You can add a trigger to a task template that will either add or remove field sections or fields based on whether the task is completed or not completed. Find the task you want to create the trigger(s) for and click the lightning bolt.
This will open a new panel where you can either add or remove a field section or a field when the task is completed or when the task is not completed.
Since you get the same results from adding or removing a field section and as you do with adding or removing a field, we'll use the field section option in the examples below. Just know that it all applies to fields as well.
Task Completed - Add or Remove Field Sections
Click on the Add Trigger button and select Task Completed for the action and Add or Remove Field Sections as the function. Click on Add for the trigger to be added to the list of triggers for that task.
A side panel will open to the right where you can choose field sections from the drop-down before clicking on Add. You can select multiple field sections at a time.
The field section will appear below the text box with two options to the right of it. The first option is if you want to require that the field section be filled out internally on a transaction. The second option is whether you want to add or remove the field section.
Important!
Field sections will execute in the order they are arranged, so be sure you have them arranged correctly. To move them around, drag and drop the card into the order you need.
This will take you back to the triggers page where you will see a faded trigger card. Go ahead and add any options to the trigger before enabling it. Click on the Options drop down arrow to open all the choices.
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 a condition such as, IF Field -> Septic -> Is Equal To -> Yes. The system is going to make sure this is true before the trigger can add or remove the Septic Details field section.
Using trigger conditions within task templates is only available on our Pro Plan. For more information on what the plan offers, follow this link.
If you're not using trigger conditions, you will need to delete the task/trigger if it's no longer needed. For example, if you have a task that only applies if the contract is terminated, you would need to manually delete the task on the transaction if the contract closes successfully. It's also helpful to add "Delete if not needed" in the task title, so you know it's okay to remove it from the transaction.
+ 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 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 + Septic for this one since that is what's being added. If you were removing the field section, you would see - Septic instead.
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 - Add or Remove Field Sections
There will be times when you need to add or remove a field section if the task has not been completed.
For example, if you didn't complete the EMD Receipt Received task, you could have a trigger with the condition IF Field -> Contract Status -> Is Equal To -> Cancelled. If the reason you didn't receive the EMD receipt is because it was cancelled, the condition will be met, and the field section for the earnest money will be removed along with any other field sections you specify in the trigger.
To do this, click on the Add Trigger button and choose Task Not Completed as the action and Add or Remove Field Sections as the function. Click Add to create the trigger. It will open a side panel to the right where you can add or remove the field sections you need.
Once you have the field section trigger in place, you'll need to choose an Execute When time frame. Click on Not Defined 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're done, click on Update to go back to the trigger card. You will now see the time frame you specified in the Execute When field.
