Using the Follow Up Boss integration allows you to connect, update, and complete tasks from your Open To Close account. There are a few different steps to establish the connection for your tasks, but once everything is in place, it's easy to send Open To Close tasks to Follow Up Boss. Each step is listed below.
Connecting Your Follow Up Boss API in Open To Close
Before you can do anything related to Follow Up Boss in Open To Close, you will need to create a Follow Up Boss API Key and add it to your Open To Close account. This article will step you through the process: How To Connect To Follow Up Boss.
Very Important:
If an Open To Close user doesn't have access to connect the Follow Up Boss API under the Apps & APIs section, you may need to update a permission on their profile. This can be done by going to your Settings (gear icon), selecting Organization & Users, and clicking on Permissions next to the team member you want to add the permission to.
This specific permission is under the APIs section, titled Follow Up Boss Profiles.
Create Your Follow Up Boss Webhook
After you have connected the Follow Up Boss integration, you will need to create a task webhook in Open To Close. For this, go to the Webhooks page which can be found under the Apps & APIs section in your Settings (gear icon).
There will be two options to choose from, one of which is Follow Up Boss. Select this and complete the following information.
API Client - Choose the Follow Up Boss API profile that you need to connect to Open To Close.
Title - This can be as simple as Task Updated.
Event - The only option is for when the task is updated.
Submit - When you have the information filled in, click on Submit.
You will now see a Follow Up Boss Webhook to the right of the submission form.
Task Title - Click on the title to change it to something different.
FUB Event - This cannot be changed.
Assign To FUB User - By default this is left as none. You can select a Follow Up Boss user to assign all of the tasks to, but we recommend leaving this as None if you want to be able to assign tasks to different Follow Up Boss users.
API User - This cannot be changed from here. You would need to delete the webhook by clicking on the trash icon to start over.
Set as property default - If you want this webhook to be the property default, keep this selected.
Toggle Button - To enable the Follow Up Boss webhook listener for your tasks, click the toggle button.
Important:
You can only have one Follow Up Boss webhook at a single time. If you are a single TC and have multiple Follow Up Boss clients, you can still connect each client's Follow Up Boss API Key and have one webhook for each account. However, each individual API Key can only have one Follow Up Boss API Key connected to an Open To Close account at a time.
Create a Task Template
Now that you have the task webhook in place, go to the Task Templates page to start adding the tasks that you want to push into Follow Up Boss. You can either add a new task template or edit an existing one.
Once you are in the task template, start adding the tasks you need for your transactions. You will want to expand the task options by clicking on the small drop-down arrow in the upper left corner of the individual task. You can also choose to expand all of the tasks in the template by clicking on the drop-down arrow at the top next to the Filter Tasks bar.
The last option on the task will be the Follow Up Boss Task. If you want to have a prompt show up on the Tasks section of the property, you will want to have the box checked next to the Follow Up Boss Task section.
Below that is where you will set the Type, Time, and Reminder for the specific task.
The first item to set for Follow Up Boss is the type. Here are your options for this.
Follow Up
Call
Email
Appointment
Showing
Closing
Open House
Thank You
None
Next is the time that you need the task due followed by the option for a reminder notifying you when the task is due.
Continue creating tasks until your template is ready to use. You can have as many task templates as you need with Follow Up Boss tasks.
Now that you have your task template in place, go to the property to apply the Follow Up Boss tasks.
Setting Your Follow Up Boss Task Completed Webhook Listener in the Defaults & Settings
If you want to save some time when you are applying your task templates, go to your property's Defaults & Settings. The last option is the Default Follow Up Boss Task Completed Webhook Listener.
Assign the task webhook to this option so when you start assigning tasks to Follow Up Boss, it will auto-populate some of the information for you. Close your Defaults & Settings and go back to your Tasks section on the property.
Pro Tip:
If you do not want to set the webhook listener default each time you have a new property with Follow Up Boss tasks, make sure you set the property default on the webhook itself.
Applying the Task Template on a Property & Pushing Tasks to Follow Up Boss
Go to the property you want to add the task template to. Click on the Apply Template button and select the task template with the Follow Up Boss tasks you need.
You will now see a prompt under the Tasks section as well as the Follow Up Boss logo to the right of any task using the Follow Up Boss webhook. Click on the prompt to select specific tasks and assign them to the correct Follow Up Boss User and Contact.
This is especially helpful if you have different users that need separate tasks assigned to them in Follow Up Boss. You can select the tasks that one user needs, assign them to the correct contact, and click Submit. Repeat these steps to get all the tasks assigned to whoever is working on the transaction.
You also have the option to modify the Date, Type, Time, and Reminder for each of the tasks before pushing them to Follow Up Boss.
Below the task details is where you will choose which Follow Up Boss User you are assigning the task(s) to. You will also select a Follow Up Boss Contact to associate the task with.
You may notice that the Follow Up Boss API and the Webhook Listener options are already selected. This happens if you have set the property default webhook.
Once you have all of the options selected for the task assignment, click on Submit.
Important:
If you do not see the options to select the Follow Up Boss API, Follow Up Boss User, Webhook Listener, and Follow Up Boss Contact in the prompt, you need to set the property default that relates to the Follow Up Boss Task Completed Webhook Listener. This will save you time whenever you apply a task template with Follow Up Boss tasks on that property.
Updating or Completing Tasks in Follow Up Boss
Now that the tasks are assigned to the correct user, the user can go to that Deal in Follow Up Boss to find the tasks. There, you will be able to make changes to the tasks or complete them.
Once the updates or completion of the tasks are pushed back to Open To Close, you will see a red dot indicating that changes have been made. This will appear on the cube in the task itself or under the options on the task next to the Follow Up Boss task details.
Important:
If you have triggers on your task, they will still fire off when the task is completed in Open To Close.
Disconnecting a Task From Follow Up Boss
There might be times when you need to disconnect the webhook listener from the task so it no longer updates in Follow Up Boss. This can be done by opening the task options in Open To Close and clicking on the details of the task under the Follow Up Boss section.
You can click on Remove next to Webhook Listener, or if you need to delete the task altogether, click on Delete Follow Up Boss Task at the top of the task.
