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How To Add or Remove Field Sections or Fields Using Triggers in a Task Template
How To Add or Remove Field Sections or Fields Using Triggers in a Task Template
Kristina Patten avatar
Written by Kristina Patten
Updated over a week ago

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.

Image shows a task with a row of options. On the right side of the options, you will find the lightning bolt icon third from the end, between the calendar and recurring clock icons.

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.

Image shows an arrow pointing to the Add Trigger button which is to the left of the Apply Template button. There is a box surrounding the drop downs for Choose An Action and Trigger Function. Below the Trigger Function drop down is the Add button or Close button.

A side panel will open to the right where you can choose a field section from the drop down before clicking on Add. 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.

If you are going to add more than one field section on the trigger, it's important that you are arranging the field sections in the correct order. You can sort the field sections by clicking on the six dots to drag and drop them in to the correct position. Once you have them arranged correctly, you can click on Close.

Image shows a box around the Choose Field drop down with Add to the right of that section. Once the Field is added, you will see a drop down on the right to either Add or Remove the Field Section. To the left of that is a drop down for requiring that the Field Section be filled out internally, No or Yes.

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 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.

Image shows an arrow pointing to Options which is below Process When. There is a box around the options which are listed above from top to bottom. Another arrow in the lower right corner shows the toggle button again to activate the trigger.

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.

Image shows the option to add another trigger with a box around Choose An Action. The drop down shows Task Not Completed.

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.

Image shows an arrow pointing to Not Defined which is to the right of Execute When.

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.

Image shows the options listed above from left to right, top to bottom. The Update button is in the lower left corner.

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.

Image shows an arrow pointing to the date and time which is to the right of Execute When..
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