works best for your team.
Intake Form Submissions in Dashboard widget - If you have the Intake Submissions widget added to your Dashboard, you will see all the pending intake forms submitted to you. You can click on the address to go to the property to start reviewing the submission.
Intake Submissions in the navigation menu - This is represented by the flame icon in the left side navigation menu and allows you to see what intake forms have been submitted and which intake forms are incomplete.
Intake Submitted - To see what intake forms have been successfully submitted by your agents.
Intake Incomplete - This is where you can see which intake forms are in progress or have not been completed by your agents.
Intake Form Submission Notifications - We have updated the intake form submission to now include both a text message and an email notification 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.
Approve the Intake Form
Once the missing items on the intake form have been filled in and settings have been applied, click the Approve Submission button 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 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 corresponding drop-downs.
Removing any Empty Document Folders
If there are any empty Intake Folders, you can either remove or hide them from this transaction by clicking the appropriate option.
Reviewing Contacts
If contacts are added to the intake form submission, you can review them inside the contact section. There are two types of contact verification which are;
✓ Contact looks good - no changes needed.
𐄂 There are similar contacts in your contact list - to correct the contact(s), you can either choose Use Contact from your intake form or Select Contact from the global contacts in the main account.
Important:
Contacts will need to have a valid first name, last name, and email address to approve the intake form.
Intake Form Triggers
Intake form triggers with the Approval flag will now appear in the health bar, also known as the priority bar, inside the property.
Verifying Defaults
Click the Update “Defaults & Settings” button to ensure that the correct property defaults have been set. It will open the property details sub-menu on the left side where you will find all the property settings that need to be applied correctly.
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 text messages.
Send from Email - The default email address that will be used for sending and receiving messages. It is important to always check your property's Defaults & Settings to make sure the email address that you assign to the transaction is correct. If you click the Edit Addresses from the email drop-down, it will lead you to the Global Settings page. From here, you can also update your default email address permanently.
Email Signature - This is your default email signature. If you click Edit Signatures, it will lead you to the settings page where you can update or add more email signatures.
Details Tab - When you open your property transaction, this will be the default Field Group you see.
Communication Tab - There are numerous sections to a property that you can get to at any point, but if you want to always land on a specific section each time you open the property, such as the Tasks or the Documents section, change the setting here.
Default DocuSign Profile - If you have multiple DocuSign profiles that you use, you can assign a default profile to the property.
Document Sorting - You can sort the document order either Alphabetically: A-Z or User Sorted Order. This will only apply to the property transaction you are currently on. You can permanently set your document sorting for your entire organization inside Global Settings.
Date Template - You can use a date template to bring in dates for your transaction.
Property Date Sync - Select a calendar you want to sync all of the property dates to.
API Field Map Template - You can bring in an API Field Map Template if you need.
Default Follow Up Boss Task Completed Webhook Listener - If you are using the Follow Up Boss integration, and have set up your webhook listener for your tasks, you can assign which one you want to have as the default for the property.
Final Step: Approving Intake Submission
After completing all the missing values, you can now click the Approve Submission button.
