One list of work
A deal's tasks are its checklist. Each task belongs to a person. A task on a deal can do three more things:
- It can have Built-in work. Berchtold then does that work on the task. For example, it prepares an email.
- It can be due from a key date, such as the earnest money deadline. It moves when that date moves.
- It can be done when a file arrives on the deal.
Add built-in work to a task
Open the deal. In Tasks, select Add task. Choose the person under Assignee.
Under Built-in work, choose the work, for example Introduction emails or Closing Disclosure check.
You can also add built-in work on the task's own page, or in Tasks. The task must be linked to a deal.
When the work is due, Berchtold does it on the task within the hour. How it runs in Transaction settings decides what it does. An email is ready on the task 3 days before the task is due. Open the task to see Built-in work. It shows the email under Prepared for you, with Send, Edit and Don't send. Before the email is ready, it shows what the email will say and the day it is ready. It also says why the work waits, or why it stopped. Select Prepare it now to do the work before its date.
When you select Send, the email goes and the task is done. When you select Don't send, the task is done as Not sent, with your reason. See Built-in work on deal tasks.
Make a task due from a key date
In the task form, set Due to From a key date.
Choose the key date, such as the contract date or a deadline. Enter the days, and choose Before or After.
The task moves when the key date moves. If you change the task's due date by hand, it stops following the key date.
If the key date has no date yet, the task has no date. It gets one when the date is set. If the deadline is Not in this contract, the task closes and says why. It opens again if the deadline comes back.
Finish a task when a file arrives
Turn on Done when a file arrives. Enter words from the file's name, separated by commas. For example: seller's disclosure, SDS.
The task is done when a file on the deal has one of the words in its name. A document in the linked transaction counts too. The task shows Done: file name. It is done once. If you open it again, the same file does not close it.
A file that a client sends for the document in an intake form completes the task, whatever its name. These tasks are the deal's required documents: the file review sends each one with the file that completed it. See Submit a deal's file for review.
Templates make these tasks
Open Automations → Templates. The Deal tasks templates make the tasks for a purchase, a listing or a lease. They start on a phase, such as Under contract, or on a stage you choose.
- Each task is due from a key date where the work has one. For example, Confirm earnest money delivery is due on the earnest money deadline.
- The contract templates have a task for each required document. Each one is done when the document arrives.
- Some tasks have built-in work. For example, Draft the introduction emails is due on the contract date. These tasks go to the deal's coordinator, else the owner.
The required documents are a Missouri starter list. Ask your broker to review them. You can change the tasks in the builder before you publish.