One list of work
A deal's tasks are its checklist. A task on a deal can do three more things:
- It can go to Elsa, your Transaction Coordinator, with the work she does.
- 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.
Your workspace can give Elsa another name. This article says Elsa.
Give a task to Elsa
Open the deal. In Tasks, select Add task.
Under Assignee, choose Elsa. Then choose her work, for example Introduction emails or Closing Disclosure check.
Elsa is not a member of your team. She gets no email or reminder. Everyone who can open the deal sees her task. You can also give her a task on its own page, or in Tasks. The task must be linked to a deal.
If Elsa is off for the deal or for your workspace, you can't give her a task. Her open tasks go to the deal's owner. A note on each task says why.
When her task is due, Elsa works on it within the hour. She works at her level for that work. Open the task to see Elsa's work. Before she works on it, What happens shows the email she will draft. It shows who it is from and to, and what is missing. After she works on it, it shows what she did and her emails that wait for approval. It also says why she waits, or why she gave the task to a person. Select Do it now to have her do it before its due date. See Elsa, your Transaction Coordinator.
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.
- Elsa's tasks name her work. For example, Draft the introduction emails is due on the contract date.
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.