What a message is
A message is an email for a day, such as five days before closing. It goes to the contact or to our clients on a deal. It can also go to the people in a role, such as the lender. It comes from the record's owner, or from the deal's coordinator.
An automation plans it with the step Send a message. See Steps.
The words come from the step, or from a plain email in Email → Templates. Each person gets their own copy, with their own first name. See Plain emails.
How a message is sent
Each message has one of three ways:
- It sends itself. On its day and time, it goes.
- The sender selects Send. On its day, the sender gets a task "Send: …". The email goes when they select Send on the task.
- The sender approves it first. On its day, the sender gets a task "Approve: …". It also shows in Inbox → Messages to approve.
To approve a message, select Approve and send. To change it first, select Edit, change the subject or the text, then select Approve with edits and send. To stop it, select Reject.
What you approve is what goes. If the sender or the people it goes to change after you approve, it waits for a new approval.
To reject a message, select Reject, then write a reason if you want, and select Reject it.
Emails that Elsa or an automation prepares
Some messages come with their words already written:
- Elsa's emails, such as the introduction emails and her check-ins.
- A document's email, such as the closing transmittal to the title company. The PDF is attached.
- An automation's email that the Assistant wrote, or a saved response.
Each one waits for approval. The sender gets an Approve task, and it shows in Inbox → Messages to approve. The task says who prepared it. A document's email shows its file: select Open to read it. It also shows what the deal is missing.
- When you approve it, it goes in the sender's name. Replies go to the sender.
- When you reject it, Elsa's task goes to the deal's coordinator or agent, with your reason.
- When no one approves it in time, it expires. Elsa's emails wait 7 days, and her check-ins 3 days.
- If an admin lets Elsa send an email without approval, it goes at once. The deal's Activity says she sent it.
- If its automation is paused, an approved email waits. It goes when the automation is on again.
What a message needs
A message plans itself again before it goes. If something is missing, it waits and says what. For example: Missing: A deal owner, or Missing: An email for Dana Lee.
- With no one in the sender's role, it goes from the default person. See Choose default people.
- A message due from a key date moves when that date moves.
- If the key date is not in the contract, the message is cancelled.
- A person who may not get email, for example someone who unsubscribed, does not get it.
See a record's messages
Open the deal or the contact. Messages lists each one, with when it goes, who it is from and to, and what is missing. Select Open its task to send or approve it. Select Cancel message to stop an open one.